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Home My WebLink About17-Public Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION . From: James R. Howell, Director Subject: Approval of an annual award for purchase of transmission, hydraulic and heating/cooling services. Dept: Public Services Department t OR/GI/VAL Date: August 25, 1997 Synopsis of Previous Council Action: Recommended Motion: Adopt the resolutions Contact person: Bill Oppenheim. Fleet Manager Phone:5085/5220 Supporting data attached: N/ A Ward: ALL FUNDING REQUIREMENTS: Amount $166.200.00 Source: 635-341-5111 Materials and supplies Fin.ntt)~ Council Notes: 17(1- Res 97- cJ63 17/3. Res 97- ;/61 /7( - Res 97- ;2 ~ ~ 110,Res 97- ;:lv' Ag<nda[_N~ ~/4;~ . . 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 services listed below: . TYPE OF SERVICE Transmission Repair Heating/Cooling Repair Hydraulic Repair Truck Transmission Repair ESTIMATED ANNUAL COST FOR FY 97-98 $30,300 36,100 47,200 52,600 Because the annual requirements for each of these types of services are estimated to exceed $25,000, formal bids were requested. Since it is not possible to predict the exact quantity and combination of services that may be needed by the City, vendors were asked to bid on a representative sample of services. For example, Fleet knows that on average, $30,300 will be spent annually on transmission repair. But there is no way to predict specifically the volume of repairs for Chevrolets, or the volume of repairs for Fords, etc. Therefore, vendors were requested to bid on a representative sample of the services 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 service, 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#: F98-03 SERVICE: TRANSMISSION REPAIR RECOMMENDATION: ARROW AUTO AIR AWARD AMOUNT: $30,300 Vendors were asked to submit pricing for overhaul and service costs (labor and parts) for (5) five transmission types (see attachment A for detail). Five bids were solicited and three vendors responded. Based on pricing of the representative sample of repairs, Arrow Auto Air had the lowest bid of $4,438. Vendor Arrow Auto Air C & C Transmission Service Automatic Transmission Svc. Raymond's Transmission Svc. McCray Enterprises Location San Bernardino San Bernardino San Bernardino San Bernardino San Bernardino Resoonse $4,438 $4,865 $6,833 no response no response [i~~~ Page 1 oC2 Page 2 of 2 BID#: F98-05 SERVICE: HEATING COOliNG REPAIR RECOMMENDATION:SOUTH WESTERN MOTORS AWARD AMOUNT: $36,100 Vendors were asked to submit pricing on a per unit basis for a representative listing of various types of heating! cooling repairs (labor and materials-see attachment A for detail). Six bids were solicited and three vendors responded. Based on pricing of the representative sample of heating/cooling repairs, South Western Motors had the lowest bid of $520. Vendor South Western Motors Automart Radiator Frank's Muffler & AlC McCray Enterprises Colton Radiator & AlC The Radiator Man Location San Bernardino San Bernardino San Bernardino San Bernardino Colton Fontana Resoonse $520 $785 incomplete bid no response no response no response BID#: F98-07 SERVICE: HYDRAUliC REPAIR RECOMMENDATION: HAAKER EQUIPMENT AWARD AMOUNT: $47 ,200 Vendors were asked to submit per unit pricing (labor and materials-see attachment A for details) for the manufacture, repair and reseal of a representative list of hydraulic cylinders. Eight bids were solicited and one vendor responded. Haaker Equipment's pricing of the representative sample of hydraulic cylinders is $7,316. Vendor Haaker Equipment Hydra Force, Ioc. Truck Hydraulic Equip. Nixon-Egli Equip. Ray Gaskin Service California Hydraulics Inland Machine Recovery PT & Hydraulics Location Pomona Riverside Fontana Santa Fe Springs Baldwin Park Rialto Fontana Bloomington Resoonse $7,316 no response no response no response no response no response no response no response BID#: F98-08 SERVICE: TRUCK TRANSMISSION REPAIR RECOMMENDATION: DIETERICH INTERNATIONAL AWARD AMOUNT:$52,600 Vendors were asked to submit per unit pricing (labor only-see attachment A for detail) on a representative listing of heavy truck repairs. Five bids were solicited and one vendor responded. Dieterich's pricing of the representative sample of heavy truck transmission repairs is $3,625. Vendor Deiterich's McCray Enterprises South Western Motors Grant Musick Co. Tim's Mobile Truck Repair Location Colton San Bernardino San Bernardino San Bernardino Rialto ResDonse $3,625 no response 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 (page 1 of 2) BID#: F -98-03 SERVICE: TRANSMISSION SERVICE REPRESENTATIVE SAMPLE (SERVICES BID): The per unit service cost and per unit overhaul cost (labor and parts) were requested on the following repairs, given the City's estimated annnal volume: TRANSMISSION TYPE AXOD FAOD AODE ATX BID#: F-98-05 SERVICE: HEATING AND COOLING REPAIR REPRESENTATIVE SAMPLE (SERVICES BID): The per unit costs (labor and materials) were requested on the following services: TYPE OF SERVICE -UGHT RADIATOR REPAIR -MEDIUM RADIATOR REPAIR -HEAVY RADIATOR REPAIR -UGHT HEATER CORE REPAIR -MEDIUM HEATER CORE REPAIR -HEAVY HEATER CORE REPAIR -UGHT AlC CONDENSER REPAIR -MEDIUM AlC CONDENSER REPAIR -HEAVY AlC CONDENSER REPAIR BID#: F-98-07 SERVICE: HYDRAULIC REPAIR REPRESENTATIVE SAMPLE (SERVICES BID): The per unit service cost (labor and materials) were requested on the following: MANUFACTURED CYLINDERS -63" X 6" SINGLE STAGE "HElL" PACKER CYLINDER, MODEL 7000. -63" X 7" THREE (3) STAGE "AMREP" PACKER CYUNDER, #AMOCASLP021 , . , . , attachment A (page 2 of 2) REPAIRED CYLINDERS -63" X 6" SINGLE STAGE "HElL" PACKER CYLINDER, MODEL 7000. -63" X 7" THREE (3) STAGE "AMREP" PACKER CYLINDER, #AMOCASLP021 RRl:lR"l.R>> CYl.lNDERS -63" X 6" SINGLE STAGE "HElL" PACKER CYLINDER, MODEL 7000. -63" X 7" THREE (3) STAGE "AMREP" PACKER CYLINDER, #AMOCASLP021 BID#: F-98-08 SERVICE: REA VY TRUCK TRANSMISSIONS REPRESENTATIVE SAMPLE (SERVICES BID): The per unit labor costs were requested on the following: -Diesel engine overhaul-O,mmings LIO -Replace Walking beam bll~hing-Henderickson 440R -Remove and replace Allison 700 series transmiqions -Remove and replace differential-Eaton or Rockwell