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ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Ken Fischer
Subject: Approve a resolution authorizing an
increase to a Purchase Order for Inland
Presort and Mailing Services.
Department: Public Services
Date: January 9, 2006
Meeting Date: January 23, 2006
Synopsis of Previous Council Action:
Recommended Motion:
Adopt Resolution
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Signature
Contact Person: Ken Fischer. Director
Phone: 5140
Supporting Data Attached:
Resolution
Ward: All
FUNDING REQUIREMENTS:
Amount: $22.962.00
Source: Public Services Deoartment:
Refuse Division: account number 527-
411-5181
Finance:
Council Notes: !'n. fj;.;) 0 It! b' ).Y
Agenda Item No.--1!1
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Adopt a resolution authorizing an increase to a Purchase Order for Inland Presort and
Mailing Services.
Background:
The City of San Bernardino Public Services Department, Refuse Division has two
separate Refuse service billings. The Public Services Department administers one and
the Water Department administers the other. The Refuse Division has approximately
5,200 residential and commercial accounts. These accounts are outside of the Water
Department's service area. The Water Department, in conjunction with the Refuse
Division, bills approximately 40,000 residential and commercial accounts. These
accounts are within the Water Department's service area.
Inland Presort and Mailing Services is the vendor the Refuse Division currently utilizes
for processing the approximately 5,200 accounts that are outside of the Water
Department's service area. The services provided by Inland Presort and Mailing
Services are sorting, folding and mailing the City's Refuse bills. This fiscal year staff
implemented a new billing strategy to lower the number of Refuse Division bad debt
accounts. Bill reminder notices and late notices are sent to customers if the City has
not received payment from the original bill. This new strategy, together with new
account and closing account bills has increased the number of monthly mailings.
Currently, staff mails approximately 8,600 bills and notices per month.
The Public Services Department, Refuse Division budget account number 527-411-
5181, Other Operating Expenses, has sufficient funding available for the requested
purchase order increase. Inland Presort and Mailing Services is currently operating
under a select source memo that was approved for this fiscal year. The select source
memo notes that staff will go through a formal bid process at the end of fiscal year
2005-2006 for the following fiscal year purchase order. Inland Presort and Mailing
Services currently has a purchase order in the amount of $15,000.00. The current
purchase order has $991.68 available for the remainder of this fiscal year. The Refuse
Division sends out approximately 8,600 bills monthly at a cost of .055 cents for
processing, and the recently increased cost of .39 cents for postage. The total cost per
month is approximately $3,827.00. The Refuse Division needs to increase Inland
Presort and Mailing Services purchase order number 206312 by $22,962.00 for the
remainder of this fiscal year.
Financial Impact:
There is no impact to the overall Public Services Department, Refuse Division budget.
Funds for the purchase order increase are available in the Public Services Department,
Refuse Division budget account number 527-411-5181.
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RESOLUTION NO. C (Q) [p V
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO INCREASING A PURCHASE ORDER FOR INLAND PRESORT
AND MAILING SERVICES
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Inland Presort and Mailing Services provides sorting, folding
and mailing services for City Refuse billing; pursuant to this determination the
Purchasing Manager is hereby authorized to increase a purchase order to Inland
Presort and Mailing Services for an amount not to exceed $37,962.00.
SECTION 2. The Purchase Orders shall reference this Resolution No. 2006-
_ and shall read, "Inland Presort and Mailing Services for City Refuse billing -
Increase P.O. No. 206312 by an additional, not-to-exceed amount of $22,962.00" and
15 shall incorporate the terms and conditions of this Resolution.
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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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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO INCREASING A PURCHASE ORDER FOR INLAND PRESORT
AND MAILING SERVICES
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
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following vote, to wit:
Mayor and Common Council of the City of San Bernardino at a
day of
, 2006, by the
meeting thereof, held on the
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AYES
NAYS
ABSTAIN ABSENT
Council Members:
ESTRADA
LONGVILLE
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2006.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
24 Form and legal content:
25 JAMES F. PENMAN,
26 City Attorney
~: By: ~tI~
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted):
Vote: Ayes
\17710'-' Item # ~ Resolution # )0 t) fc, ~ J i
Nays Abstain Absent
Change to motion to amend original documents 0
Companion Resolutions
Null/Void After: days /
Resolution # On Attachments: 0
PUBLISH 0
RECORD W/COUNTY 0
Note on Resolution of attachment stored separately: 0
By:
POST 0
Date Sent to Mayor: II )A{ . 0 b
Date of Mayor's Signature: ~\ rr'J r o.h
Date ofClerk/CDC Signature: _)r 'YyO/t?
Date Memo/Letter Sent for Signature:
1 " Reminder Letter Sent:
Date Returned:
20d Reminder Letter Sent:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413,6429,6433,10584,10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
Animal Control
City Administrator
City Attorney
Code Compliance
Development Services
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o
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EDA
o
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Facilities
Finance
Fire Department
Human Resources
Others:
Reso. Log Updated: 0
Seal Impressed: 0'/
Reso. # on Staff Report (j
Not Returned: 0
Yes
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No_ By_
NoL By_
NO~By_
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No-=- By_
No --------By_
Yes
Yes
Yes
Yes
Information Services 0
Parks & Recreation 0
Police Department 0 /' )vJ~)
Public Services (3) ~~
Water Department 0
Notes:
Date:
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Ready to Fil~
Revised 12/18/03