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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 the annual purchase order to
Matich Corporation and Vulcan
Materials/Cal Mat Division, to supply
materials for roadway pavement repairs.
From: Lynn Merrill, Director
Date: December 14,2001
Meeting Date: January 7, 2001
Synopsis of Previous Council Action
Reso 2000-37
Reso 2000-245
Adopted February 22, 2000
August 7, 2000
Recommended Motion:
1.
2.
Adopt resolution.
Authorize the Director of Finance to amend FY2001/2002 Street budget and
transfer $30,000 from Account No. 001-402-5502, Professional/Contractual, to
Aoooum No. 001.402.5111, Materi.. 'M S"~
~
Signature
.
Contact person: Lynn Merrill, Director
Phone: 5140
Supporting data attached: Staff Report, Reso
Ward: All
FUNDING REQUIREMENTS:
Source:
$110,000
001-402-5111
Materials and Supplies
Amount:
Finance: .aMy~4
Council Notes:
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution authorizing an increase to the annual purchase order to Matich Corporation
and Vulcan Materials/Cal Mat Division, to supply materials for roadway pavement
repairs.
Background:
Matich Corporation and Vulcan Materials/Cal Mat are the only two asphalt manu-
facturers located within the City of San Bernardino and have been providing materials
for City street repairs for several years. On April 17, 2000 Council approved Resolution
2000-245, requesting $40,000 for an annual purchase order for Fiscal Year 2000/2001,
with two single year renewal options to supply materials for roadway pavement repairs.
The Public Services Department has been exploring a variety of options to increase the
number of street rehabilitations performed, with the available budgetted resources. The
Mayor and Common Council on August 20, 2001 authorized the purchase of a self-
propelled paving machine that has increased the Department's ability to overlay failed
pavement segments throughout the City. In early December, the Department rented a
pavement cold milling machine in order to further expedite pavement rehabilitations.
Since December 1, 2001 the Department has performed the downtown pavement
restoration proiect on 4th Street between "H" and "E" Streets' "F" "G" and "H" Streets
J , I I
between 4th and 5th Streets; and Church St. between "D" and "E" Streets, using a
combination of the paving machine and cold milling machine.
Due to the more aggressive paving, and the misunderstanding of the new Street
Superintendent relating to the purchasing practices and authorization limits of the City,
the Department inadvertently exceeded it's purchasing authority for pavement by
approximately $35,000. The current purchase order amount authorized by the Mayor
and Common Council on April 17, 2000 provided for a combined total of $40,000 to
Matich Construction and Vulcan Materials, and to date the Department has authorized
work to a total of $75,000. The new Street Superintendent was aware of the purchase
order amounts in place, but was unaware that he could not exceed this amount without
Council approval. He based his order on the total amount of funds approved by the
Mayor and Council in the line item budget for Materials and Supply; this amount has not
been exceeded. The Street Superintendent has been advised regarding the proper
procedures in order to prevent a reoccurance.
Since there is still six months remaining in the fiscal year, the Department needs to
increase the purchase order, not only to cover the work that has been done, but what is
anticipated for the rest of the year.
The Department is requesting an increase in the combined purchase order amount to
Matich Construction and Vulcan Materials of an additional $110,000, for a combined
total amount not to exceed $150,000, with this not to exceed limit to be extended to the
remaining single-year renewal options and subject to Council approval of sufficient
funds in the FY02-03 budget for paving materials. This increase will allow the City
crews to maintain a more aggressive rehabilitation of failed sections of pavement
throughout the city.
Financial Impact:
The Street Division requests the increase of $110,000 to said purchase order to a total
not to exceed amount of $150,000. $40,000 has already been allocated from Account
001-402-5111, Materials and Supplies for this purchase order. An additional $80,000 is
being requested to be allocated from the same account (001-402-5111), and the
Department is requesting that an additional $30,000 be transferred from 001-402-5502
Professional/Contractual Services to 001-402-5111 Materials and Supplies in order to
fully fund the additional $110,000 of this purchase order.
Recommendation:
1. Adopt resolution.
2. Authorize the Director of Finance to amend FY200112002 Street budget and
transfer $30,000 from Account No. 001-402-5502, Professional/Contractual, to
Account No. 001-402-5111, Materials and Supplies.
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RESOLU"Fldff N'O:
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE TO THE ANNUAL PURCHASE
ORDER TO MATICH CORPORATION AND VULCAN MATERIALS/CAL MAT
DIVISION, TO SUPPLY MATERIALS FOR ROADWAY PAVEMENT REPAIRS
UTILIZED BY THE PUBLIC SERVICES STREET DIVISION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Matich Corporation and Vulcan Materials/Cal Mat Division
provides materials for City street repairs; pursuant to this determination the Purchasing
Manager is hereby authorized and directed to increase the Annual Purchase Orders to
Matich Corporation and Vulcan Materials/CalMat Division by $110,000 for a total
combined amount not to exceed $150,000.
SECTION 2. The authorization to execute the above referenced is rescinded if
a purchase order is 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 AUTHORIZING AN INCREASE TO THE ANNUAL PURCHASE
ORDER TO MATICH CORPORATION AND VULCAN MATERIALS/CAL MAT
DIVISION, TO SUPPLY MATERIALS FOR ROADWAY PAVEMENT REPAIRS
UTILIZED BY THE PUBLIC SERVICES STREET 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
, 2002, by the
following vote, to wit:
Council Members: AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
MCGINNIS
SCHNETZ
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2002.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
BY:~~
.Sr"c,,,, o..",r;e/
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUME:'iT'"
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): I-I') -02. Item # 1 ~
Vote: Ayes 1-3, 5-'1 Nays.t:J
Change to motion to amend original documents:
Resolution" 2Q02._:Jl_______
Abstain -4-L ___ Absem-&--
Reso. # On Attachments: -==--- Contract term: -
Note on Resolution of Attachment stored separately: :_
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
NullNoid Aner~Q {J0_~(:~l3-'if -0 ~
By: __=___
Date Sent to Mayor:
1-'1-DZ-
Reso. Log Updakd V
Date of Mayor's Signature: 1-10-0)
Date of Clerk/CDC Signature: \ -I 0 -0,).
Seal Impressed: __.._~_.____
D
emo/Letter Sent for Si nature:
See Attached:
See Attached:
See Atta
Date Returned:
60 Day Reminder Letter Sent on 30th day:
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 / By
Yes No ,/ By
Yes No -L...... By
Yes No I By
Copies Distributed to:
City Attorney /
Parks & Rec.
Code Compliance Dev. Services
Police Public Services'/ Water
EDA
Finance /
MIS
Others:
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.l
Ready to File: ....m:t-
Dale: I-IS-o;).
Revised 01112/01