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Home My WebLink About25-Public Services CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION From: Lynn Merrill, Director Subject: Resolution authorizing the extension of the rental agreement Dept: Public Services between the City and Nixon-Egli Equipment Company for a Pavement Date: February 28, 2002 Grinding Machine utilized by the Public Services Street Division for roadway r pavement rehabilitation repairs and O~ t ~ e l Y ri maintenance. Meeting Date: March 18, 2002 Synopsis of Previous Council Action Recommended Motion: 1. Adopt resolution 2. Authorize the Director of Finance to amend the FY2001/2002 budget appropriating $36,700 from the Undesignated/Unreserved AB2928 Traffic Congestion Fund balance to Account No. 135-378-5171 (Equipment Rental in the AB2928 Fund) 3. Authorize the Purchasing Manager to increase the purchase order to Nixon-Egli Equipment Company by $36,635 charged to Account No. 135-378-5171 from $24,728 to $61,360. ~ Signature Contact person: Lynn Merrill, Director Phone: 5140 Supporting data attached: Ward: All FUNDING REQUIREMENTS: Amount: $36,635 Source: 135-378-5171 Rentals Finance: ~ Council Notes: ~~Ex~-6 Agenda Item No. CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution authorizing the extension of the rental agreement with Nixon-Egli Equipment Company for a Pavement Grinding Machine utilized by the Public Services Street Division for roadway pavement rehabilitation repairs and maintenance. Background: On October 25, 2001, the Public Services Street Division conducted a no-cost demonstration of a pavement grinding machine offered by Nixon-Egli Equipment Company of Santa Fe Springs, to perform a major renovation of the pavement located on Industrial Road. This machine, a Wirtgen Profiler Model W1300FT, proved to be very effective in this initial demonstration. As a result of the initial demonstration on October 25, 2001, the City issued Purchase Order Number 995408 to Nixon Egli Equipment Company in the amount of $24,725 for a 45-rental period in order to further explore the feasibility and cost effectiveness of performing in-house pavement rehabilitation. During the initial forty-five day rental period approximately 800,000 square feet of newly paved roadbed was ground and overlaid, including the following locations: - 4`n Street from E Street to H Street - F Street from 4`n Street to 5`n Street - G Street from 4th Street to Stn Street Since January 15, 2002, after Council authorized the increase in payment materials on January 7, 2002, the Department ground and overlaid roadbed at the following locations: - H Street from 3`d Street to 5`n Street - Church Street from D to E Streets. - G Street from 2"d to 4`n Streets - 3`~ Street from F to I Streets In addition, the Department constructed a concrete bus pad at the intersection of F and Stn Streets using this machine. This work was accomplished at an approximate cost of $3,800. The machine has proven to be very effective in grinding pavement down to the appropriate depth. Therefore, the Department is requesting an extension of the rental agreement to March 15, 2002. Per a letter dated February 18, 2002 from Nixon-Egli (Attachment 1), the cost for the extension of the rental agreement is $18,317.50 per month; or a total amount for the period from January 15, 2002 to March 15, 2002 of $36,635; and a total purchase order not-to-exceed $61,360. Financial Impact: Based on projected revenues to be received in FY01/02 for AB2928, plus the carry-over fund balance from FY00-01, there is enough unappropriated fund balance in the AB2928 fund to cover this $36,700 expense. Based on the approval of Development Services, who is the custodian of these funds for the City, this expense is an allowable use of AB2928 monies. With this allocation of AB2928 funds, along with the $1.9 million already appropriated through the CIP and regular budget process, all the AB2928 funds available for FY01/02 are committed for projects. Recommendation: 1. Adopt resolution 2. Authorize the Director of Finance to amend the FY2001/2002 budget appropriating $36,700 from the Undesignated/Unreserved AB2928 Traffic Congestion Fund balance to Account No. 135-378-5171 (Equipment Rental in the AB2928 Fund) 3. Authorize the Purchasing Manager to increase the purchase order to Nixon-Egli Equipment Company by $36,635 charged to Account No. 135-378-5171 from $24,728 to $61,360. 2 RESOLUTION=N6. ~ • 1 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXTENSION OF THE RENTAL AGREEMENT BETWEEN THE CITY AND NIXON- 3 EGLI EQUIPMENT COMPANY FOR A PAVEMENT GRINDING MACHINE UTILIZED BY THE PUBLIC SERVICES STREET DIVISION FOR ROADWAY PAVEMENT 4 REHABILITATION REPAIRS AND MAINTENANCE 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 6 OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and 8 directed to execute on behalf of said City an extension to the Rental Agreement 9 between the City of San Bernardino and Nixon-Egli Equipment Company of two (2) 10 months to March 15, 2002; a copy of which is attached hereto, marked Attachment 1 it and incorporated herein by reference as fully as though set forth at length. 