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Home My WebLink About24-Public Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: April 11 , 2002 Subject: A resolution authorizing an increase to a purchase order to Fairview Ford for two (2) additional 2002 Mid- Size 4-Door Sedans to be utilized by the Fire Department. From: Lynn Merrill, Director Dept: Public Services Otf" r /"' ;, / ~ L jj"'d'lrl Council Date: May 6, 2002 Synopsis of Previous Council Action 2/19/02 2002-59 Purchase one (1) Mid-size 4-Door Sedan Fairview Ford Fire Department Piggyback Purchase -two (2) Mid-Size 4-door sedans Fairview Ford - Fire Department 4/16/01 Reso 2001-74 Recommended Motion: Adopt resolution ~w Signature Contact person: Don Johnson, Fleet Manager Phone: 5220 Supporting data attached: Staff Report, Resolution Ward: All FUNDING REQUIREMENTS: Amount: $37,693.10 Source: 635-341-5701 Motor Vehicles F;n.n~' ~k~flk Council Notes: lj'~dc.~-\dg S/(,/OiJ- Agenda Item No. ~ L.J . . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject A resolution authorizing an increase to a purchase order to Fairview Ford for two (2) additional 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 of the 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. On February 19, 2002 The City of San Bernardino Mayor and Council adopted Resolution 2002-59 authorizing the piggyback purchase of two Mid-Size Sedans from Fairview Ford for the Fire Department on purchase order #995764 at $37,693.10. 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 two additional vehicles listed below with mid-size sedans was appropriate. In addition, staff was able to obtain a negotiated commitment from the dealer, to increase the purchase order #995764 by two additional vehicles at the same price of $17,491 plus tax ($1,355.55) each vehicle for a total purchase order amount of $75,386.20. (see attachments 1 and 2) 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 Fire-Admin Fire Admin YEAR 1988 1987 VEH SS1 SS2 MAKE/MODEL MILEAGE Chevy Blazer 70,000 Chevy Blazer 68,000 CONDITION Excessive age/Needs repairs Excessive age/Needs repairs Per the Fleet Manager, SS-1 - Overall condition is poor, upper control arm bushings are bad, engine valve seals are worn, engine burns a substantial amount of oil thus causing it to smoke badly and possibly not pass a smog inspection in this condition. This would require major engine work to repair. SS-2 - Overall condition is poor, oil leaks in numerous places (valve covers, oil pan, rear main seal). Upper control arm bushings are bad. AlC line from compressor is bad, left rear body panel is damaged. The engine oil pressure is only 5 psi which means the main bearings would require major engine work to repair. These vehicles will be ordered upon approval of the increased 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 2 Apr.11 02 11:07a 2002 TAURUS O,'der No: 0000. Prtor'Uy' E3 Ord FIN, QC414 Ord Code, ~20~ Cuat/Flt Na.e: CITY OF 5 B RETAIL. .20475 Or"d~~" No:: Ord Code, 1"53 WT K a ~e0A 44L T22 h~ B4A C09 Attachment 2 FAQlVlEW FORD FLEET. TRUCK CENTER .. W. 2IId 1TIlEE'l' ..0. .... 5516 SAN BEIlNAJlDlNo. CAollUIJ (909) 386-028t or Fax: (909) 386-4)%9% 04/b~~'irt7~~il~ I"..ge: 1 of t! Order' Type: ~a Price Leyell 2~5 PO N"..ber. VEHICL.E ORDER CONFIRMATION 5E DLX FLT 4-DR VIBRANT WHTE CC CLOTH SEATING MEDIUM SRAPHITE ORDER CODE . AM/FM WITH CD . 5.-SPK PNTO WHL .SPEED CONTROL .SPLT/FOLD REAR . J;'WR DR 1 VER SEAT . REMOTE KEYLESS . 3. 0L 2U E, CYL. .AUTO 010 TRANS . Pt!15/E,0RX 16 AIB CAL.. BOARD FEES ... R5TAIL. NC NC NC &00 a0F 422 S52 794 FLEET CREDIT COMMERCIAL CRDT CALIF EMISSIONS ANTI-LOCK BRAKE PRICE CONCESSN REMl'lRKS TRl'lIL.ER RUNNING LIGHTS 40 942 TOTAL BASE AND OPTIONS 21765 TOTAL 21765 NC NC NC * MORE ORDER INFO NEXT PAGE * - MORE DATA IS AVAILABL.E. VEHICLE ORDER CONFIRMATION 04/10/02 17.20'2~ Deale,", F71156 Page, ;;: of e: O,..de... Type. 5B Priee Level. 255 PO N...'mb....: .~ ;::;002 TAURUS 0000 I'....io'.ity: E3 O,"d FIN. [;IC414 9~0A Cust/Flt Na.e. CITY OF S B REHlH.. p~(c.e :#(7'1-9/ ~ -+ TA:->( ! " SP DL.R /'lCCT ADJ SP FLT flceT CR !JS GA~_ G~S NET INV FL T O~'T PRICED DORA ** FLT MKTS CR DEST ~ND DELI V SA- f....E';;S ,.. ;i f NC NC &~0 TOTl'lL BASE AND Ol"T IONS iE: 1 7&5 TOTAL 217&5 '. e 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 e e 27 1// 28 (r;;,~,~~. W. I I,'" ' ~,) . , \::::!J\0ir/ RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING AN INCREASE TO A PURCHASE ORDER TO FAIRVIEW FORD FOR TWO (2) ADDITIONAL 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 February 19, 2002 awarded a piggyback purchase order to Fairview Ford of San Bernardino for the furnishing and delivery of two (2) 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 to increase purchase order No. 995764 to Fairview Ford for two (2) additional 4-Door Sedans by $37,693.10 for a total amount of $75,386.20; such award shall only be effective upon issuance of an increase to Purchase Order No. 995764 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 III III III 1// III 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 e 27 By: 28 ", e e RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING AN INCREASE TO A PURCHASE ORDER TO FAIRVIEW FORD FOR TWO (2) ADDITIONAL 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 meeting thereof. held on the day of , 2002, by the following vote, to wit: Council Members: ABSENT NAYS ABSTAIN AYES ESTRADA LIEN MCGINNIS DERRY SUAREZ ANDERSON MCCAMMACK Rachel G. Clark. City Clerk The foregoing resolution is hereby approved this day of 2002. Judith Valles, Mayor City of San Bernardino Approved as to Form and legal content: JAMES F. PENMAN, City Attorne ' - " '. ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 5-c,,-o:L Item # Vote: Ayes 1-~1-4-0 Nays-&- Change to motion to amend original documents: JILl Resolution # ;)(X);)- - \;)-g Abstain -0 Absent -3 Reso. # On Attachments: -=-- Contract term: Note on Resolution of Attachment stored separately: ~ Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date Sent to Mayor: 5 -I) --0 ~ Date of Mayor's Signature: S -Is'-o.;;l Date of ClerklCDC Signature: .5" -<i-C'::>- Date MemolLetter See Attached: See Attached: See Attache : ture: 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 (64\3, 6429, 6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234,655,92-389): Copies Distributed to: City Attorney V Parks & Rec. Code Compliance Dev. Services Police Public Services v Water Notes: NullNoid After: 10 0 D~ J I f) -S -0;;' , By: - Reso. Log Updated: V Seal Impressed: <--' Date Returned: - Yes ,/' No By Yes No ~ By Yes No ,/ By Yes No --7' By Yes No _ By EDA Finance / MIS BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.) Ready to File: ()\-( - Date: :; -\0 -C)?' Revised 01/12/01 Others: