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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Public Services
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Subject:, Resolution authorizing an
increase to an annual purchase order to
, I Metro dba Star Auto Parts for the
I purchase of automotive parts and
, \, I ~ supplies utilized by the Public Services
Department Fleet Division,
From: Lynn Merrill, Director
, '" i
Date January 27,2003
Meeting Date: February 18, 2003
Reso 2000-286
Reso 2001-58
Reso 2002-95
9/18/00
3/19/01
4/01/02
Annual PO, two single year renewal options
Increase PO $14,000
Increase PO $28,000
Recommended Motion:
Adopt resolution
x/J4I/
Signature
Contact person Lynn Merrill, Director
Phone: 5140
Supporting data attached: Staff Report
Ward: All
FUNDING REQUIREMENTS:
Amount: $33,000
Source: 635-341-5111
Materials and Supplies
Finance: ~~(/~~
Council Notes:
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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 Metro dba Star
Auto Parts for the purchase of automotive parts and supplies utilized by the Public
Services Department Fleet Division.
Background:
Metro dba Star Auto Parts of San Bernardino is the major vendor providing parts and
supplies necessary to repair and perform preventative maintenance on the City's light
and heavy vehicles and equipment. On September 18, 2000 the Mayor and Council
approved Resolution 2000-286, requesting $44,000 for an annual purchase order, with
two single year renewal options, to Metro dba Star Auto Parts, which had submitted the
lowest price and highest number of available parts on Bid No. F-01-15A. Metro dba
Star Auto Parts has been supplying the City with vehicle and equipment parts
satisfactorily for six years.
The original purchase order for FY 2000/2001 was in the amount of $44,000. Council
authorized an increase of $14,000 in March 2001 for a total annual purchase order in
the amount of $58,000. In April 2002 an increase of $28,000 was authorized to the prior
year's $58,000 PO amount, totaling $86,000 for the fiscal year. These increases have
been necessary due to the City's aggressive maintenance program for Refuse trucks
and equipment initiated by staff to remain in compliance with the State Maintenance/
Safety Inspections, and to maintain the roll-down program of City Police Department
vehicles. Staff budgeted $86,000 for this service in FY 2002/2003. The base purchase
order for the current fiscal year was $44,000; Fleet staff is now requesting an increase
of $33,000 to the annual purchase order, for a total amount not- to-exceed $77,000 for
the remainder of FY 2002/2003. The requested amount is $9,000 less than the amount
budgeted for this service in FY 2002/2003. This item will go out for bid for Fiscal Year
2003/2004.
Financial Impact:
Funds for this increase are contained in the Public Services, Fleet Division budget, FY
2002/2003, Account No. 635-341-5111, Materials and Supplies.
Recommendation:
Adopt resolution
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I
RESOLUTION NO. ". .
RESOLUTION OF THE MAYOR AND COMMON COUNCil OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE TO AN ANNUAL PURCHASE
ORDER TO METRO DBA STAR AUTO PARTS FOR THE PURCHASE OF
AUTOMOTIVE PARTS AND SUPPLIES UTILIZED BY THE PUBLIC SERVICES
DEPARTMENT FLEET DIVISION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCil OF THE CITY
OF SAN BERNARDINO AS FOllOWS:
SECTION 1. That Metro dba Star Auto Parts furnishes parts and supplies for
repairs and preventative maintenance of the City fleet of light and heavy vehicles and
equipment. Pursuant to this determination, the Purchasing Manager is hereby
authorized to issue an increase to the annual purchase order to Metro dba Star Auto
Parts in the amount of $33,000 for a total amount not to exceed $77,000.
SECTION 2. The Purchase Order shall reference this Resolution No. 2003-
and shall read, "Metro dba Star Auto Parks vehicle and equipment parts,
increase P.O, not to exceed $77,000.
SECTION 4. The authorization to execute the above referenced
Purchase Order is rescinded if not issued within sixty (60) days of the passage of this
resolution.
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January 28, 2003
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE TO AN ANNUAL PURCHASE
ORDER TO METRO DBA STAR AUTO PARTS FOR THE PURCHASE OF
AUTOMOTIVE PARTS AND SUPPLIES UTILIZED BY THE PUBLIC SERVICES
DEPARTMENT FLEET DIVISION.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
day of
, 2003, by the
following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution IS hereby approved this
,2003.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
B~ II""""
January 28, 2003
-- _._---_.._-->~.~~---~~--"~~>--~~,._-~_..,,-------~---~-----
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 2-1'i$-C;s Item # i (.,
Vote: Ayes 1-214-'1 Nays.fr
Change to motion to amend original documents:
Resolution #
Abstain ~
?'CD3" -4 9
Absent 3
Reso. # On Attachments: ~ Contract term:
Note on Resolution of Attaclunent stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY By:
NuIINoidAfter:{,.,O Dfl-1S, J 1j-.)1-03
Date Sent to Mayor: 7....- 2.(; 0-:::>'
Date of Mayor's Signature: )c;;l6-0:'
Date ofClerk/CDC Signature: 'd- dl-O';
Reso. Log Updated: ,/'
Seal Impressed: /
Date Me
etter Sent for Signature:
See Attached:
See Attached:
See Attached:
Date Returned: -
60 Day Reminder Letter Sen
90 Day Reminder Letter Sent on 45th day:
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 ..L..- By
Yes No ..-L By
Yes No ,/ By
Yes No I By
Copies Distributed to:
City Attorney V
Parks & Rec.
Code Compliance Dev. Services EDA Finance v'"
Police Public Services,/' Water Others:
MIS
Notes:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc,)
Ready to File: JY1L
Date: ?~.)1-63
Revised 01/1210 I