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Home My WebLink About20-Public Services I . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Lynn Merrill, Director Subject: A resolution authorizing the execution of a piggyback purchase O ,.. I ^ " I . Lorder to Fairview Ford for two (2) 2002 H /. . I j Mid-Size 4-Door Sedans to be utilized i.. j W 11 by the Fire Department. Dept: Public Services Date: February 5, 2002 Council Date: February 19, 2002 Synopsis of Previous Council Action Reso 2001-74 4/16/01 Recommended Motion: Adopt resolution ~ ~"'m Contact person: Don Johnson, Fleet Manager Phone: 5220 Supporting data attached: Staff Report, Resolution Ward: All FUNDING REQUIREMENTS: Source: $37,693.10 635-341-5701 Motor Vehicles Amount: Finance: ~k~~U ~ Council Notes: 12eso""2Cf2-0-c;' ~", /b~ Agenda Item No. ~ D . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject A resolution authorizing the execution of a piggyback purchase order to Fairview Ford for two (2) 2002 Mid-Size 4-Door Sedans to be utilized by the Fire Department. BACKGROUND The City of San Bernardino Mayor and Council adopted Resolution 2001-74 on April 16, 2001 for the purchase of various vehicles in accordance of Bid Request F-01-48A, of which more than one bid response was received for Item #001, and was awarded to Fairview Ford of San Bernardino for the purchase of one Mid-Size Sedan. A notice was received from Fairview Ford informing the City of the opportunity to purchase additional model year vehicles at the same bid price of $17,491 plus sales tax for each vehicle, see Attachment 1. Section 3.04.010, paragraph B.2 ofthe Municipal Code allows an exemption for purchases competitively bid within one year, for which more than one bid response has been received and the vendor has established a set price. The Public Services Department worked with the Fire Department staff to further define the Fire Department vehicle replacement needs. It was determined that replacement of the two vehicles listed below with mid-size sedans was appropriate, allowing addition of vehicle standardization. In addition, staff was able to obtain a pricing commitment from the dealer, allowing the City to award additional vehicles purchased to a local vendor. The vehicles to be replaced are listed below and are considered an economic burden to maintain in this capacity. The cost to maintain a vehicle increases with age, use and mileage and most repair parts are no longer available for vehicles of this age. It is recommended these vehicles be replaced while they are still in working condition and able to be placed in surplus for auction. ASSIGNED YEAR VEH MAKE/MODEL MILEAGE CONDITION Fire-Admin 1984 Fire Prevention 1990 SS9 SS11 Chevy Caprice 114,000 Ford Crown Vic 124,000 Excessive age/excess. mileage Excessive age/excess. mileage These vehicles will be ordered upon award of the purchase order. FINANCIAL IMPACT Funds for this purchase, totaling $37,693.10, are available in the Public Services FY2001/2002, Motor Vehicle Account No. 635-341-5701. RECOMMENDATION Adopt resolution . "- ....... Attachment 1 F~VIEWFORD FLEET & TRUCK CENTER 808 W.1Dd st'REET P.o. 8cm 5516 SA.~ BERNAJtDINO. CA. 920412 (909) 386-0281 or Fax: (909) 386-0292 VEHICLE ORDER CONFIRM~TI0N 2:002 TAURUS Priority: A9 Ord FIN: QC414 Cust/Flt Naae: SAN BERNARDIN RETAIL _20190 RETAIL NC NC NC 600 II/b~~!irt8~~'igz Page: I of2 Order Type' ~B Price Level. e30 PO Nu.ber: Order No: 0000 Ord Code. 920A P53 WT K e ~e0A 992 441. Tee SE DLX FLT It-OR IIIBRANT WHTE CC CLOTH SEATIN13 MEDIUM GRAPHITE ORDER CODE .AM/FM WITH CD .5-SPK PNTD WHL .SPEED CONTROL .SPLT/FOLD REAR .PWR DRIVER SEAT .REMOTE KEYLESS 3'. 