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File #: CC-19-805    Version: 1 Name:
Type: Agenda Item Status: Approved
File created: 3/27/2019 In control: City Council
On agenda: 8/13/2019 Final action: 8/13/2019
Title: Request City Council to Approve Increases to 24 Purchase Orders citywide in the total amount of $274,479.23 as detailed in Attachment A for Fiscal Year 2018-19. (ACTION)
Attachments: 1. Attachment A R1.pdf
For City Council Meeting [August 13, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Jessica Brown, Finance Director

Title
Request City Council to Approve Increases to 24 Purchase Orders citywide in the total amount of $274,479.23 as detailed in Attachment A for Fiscal Year 2018-19.
(ACTION)
Body
BACKGROUND
Per the City's Municipal Code, Chapter 2.48 Purchasing, "purchases of goods or services in a dollar amount over fifteen thousand dollars shall require city council approval, unless any contract authorization for any particular contract has previously been delegated by the City Council."

ANALYSIS/DISCUSSION
As part of the City's fiscal year 2018-19 year-end process, the Purchasing Division is preparing to make final payments and close out Purchase Orders for the fiscal year. Through this process, multiple Purchase Orders require increases as final payments will result in the total Purchase Order amount exceeding fifteen thousand dollars or what was originally authorized by Council. In total, there are 24 Purchase Orders in the amount of $2.5 million that require increases of $274,479 for a revised total of $2.8 million as summarized below by department and in detail in Attachment A.



Development Services - an increase of $3,000 is requested to one Purchase Order for a total amount of $17,500 for advertising expenses with the Daily Journal as a result of higher than anticipated advertising expenses associated with Request for Proposals and Request for Qualifications throughout the fiscal year. Available appropriation exists in the 2018-19 budget.

Finance - an increase of $4,000 is requested for one Purchase Order for a total amount of $89,000 for other expenses with Rahban CPA due to final billable hours being higher than anticipated for 2018-19 finance support services. Available appropriation exists in the 2018-19 budget.

Fire - an increase of $21,546 is requested for three Purchase Orders for a total ...

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