12 SECTION 2. The authorization to execute the above referenced agreement is 13 • 14 rescinded if it is not issued within sixty (60) days of the passage of this resolution. 15 /ll 16 111 17 111 18 /// 19 /~/ 20 21 /// 22 /// 23 /// 24 /// 25 /// 26 /// • 27 28 • 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXTENSION OF THE RENTAL AGREEMENT BETWEEN THE CITY AND NIXON- 2 EGLI EQUIPMENT COMPANY FOR A PAVEMENT GRINDING MACHINE UTILIZED BY THE PUBLIC SERVICES STREET DIVISION FOR ROADWAY PAVEMENT 3 REHABILITATION REPAIRS AND MAINTENANCE 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the 5 Mayor and Common Council of the City of San Bernardino at a 6 meeting thereof, held on the day of 2002, by the 7 following vote, to wit: 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 10 ESTRADA 11 LIEN 12 MCGINNIS 13 DERRY • 14 SUAREZ 15 ANDERSON 16 17 MCCAMMACK 18 19 Rachel G. Clark, City Clerk 20 The foregoing resolution is hereby approved this day of 2l , 2002. 22 Judith Valles, Mayor 23 City of San Bernardino Approved as to 24 Form and legal content: 25 JAMES F. PENMAN, 26 City Attorney 28 • Attachment 1 srxe~-r:rrr.r r:a~rrr~,,~~r:~s ~:rr. WsbSa.:nixac.~gli.pom • ? 50. CALIFORNIA: 12030 Clack St., Sable Fe Springs. CA 90670.3709 (562) 944-8067 FAX (562) 946-9575 ? NO. CALIFORNIA: 800 E. Grant line Rd., Tracy, CA 95304-2820 (209) 830-8600 FAX (209) 830-8884 February 18, 2002 City of San $ernardino Public Service Department Fax: 909-384-5190 300 North "D" Street San Bemazdino CA 92418-0001 Attention: Lynn Merrill Director of Public Services Subject: Rental of'VVirtgen Asphalt Grinder Dar Mr. Merrill: This letter is a follow up to yow recent conversations with Ron Des Jarden concerning the Wirtgen grinder. It is my understanding that the City may want to enter into another rental • agreement. Should you want to renew the same agreement as before, this is acceptable to us. It will be as follows: A. 45 day rental period: 523,000.00 Plus sales tax .0775%: 1,782.50 Total: $24,782.50 If you wish to exercise the option to pwchase, we will apply 95°1° of all payments to the purchase price of $289,936.00, not including sales taxes. This includes the first payment of $23,000.00 for the rental period of December 3, 2001 to January l6, 2002. i I've been advised that you may want to consider renting the grinder for a longer period of time. It's also my understanding that you may want to rcpt until April 15th and then exercise the purchase option. Should that be the case ow proposal is as follows: B. Monthly Rental: $17,000.00 Plus sales tax .0775%: 1 317. 0 Total: 518,317.50 The option to purchase may be exercised at any time without penalty. We will apply 95% of all payments toward the pwchase price of $289,936.00, not including sales tax. • -- - - ?~1~11~-Elil.l Ie11flIPAf<~~ i 1:11. Attachment 1 • page 2 City of San Bernardino Attention: Lynn Merrill Subject: Rental of Wirtgen Asphalt Grinder February 18, 2002 We appreciate the opportunity of quoting and should you have any questions please call us. Sincerely, NIXON-EGLI EQUIPMENT CO CARL BAI-INSEN Vice President CB:aw • • ' FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT RESOLUTION AGENDA ITEM TRACHING FORM Meeting Date (Date Adopted): ~ - I B-C>~ Item # a.5 Resolution # ~ b4~- , ~ ~ Vote: Ayes I''~ Nays ~' Abstain ~ Absent -~ Change to motion to amend original documents: -•--- J Reso. # On Attachments: ? Contract term: •- NulWoid Atter: (o CJ dFI~~S / S -I'1 ~O~- T Note on Resolution of Attachment stored separately: = Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY By: Date Sent to Mayor: 3 - I ~~' ~- Reso. Log Updated: Date of Mayor's Signature: 3'aG-OD Seal Impressed: Date of Clerk/CDC Signature: 3•a (~~- Date Memo/L,etter Sent for Si tore: See Attached: _ Date Returned: --- 60 Day Reminder Letter Sent on 30th day: See Attached: 90 Day Reminder Letter Sent on 45th day: Attached: Request for Council Action & Staff Report Attached: Yes ~ No _ By Updated Prior Resolutions (Other Than Below): Yes _ No !/ By Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes _ No ? By Updated CDC Personnel Folders (5557): Yes _ No ? By Updated Traffic Folders (3985, 8234, 655, 92-389): Yes No ~ By Copies Distributed to: City Attorney ~ Code Compliance Dev. Services EDA Finance ~ MIS Parks & Rec. Police Public Services ~ Water Others: Notes: BEFORE FILING REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOG,,ICA~L~L~ O~ G FOR FUTURE REFERENCE (Contract Term, etc.) Ready to File: m~ Date: ,hlild~lOd' Revised 01/12/01