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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Public Services
OR: ::i'~'~L
Subject Resolution authorizing the execution of a
purchase order to Trinity Diversified, Inc. for one (1)
Highway Line Striping Machine for the Development
Services Department.
From: Lynn Merrill, Director
Date: April 16, 2001
Council Meeting Date: May 7, 2001
Synopsis of Previous Council Action
Recommended Motion:
Adopt resolution
?JHJ
Lynn Merrill
Contact person:
Don Johnson, Fleet Manager
Phone:
5220
Supporting data attached:
Staff Report and Resolution
Ward:
All
FUNDING REQUIREMENTS:
Amount:
$103,158.13
Source:
635-341-5701
Motor Vehicle Fund
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Council Notes:
Agenda Item NO.~
5/1/01
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing the execution of a purchase order to Trinity Diversified, Inc. for one (1)
Highway Line Striping Machine for the Development Services Department.
BACKGROUND
The previous line striping machine, unit #565, was a 1990 Idaho/Norland Urban Striper and had
surpassed its economic life and was too costly to repair and operate. The manufacturer of the unit
had gone out of service and all parts needed to repair this unit had to be custom ordered. It was
taken out of service and sold at auction on July 2, 2000. The City has approximately 600 miles of
streets that are targeted for striping once each calendar year. Since that time, the Development
Services Department has contracted out selected striping jobs while awaiting the purchase of a new
machine. The existing one-person crew has continued to perform various hand-striping activities
where appropriate, as well as assist other crews as vacancies occurred. The Development Services
Department will include additional funds in FY01-02 to continue contract striping until such time
that this new machine is received and placed into service.
The process of replacing this vehicle involved several steps that took an exceptional long period of
time to accomplish, in addition to the normal duties of all the involved parties. The development of
appropriate specifications for a replacement machine required that the Development Services
Striping Unit, working with the Fleet Division, survey the different manufacturers to determine the
available striping machine models. Once the various models were identified, vendors were
contacted and arrangements were made for demonstrations of available machines. Once necessary
features were identified, it was necessary to draft these requirements into a specification. The draft
specification then underwent several reviews between Development Services and Fleet until it was
fmalized. This completed specification document is then forwarded to Purchasing for incorporation
into a purchasing document for release.
A notice of Request For Quotes was issued on January 31,2001 to three (3) vendors, the San
Bernardino Chamber of Commerce, and advertised in the San Bernardino Sun and on the City web
site. No local vendors were identified that could provide bid quotes on this item. Quotes were
received from two companies on Request for Quote Number RFQ F-01-57 with the following
results:
VENDOR
Trinity Diversified, Inc.
TMT-Pathway
LOCATION
Long Beach, CA
Salem, OR
BID
$103,158.13
$166,037.36
The cost and technical specifications of these bids were reviewed and the low bid from Trinity
Diversified, Inc. meets or exceeds all items called for in the specification. The bid price listed
includes the option for guaranteed parts availability for five (5) years at a cost of $6,800. The bid
received from Trinity Diversified, Inc. indicates an approximate delivery date of 120 days following
the award of purchase order.
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FINANCIAL IMPACT
Funds for this purchase are contained in the Public Services Fleet Fiscal Year 2000/2001 Motor
Vehicle Fund, Account No. 635-341-5701. $688,500 was included in this year's Fleet budget for the
purchase of vehicles. Additionally, $860,300 was carried over from the previous fiscal year for a
total of $1,548,800 available for vehicle purchases; based on recent vehicle purchases the current
balance is $688,440. The Vehicle Replacement fund accrues funds as departments contribute
annually in anticipation of purchasing replacement vehicles as needed.
RECOMMENDATION
Adopt resolution.
CITY OF SAN BERNARDINO
PUBLIC SERVICES DEPARTMENT
INTER-OFFICE MEMORANDUM
TO: Fred Wilson, City Administrator
FROM: Lynn Merrill, Director )jt ~
DATE: May 4, 2001
SUBJECT: Warranty Information Relating to Line Striper (Agenda Item Number 26)
COPIES: James Funk, Director of Development Services; Ray Casey, City Engineer
During agenda briefing on Thursday, May 3, Councilpersons Schnetz and Anderson requested
additional information regarding the warranty on the Line Striper being recommended for
purchase. The following is submitted in response.