01. 2V FFII . AUTO 010 TRANS . P215/60RX16 A/S CAL. BOARD FEES 20F 4ee 552 794 FLEET CREO IT COMMERCIAL CROT CALIF EMISSIONS . ANTI-LOCK BRAKE PRICE CONCESSN REMARKS TRAILER RUNNING LIGHTS 40 942 TOTAL BASE AND OPTIONS 21455 TOTAL 21455 NC NC NC NC . MORE ORDER INFO NEXT PAGE * - MORE D~TA IS AVAILABLE. VEHICLE ORDER CONFIRMATION 2002 TAURUS Order No: 0000 Priority: A9 Ord FIN: QC414 Order Type: 58 Ord Code: 920A Cust/FIt Na.e: SAN BERNARDIN PO Nu.ber: RETAIL 11/19/01 18:Z7:10 Dealer: F71156 Pager 2 of Ii: p,.ice Level: 230 .SP DLR RCCT RDJ 5P FLT ACCT CR 10 US GAL GAS B4A NET INV FLT OPT NC CilI9 PRICED DORA NC ** FL T MKTG CR DEST AND DELIV &25 TOTAL BRSE RND OPTI ONS 214:;:3 TOTAL 214~5 S/tI'-fe- p~, ~e A- S Po~9qlf777 CIO -# 17. 'f91 - e"c.It -f- T-I'r?( e e e .~~:~v , 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 THE EXECUTION OF A PIGGYBACK PURCHASE ORDER TO FAIRVIEW FORD FOR TWO (2) 2002 MID-SIZE 4-DOOR SEDANS TO BE UTILIZED BY THE FIRE DEPARTMENT. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That the Mayor and Common Council on April 16, 2001 awarded a purchase order to Fairview Ford of San Bernardino for the furnishing and delivery of one (1) 2002 Mid-Size 4-Door Sedan; that Fairview Ford has agreed to provide additional purchases of the same vehicle for the same amount; and pursuant to this determination, the Purchasing Manager is hereby authorized and directed to issue a purchase order to Fairview Ford for two (2) said 4-Door Sedans in the total amount of $37,693.10; such award shall only be effective upon issuance of a Purchase Order by the Purchasing Manager. SECTION 2. The authorization to execute the above referenced Purchase Order is rescinded if it is not issued within sixty (60) days of the passage of this resolution. III /II /II /II /II /II /II /II c;Lo. Z!J 2/11102- 16 MCCAMMACK 17 18 19 20 e Ie 9 10 11 12 13 14 15 21 22 23 24 25 26 e 27 28 1 2 3 4 5 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PIGGYBACK PURCHASE ORDER TO FAIRVIEW FORD FOR TWO (2) 2002 MID-SIZE 4.DOOR SEDANS TO BE UTILIZED BY THE FIRE DEPARTMENT. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a 6 meeting thereof, held on the 7 following vote, to wit: day of , 2002, by the 8 Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA LIEN MCGINNIS SCHNETZ SUAREZ ANDERSON 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 . ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 2-lcl--e.Z Item # 20 Resolution # Vote: Ayes 1--'1 Nays 0- Abstain -8 Change to motion to amend original documents: Zoo'Z--S'l Absent -G- Reso. # On Attachments: ---L Contract term: - Note on Resolution of Attachment stored separately: -=--- Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date Sent to Mayor: 2 - 2.0 ---Q'L Date of Mayor's Signature: ;) -;) (J -oJ Date ofClerklCDC Signature: ?-- d- \-0;) Date Memo7teU",. gear f'nr Siwnature: NulllVoid After: (,C:l DA-l\ 14-22--02.. I By: Reso. Log Updated: Seal Impressed: v v Date Returned: See Attached: ~Attached: _ See Attached: 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 (~85, 8234, 655, 92-389): Copies Distributed to: City Attorney ~ Parks & Rec. Code Compliance Dev. Services Police Public Services /' Water Notes: Yes / No By Yes No~ By Yes No L- By Yes NOL By Yes No By_ EDA Finance ,/ MIS Others: BEFORE FILING. REVIEW FORM TO ENSURE ANY NOT A TIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.) Ready to File: _!) 1<' Date: :2 - ;;X;)- D?- Revised 01/12/0 I