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. CITY OF SAN BERNARDINO. REQUEST FOR COUNCIL ACTION
From: James R. Howell, Director
Subject:
Approval of an annual award for
purchase of lubricants and
motorcycle parts.
Dept: Public Services
Date: August 21, 1997
Synopsis of Previous Council Action:
OR/GI/VAL
Recommended Motion:
Adopt the resolution
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Contact person:John Murphy. Purchasing Mgr. Bill Oppenheim. Fleet Mgr Phone: 5085 /5220
Supporting data attached: Ward:_
FUNDING REQUIREMENTS: Amount $70.800.00
Source:
$33.100.00 635-341-5113 Motor fuel & lubricants
$37.700.00 635-341-5111 Materials and supplies
Finance: ~~,
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Council Notes:
1(p1t- Res 97-.2~1
1(, (3 ~ Res 97- .;2 (p ;;.
Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
BACKGROUND
Based on prior year's history, the Fleet Division has estimated the annual costs for the materials
listed below:
TYPE OF
COMMODITY
Lubricants
Motorcycle Parts
ESTIMATED ANNUAL
COST FOR FY 97-98
$33,100
37,700
Because the annual requirements for each of these types of commodities are estimated to exceed
$25,000, formal bids were requested. Since it is not possible to predict the exact quantity and
combination of parts and materials that may be needed by the City, vendors were asked to bid
on a representative sample of materials. For example, Fleet knows that on average, $37,700
will be spent annually on motorcycle parts. But there is no way to predict specifically the
volume of gaskets or O-rings, etc. Therefore, vendors were requested to bid on a
representative sample of the parts and materials the City may need throughout the year.
Award of the purchase order is based on the vendor's pricing of the representative sample.
After the bids are evaluated and a vendor is selected, the purchase order will be issued in
the amount of the estimated annual usage of that commodity, not in the amount of the
representative sample.
SUMMARY OF BIDS
The cost and technical specifications of all bids were reviewed. The recommended vendors met
or exceeded all items called for in the specifications.
BID#: F98-01 COMMODITY: LUBRICANTS
RECOMMENDATION: POMA DISTRIBUTING AWARD AMOUNT:$33,l00
Vendors were asked to bid on a representative listing of lubricants in estimated annual
quantities of those lubricants (see attachment A for detail). Seven bids were solicited and
two vendors responded. Based on annual pricing of a representative sample of various
lubricants, POMA Distributing had the lowest bid of $16,476.
Vendor
Poma Distributing
Merit Oil
Empire Oil
Unocal 76
Southwestern Petroleum
Cosby Oil
Goodspeed Distributing
Location
Bloomington
Bloomington
Bloomington
City of Industry
Ft Worth, TX
Santa Fe Springs
Hesperia
Bid Resoonse
$16,476
$17,156
No Response
No Response
No Response
No Response
No Response
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Page 1 of 2
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Page 2 of 2
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BID#: F98-06 COMMODITY: MOTOR CYCLE PARTS
RECOMMENDATION: BEAUMONT KAWASAKI AWARD AMOUNT:$37,700
Vendors were asked to bid on a representative listing of parts (see attachment A for detail)
in estimated annual quantities of those parts. Five bids were solicited and two vendors
responded. Based on the annual pricing of the representative sample of parts, Beaumont
Kawasaki had the lowest bid of $11,667.49. Bid responses are summarized below:
Vendor
Beaumont Kawasaki
Kawasaki of Riverside
Fontana Motorcycle , Inc.
Langston's Kawasaki
Pomona Valley Kawasaki
Location
Beaumont
Riverside
Fontana
Riverside
Ontario
Bid Rellponse
$11,667.49
$16,042.39
No Response
No Response
No Response
RECOMMENDATION
It is recommended that the Mayor and Council authorize the Purchasing Manager to issue
Annual Purchase Orders to the above recommended vendors.
attachment A
BID#: F-98-01
CO~ODrrY:LUBRICANTS
REPRESENTATIVE SAMPLE (CO~ODITIES BID):
The price per year (based on the City's estimated annual usage) was requested on the following
commodities:
BULK PRODUCTS;.
Kc;TIMATED USAGE
1.
2.
3.
4.
5.
Oil, 15/4Owt, bulk, price/gallon
Engine oil 10/30, price/gallon
Transmission fluid, DexronIII price/gallon
Transmission fluid, ATF type F, price/gallon
Hydraulic oil, UDimas 68 A W ISO, price/gallon
3100 gallons
430 gallons
110 gallons
60 gallons
3100 gallons
PACKAGED PRODUCTS:
1. Multi-purpose E.P. GR NLGl 2
2. Premium multi-purpose E.P. GR NLGl 2
3. Gear lube, all purpose GLS SAB 80W/90 and/or SAB 85W/14O
4. Wheel grease, graphited, heavy duty
5. Solvents cie'-lIning (in 55 gallon drums)
BID#: F-98-06
CO~ODrrY: MOTORCYCLE PARTS
REPRESENTATIVE SAMPLE (CO~ODITIES BID):
Pricing for the following parts in the following quantities was requested:
PARTIPART NUMBER
BTTRY -#XLB18L DRY
TIRE MR9O-18 REAR
BRAKE PAD FRONT
PLUGS 92066-110619
TIRE MR9O-18 FRONT
BRAKE PAD REAR
GASKET 11060-1691
O-RING 67082016
HOLDER 16065-1135
CLUTCH ASSEMBLY
FILTER 11013-1037
ROTORS 41080-1047
ESTIMATED USAGE
18
15
30
60
20
28
48
30
40
8
36
5
RECOMMENDATION
It is recommended that the Mayor and Council authorize the Purchasing Manager to issue
Annual Purchase Orders to the above recommended vendors.
. I . ~ G .
(A/Ad<-~ Crt.-, /...
William A. Oppenhe . Fleet Manager