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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
ORIGINAL
Subject: A resolution authorizing the
execution of combined annual purchase
orders, with two single year renewal
options, for General Automotive Repair
and Machine Shop Support to
Southwestern Motors and Pride; for
Medium/Heavy Equipment and Truck
Repair to McCray Enterprises; and for
Radiator Repair to Automart and
Southwestern Motors.
From: Lynn Merrill, Director
Dept: Public Services
Date June 3, 2004
Meeting Date: July 6, 2004
Synopsis of Previous Council Action
Resolution 2001-2 January 8, 2001
Annual Purchase Order w/2 year renewal options
Recommended Motion:
Adopt resolution
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Contact person Don Johnson, Fleet Mgr Phone: 5220
Supporting data attached:
FUNDING REQUIREMENTS:
Ward:
All
Source:
$54,000
635-341-5111
Outside Vehicle Maintenance
Amount:
Finance:
$dtZrc/~~ .
Council Notes:
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Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing the execution of combined annual purchase orders, with two single
year renewal options, for General Automotive Repair and ~achine Shop Support to
Southwestem Motors and Pride; for Medium/Heavy Equipment and Truck Repair to McCray
Enterprises; and for Radiator Repair to Automart and Southwestem Motors.
Background:
The Public Services Fleet Division provides general maintenance and repair services in
support of the City's fleet of approximately 700 vehicles and pieces of equipment. The Division
routinely goes to outside repair shops for overflow work and specialized repairs of brake
systems, major engine rebuilds and radiators. The mechanic responsible for the vehicle will
perform a diagnosis on the vehicle in order to identify a needed repair on a City vehicle. This
recommendation from the line mechanic is confirmed by the Lead Mechanic, who will then
obtain three estimates from outside vendors to perform this work. The estimated cost of the
repair is determined and fund availability is confirmed through the Account Clerk II assigned to
the Fleet Office. This process is time consuming and results in a delay in repairing a vehicle
while quotes are received and analyzed. In order to establish master vendors for general
automotive repair, machine shop support, medium to heavy equipment and truck repairs and
radiator/heater core repairs, the Division developed a Request for Proposal for these services.
Requests for Proposals for General Automotive Repair and Machine Shop Suppport;
Medium/Heavy Equipment and Truck Repair; and Radiator Repair were sent to the San
Bemardino Area Chamber of Commerce and advertised in the Sun Newspaper and on the City
Web page. Potential vendors were required to propose on various repairs and services in Bid
No. F05-002 General Auto and Medium/Heavy Duty Equipment Repair. Six (6) sealed
proposals were received and opened May 7, 2004. Following are the results of Bid No. F05-
002 General Auto and Medium/Heavy Duty Equipment Repair.
Services Vendor Location Hourly Parts
Rate Discount
Off List
CATEGORY 1 Southwestem Motors "A" San Bernardino $55.00 20%
General Automotive Pride Auto "B" San Bemardino $55.00 10%
Repair and Machine Arrow Auto San Bemardino $58.00 5%
Shop Support Automart Radiator San Bernardino No bid
Colton Radiator Colton No Bid
McCrav Enterprises San Bernardino No Bid
CATEGORY 2
Medium/Heavy McCray Enterprises San Bernardino $70.00 10%
Equipment and Truck The Only Bidder
Repair
CATEGORY 3 Automart Radiator "A' San Bernardino $50.00 10%
Radiator Repair Southwestern Motors "B" San Bernardino $55.00 20%
Pride Auto San Bernardino $55.00 20%
Arrow Auto San Bernardino $58.00 5%
Colton Radiator Colton $65.00 10%
McCrav Entemrises San Bernardino No Bid
The operational requirements of the fleet, vendor capability and vendor backlog dictate the use
of multiple vendors per each category. In addition, in many repairs, the amount of parts can be
up to 70% of the total cost for the total repair; and therefore, the vendor with a low hourly rate
and a high parts mark-up percentage may not be the best value to the City. It continues to be
the policy of the Fleet Division to use local San Bemardino vendors when cost and availability
are consistent with the operational requirements.
Based on an evaluation performed by Fleet staff, the following awards are recommended:
CATEGORY 1 - Southwestem Motors (San Bernardino) and Pride Auto (San Bernardino).
