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Home My WebLink About24-Public Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION OR\G\NAl Subject: A resolution authorizing an increase to an Annual Purchase Order, to "Y" Tires of Los Angeles for new and recapped tires, tubes and related repair services for City vehicles and equipment, to be utilized by the Fleet Division. From: Ken Fischer, Director Dept: Public Services Date March 27, 2006 Meeting Date: April 17, 2006 Synopsis of Previous Council Action July 24,2000 Reso 2000-214 June 16, 2003 Approved Aug. 4,2003 Reso 2003-215 June 23,2005 Reso 2005-178 Recommended Motion: Motion #1: Adopt resolution Motion #2: Authorize the Director of Finance to amend the FY 05/06 Fleet, Refuse, and Police budgets as discussed in this staff report to reflect the additio $76,000 in recap and new tire costs. V ,hz ~ Annual PO two single year renewals Reject all bids Bid No. F-04-003 Annual PO two single year renewals Annual PO with increase of $25,000 Signature Contact person Don Johnson, Fleet Manager Phone: 5220 Supporting data attached: Staff Report Ward: All FUNDING REQUIREMENTS: Amount: $76,000 Source: 635-341-5111 Material and Supplies Finance: Council Notes: RfSO, 1f;- ~OO It> -I W If J-r1I-t1k Agenda Item No. ~ I.} CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: A resolution authorizing an increase to an Annual Purchase Order, to "Y" Tires of Los Angeles for new and recapped tires, tubes and related repair services for City vehicles and equipment, to be utilized by the Fleet Division. Background: The City purchases a variety of tires for use on refuse equipment, light vehicles, certified pursuit tires for police vehicles, and road equipment. Heavy-duty truck tires may be recapped up to eight times before the tire carcass is worn out. Recapping involves replacing the tread face of the tire. The use of recapped tires provides cost savings over the use of new tires. On June 23, 2005 the Mayor and Common Council approved Resolution 2005-178 authorizing $290,000 for an annual purchase order, to "Y" Tires of Los Angeles, which had submitted the lowest price on Bid No. F04-018. The Public Services Department, Fleet Division staff is requesting an increase of $76,000 to the purchase order for the remainder of FY 05/06, for a total amount not to exceed $366,000. This increase is needed due to the closure of the Colton landfill and staffing shortages in the Refuse Division which has caused the Refuse trucks to be used at a rate much higher than originally expected. This is also true of the Police fleet, with increased Police patrol overtime comes increased use of vehicles. Tire usage for both the Police and Refuse fleets have increased substantially from last year. Financial Impact: A budget amendment of $76,000 increasing Fleet's materials and supplies expenditure account is requested (635-341-5111). Because the Fleet Fund operates as an "internal service fund" all of Fleet's expenditures are charged back to city departments based on related usage. These charges will ultimately be charged back to the Refuse Fund and Police Department as they are directly related, so the Refuse and Police budgets will be amended accordingly. Fleet staff estimates the budget amendments for Refuse and Police to be as follows: Refuse Fund = $53,200, Police = $22,800, for a total of $76,000. Recommendation 1.) Adopt resolution; 2.) Authorize the Director of Finance to amend the FY 05/06 Fleet, Refuse, and Police budgets as discussed in this staff report to reflect the additional $76,000 in new and recapped tire costs. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING AN INCREASE TO AN ANNUAL PURCHASE ORDER, TO "Y" TIRES OF LOS ANGELES FOR NEW AND RECAPPED TIRES, TUBES AND RELATED REPAIR SERVICES FOR CITY VEHICLES AND EQUIPMENT, TO BE UTILIZED BY THE FLEET DIVISION. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That "Y" Tire Sales, Inc. provides new tire, tubes and related repair services for light duty vehicles and heavy equipment; and recapped tires, tubes and related repair services for heavy equipment to be utilized by the Fleet Division. Pursuant to this determination, the Purchasing Manager is hereby authorized to issue an increase to the annual purchase order, to said "Y" Tire Sales, Inc., in an amount not to exceed $366,000 beginning in Fiscal Year 2005/2006. SECTION 2. The Purchase Order shall reference this Resolution No. 2006- and shall read, "Tires and related materials and services" P.O. No. not to exceed $366,000 and shall incorporate the terms and conditions of the Contract. SECTION 4. The authorization to execute the above referenced Purchase Order is rescinded if not issued within sixty (60) days of the passage of this resolution. III II I II I II I March 2~. 2006 ito. ~~ 1//7';06 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 1 2 3 4 5 6 7 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING AN INCREASE TO AN ANNUAL PURCHASE ORDER, TO "Y" TIRES OF LOS ANGELES FOR NEW AND RECAPPED TIRES, TUBES AND RELATED REPAIR SERVICES FOR CITY VEHICLES AND EQUIPMENT, TO BE UTILIZED BY THE FLEET DIVISION. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 2006, by the 8 following vote, to wit: 9 Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA BAXTER MCGINNIS DERRY KELLEY JOHNSON MCCAMMACK Rachel G. Clark, City Clerk The foregoing resolution IS hereby approved this ,2006. day of Patrick J. Morris, Mayor City of San Bernardino Approved as to Form and legal content: JAMES F. PENMAN, 25 City Attorney 26 27 28 II I By: 'J.:' l ~,"" ' '/ /, ./ j I :; /(--, . ,', .""~''''-----. " ; March 29, 2006 ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): ~ Item # ~ Resolution # Vote: Ayes \ -1 Nays ~ Abstain ---.::f:) d (:Dfo-l J \ Absen~ Change to motion to amend original documents D Companion Resolutions NulVVoid After: days 1 Resolution # On Attachments: D Note on Resolution of attachment stored separately: D PUBLISH D POST D RECORD W/COUNTY D By: Date Sent to Mayor: 0 LJ- - IS? - Db Date of Mayor's Signature: -1/!+l) J 0 0 Date ofClerk/CDC Signature: ~ Reso. Log Updated: i Seal Impressed: Reso. # on Staff Report Date Memo/Letter Sent for Signature: l;t Reminder Letter Sent: Date Returned: 2nd Reminder Letter Sent: Not Returned: D 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): Yes No By_ Yes No By_ Yes No By_ Yes No By_ Yes No By_ Copies Distributed to: Animal Control D D ~ D D EDA D Information Services D Parks & Recreation ;q,cJ wptlo Police Department D I Public Services D Water Department ~ 9l\.6Y\.i C /A ~ tJ.p bh ~ - D D D Ja lUeu D City Administrator City Attorney Code Compliance Development Services Others: Facilities Finance Fire Department Human Resources Notes: Ready to File:l.bJv Date: :if14- Revised 12/18103