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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date June 2, 2004
OR\G\NAL
Subject: Resolution authorizing the
execution of combined Annual Purchase
Orders, with two single year renewal
options, to Fleet Pride and McCray
Enterprises for heavy duty vehicle brake
and gear work, including purchase of
various related parts
From: Lynn Merrill, Director
Dept: Public Services
Meeting Date: July 6, 2004
Synopsis of Previous Council Action
Resolution 98-107 May 4, 1998
99-73 April 19, 1999
2000-202 July 10, 2000
2001-200 June 16, 2001
Recommended Motion:
Adopt resolution
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. Signature
Contact person Don Johnson, Fleet Manager
Phone: 5220
Supporting data attached:
Ward: All
FUNDING REQUIREMENTS:
Amount: $82,000
Source: $34,000
635-341-5173
Outside Vehicle Maintenance
$48,000
635-341-5111
Materials and Supplies /
Finance: ~k~~~
Council Notes:
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Agenda Item No. ~
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, to Fleet Pride and McCray Enterprises for heavy duty vehicle
brake and gear work, including purchase of various related parts.
BACKGROUND
Notices were sent to eight vendors, including six local vendors, inviting bids for FY
2004/2005 annual purchase order for heavy duty vehicle repair, which includes truck
brake and gear work, and other related services. Notices were also sent to the San
Bernardino Chamber of Commerce and advertised on the Web and in the Sun
Newspaper. Bidders were required to bid on various services and parts for Bid No.F05-
003 Heavy Duty Brake and Gear Repair. Three (3) sealed bids were received and
opened on May 7,2004. For bid comparison purposes, comparable bid item totals were
compiled for which all bidders submitted prices.
Rank
1
2
3
List of Bidders
Fleet Pride
McCray Enterprises
Franklin Truck Parts
Location
Ontario
San Bernardino
Fontana
Comparable Item
Bid Totals
$3,265.24
$5,329.32
Incomplete bids
The operational requirements of the fleet, vendor capability and vendor backlog dictate
the use of multiple vendors. As such, both vendors are recommended for bid award, with
Fleet Pride as primary vendor and McCray Enterprises as the secondary vendor. Orders
will be directed to these two vendors according to bid rank; in the event the low bidder on
that particular part or service does not have the ability to perform in a timely manner, the
order will then be directed to the other supplier. It continues to be the policy of the Fleet
Division to use local San Bernardino vendors when cost and availability are consistent
with the operational requirements. Therefore, staff is requesting approval of a purchase
order to Fleet Pride and McCray Enterprises for a combined total of $82,000.
FINANCIAL IMPACT
Funding 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 account in the amount of $366,900 and Account No. 635-341-5111,
Materials and Supplies in the amount of $800,000.
RECOMMENDATION
Adopt resolution.
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RE~(G)f~
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, TO
FLEET PRIDE AND MCCRAY ENTERPRISES FOR HEAVY DUTY VEHICLE
BRAKE AND GEAR WORK, INCLUDING PURCHASE OF VARIOUS RELATED
PARTS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Fleet Pride and McCray Enterprises provide heavy duty
vehicle brake and gear work and other related services for the heavy equipment fleet.
Pursuant to this determination and the results of Bid No. F05-003, the Purchasing
Manager is hereby authorized to issue Annual Purchase Orders, with two single year
renewal options, to Fleet Pride and McCray Enterprises for a combined total amount
not to exceed $82,000. These Annual Purchase Orders and future year renewal
options shall be contingent upon funds being approved in the City's Budget for this
service.
SECTION 2. The Purchase Order shall reference this Resolution No.2004-_
18 and shall read, "P.O. No.
, for heavy duty brake and gear work, not
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to exceed a combined total of $82,000. and shall incorporate the terms and conditions
of Bid No. F05-003, which is on file in the City Clerk's Office.
SECTION 3. The authorization to execute the above referenced Purchase Order is
rescinded if not issued within sixty (60) days of the passage of this resolution.
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7/4/051
June 30, 2004
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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, TO
FLEET PRIDE AND MCCRAY ENTERPRISES FOR HEAVY DUTY VEHICLE
BRAKE AND GEAR WORK, INCLUDING PURCHASE OF VARIOUS RELATED
PARTS.
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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 Bernardino at a
7 meeting thereof, held on the
8 following vote, to wit:
day of
, 2004, by the
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
MCGINNIS
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KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2004.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
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day of