CATEGORY 2 - McCray Enterprises (San Bernardino).
CATEGORY 3 - Automart Radiator (San Bernardino) and Southwestem Motors (San
Bernardino).
Staff is requesting approval of one year purchase orders, with two single year renewal options
to each of the above vendors for a combined total not-to-exceed amount of $54,000.
Financial Impact:
Funds for these purchase orders are contained in the Public Services Department Fleet
Division Fiscal Year 2004/2005 Budget, Account No. 635-341-5173, Outside Vehicle
Maintenance in the amount of $366,000.
Recommendation:
Adopt resolution.
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RESct(Q1~JL
2 RESOLUTION OF THE MAYOR AND COMMON COUNCil OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF COMBINED ANNUAL
3 PURCHASE ORDERS, WITH TWO SINGLE YEAR RENEWAL OPTIONS, FOR
GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT TO
4 SOUTHWESTERN MOTORS AND PRIDE; FOR MEDIUM/HEAVY EQUIPMENT AND
5 TRUCK REPAIR TO MCCRAY ENTERPRISES; AND FOR RADIATOR REPAIR TO
AUTO MART AND SOUTHWESTERN MOTORS.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCil OF THE CITY
7 OF SAN BERNARDINO AS FOllOWS:
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SECTION 1.. That Southwestern Motors and Pride Auto of San Bernardino
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provides, and was the best lowest bidders for General Automotive Repair and Machine
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Shop Support;
SECTION 2. That McCray Enterprises of San Bernardino provides
13 Medium/heavy Equipment and Truck Repair;
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SECTION 3. That Automart Radiator and Southwestern Motors of San
15 Bernardino provides Radiator Repair.
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SECTION 4. Pursuant to this determination and the results of Bid No. F05-002
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General Auto and Medium/Heavy Duty Equipment Repair the Purchasing Manager is
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hereby authorized to issue annual Purchase Orders, with two single year renewal
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20 options, for a total combined amount not to exceed $54,000. These annual Purchase
21 Orders and future year renewal options shall reference this Resolution No.
22 shall incorporate the terms and conditions of Bid No. F05-002, which is on file in the
23 City Clerk's office; and shall be contingent upon funds being approved in the City's
24 Budget for this service.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF COMBINED ANNUAL
PURCHASE ORDERS, WITH TWO SINGLE YEAR RENEWAL OPTIONS, FOR
GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT TO
SOUTHWESTERN MOTORS AND PRIDE; FOR MEDIUM/HEAVY EQUIPMENT AND
TRUCK REPAIR TO MCCRAY ENTERPRISES; AND FOR RADIATOR REPAIR TO
AUTO MART AND SOUTHWESTERN MOTORS.
SECTION 5. The Purchase Orders shall reference this Resolution No.20Q4-
_,and shall read, "General auto and machine shop support, medium/heavy .
equipment and truck repair and radiator repair, P.O. No.
, notto
exceed $54,000 and/or shall incorporate the terms and conditions of the purchase
orders, which are on file in the City Clerk's Office.
SECTION 6. The authorization to execute the above referenced Contract is
12 rescinded if not issued within sixty (60) days of the passage of this resolution.
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una 30, 2004
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
I SAN BERNARDINO AUTHORIZING THE EXECUTION OF COMBINED ANNUAL
2 PURCHASE ORDERS, WITH TWO SINGLE YEAR RENEWAL OPTIONS, FOR
GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT TO
3 SOUTHWESTERN MOTORS AND PRIDE; FOR MEDIUM/HEAVY EQUIPMENT AND
TRUCK REPAIR TO MCCRAY ENTERPRISES; AND FOR RADIATOR REPAIR TO
4 AUTOMART AND SOUTHWESTERN MOTORS.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bemardino at a
meeting thereof, held on the
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9 following vote, to wit:
day of
, 2004, by the
10 Council Members:
ABSTAIN ABSENT
AYES
NAYS
II ESTRADA
12 LONGVILLE
13 MCGINNIS
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DERRY
15
KELLEY
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17 JOHNSON
18 MCCAMMACK
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Rachel G. Clark, City Clerk
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The foregoing resolution is hereby approved this
,2004.
day of
24 pproved as to
25 Form and legal content:
Judith Valles, Mayor
City of San Bernardino
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