As part of our specification, we requested a one-year limited warranty based on what was available
from the vendors during the preparation of the bid specification. As part of the specification, we
requested that the Vendor .shall guarantee parts availability for a minimum of five (5) years from
date of delivery of equipment to City." The vendor took exception to this by stating: .Custom
Machinery. These units utilize many manufacturers. Unforeseen circumstances require this to be
an option. Add $6,800 for this option if required." This option is to cover the cost of the-
manufacturer having to redesign the machine's system in the event that the current sub-vendor parts
are not available.
Staff concurred with the vendor's exception to the specification, citing the Fleet Division's history
with the previous paint spray that was itself a custom machine, and recommends purchase of the
additional warranty for $6,800. This is not a performance bond, as was suggested by Councilman
Schnetz. Staff expended approximately $8,000 of labor fabricating a new rear-end on the previous
machine, and as a result of an accident, several additional thousands on rebuilding the paint delivery
system on the old machine.
Vendors generally only offer warranty on their workmanship and on parts; these warranties are not
guarantees. There is no way to provide a guarantee as was suggested by Councilperson Anderson
on the future viability of a vendor without increasing the cost of acquistion by requiring
performance bonds and other financial methods of ensuring performance.
The Fleet Division will make every effort to stock parts that would normally fail; however, it
would be prohibitively expensive to stock a wide variety of parts without knowing what the failure
history or future need for repairing the vehicle will be.
LWjj
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Resolution No.
RESOLUTION AUTHORIZING THE EXECUTION OF A PURCHASE
ORDER TO TRINITY DIVERSIFIED, INC. FOR ONE (1) HIGHWAY LINE
STRIPING MACHINE FOR THE DEVELOPMENT SERVICES DEPARTMENT
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Trinity Diversified, Inc. is the lowest and best responsible bidder for
the furnishing and delivery of one (1) Highway Line Striping Machine for the Developrnent
Services Departrnent in accordance with Bid Specification F-01-57 for the total arnount of
$103,158.13; pursuant to this determination, the Purchasing Manager is hereby authorized and
directed to issue a purchase order for said one (1) Highway Line Striping Machine for the
Developrnent Services Departrnent; such award shall only be effective upon issuance of a Purchase
Order by the Purchasing Manager; and all other quotations therefore are hereby rejected.
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.
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April 16, 2001
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RESOLUTION AUTHORIZING THE EXECUTION OF A PURCHASE
ORDER TO TRINITY DIVERSIFIED, INC. FOR ONE (1) HIGHWAY LINE
STRIPING MACHINE FOR THE DEVELOPMENT SERVICES 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
, 2001, by the following vote, to wit:
Council Members:
Ayes
Nays
Abstain
Absent
ESTRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
ANDERSON
MILLER
Rachel Clark, City Clerk
City of San Bernardino
The foregoing resolution is hereby approved this
day of
, 2001.
Approved as to form and
Legal content;
James F. Penman, City Attorney
Judith Valles, Mayor
City of San Bernardino
.f~
April 16,2001
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
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RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 5--rO \ Item # '2-"
Vote: Ayes VI Nays..e-
Change to motion to amend original documents:
Resolution # 'C..C:O \ - '1""l
Abstain .e- Absent..Q..
Reso. # On Attachments: - Contract term:
Note on Resolution of Attachment stored separately: --=--
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY By:
NulVVoid After: 100 O~ \ ""'(,,-0 I
,
Date Sent to Mayor: 5 - 'i\"(J \
Date of Mayor's Signature: 5-~-c,
Date of ClerklCDC Signature: 6" -<1 -0 )
Reso. Log Updated:
Seal Impressed:
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Date Memo/Letter Sent for "
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
Attached:
See Attached:
Date Returned: -
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 V By
Yes No + By
Yes No _ By
Copies Distributed to:
City Attorney /
Parks & Rec.
Code Compliance
Dev. Services
EDA
Finance
,,/
MIS
Police
Public Services ,/"
Water
Others:
Noles:
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: fYt1
Date: ,5-1 ~.-t:.1
Revised 01/1210 I