HomeMy WebLinkAbout20-Public Services CITY~OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director Subject: Resolution to correct dollar amounts in Section
3 and Section 8 of Resolution 99-73 ,awarding increases
Dept: Public Services to annual purchase orders providing maintenance
O R i G I NA L materials, parts and services to be utilized by the fleet
Date: May 4, 1999 division
Synopsis of previous Council Action
Reso 99-73 4/19/99
Associated - Reso 98-209 7/22/98
McCray Ent. -Reso 98-238 8/19/98
Recommended Motion:
Adopt Resolution
~1~
Lynn Merrill
Contact person: Lynn Merrill Phone: 5140
Supporting data attached: Ward:
FUNDING REQUIREMENTS:
Amount: N/A
Council Notes:
Agenda Item No._ b~a
S~7/7 /
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution to correct dollar amounts in Sections 3 and 8 of Resolution 99-73, awarding increases
to annual purchase orders providing maintenance materials, parts and services to be utilized by
the Fleet Division.
BACKGROUND
Resolution 99-73 was approved by the Mayor and Common Council on April 19, 1999,
authorizing increases to Annual Purchase Orders providing maintenance materials, parts and
services for the Ciry's vehicle fleet. 'The Staff Report and Request for Council Action referted to
the correct amounts. (Staff Report and Resolution 99-73 attached) After the Council's action, it
was determined that two sections of the resolution did not have the correct dollar amounts as set
forth in the staff report.
Section 3 and Section 8 were incorrect in the Resolution in the following manner:
Amount of Increased
A roved in Resolution 99-73
$15,000
$20,000
The correct amounts of $30,000 and $64,000 were shown on the staff report that accompanied
Resolution 99-73; however, the Resolution itself contained the wrong increase amounts of
$15,000 and $20,000. This action is necessary to correct the amounts shown in Resolution 99-73.
FINANCIAL IMPACT
There is no financial impact with the approval of this amendment since this action corrects a
typographical error.
RECOMMENDATION
That the Mayor and Common Council adopt this resolution correcting the dollar amounts shown
in Section 3 and Section 8 of Resolution 99-73.
CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
' '% ~/~ %y %-~
From: Lynn iVSerrill, Director Subject: Resolutions authorizing increases to the
Annual Purchase Orders providing main-
Dept: Public Services tenance materials, pans and services for
the City's vehicle fleet.
Date: April 6, 1999
Synopsis of Previous Council Action
Amrep Inc. 07/08/98 Reso 98-185 Arrow Auto None
Associated 07/22/98 Reso 98.209 Fairview Ford 07/08/98 Reso 28-182
Hydra Force 07!22/98 Reso 98-214 Kaman Indust. 07/08/98 Reso 98.183
Kawasaki 07/08/98 Reso 98-191 McCray Ent. 08/19/98 Reso 98-238
South Western 07/22/98 Reso 98-210 Viking Tires 07/22/98 Reso 98-211
Diesel Fuel Inject. None
Recommended Motion:
1.) Adopt Resolutions
2.) Authorize the Director of Finance to amend the FY 1998.99 Budget as outlined in attached staff report.
/~(/ka~
Lynn Mern71
Contact person: Lynn Merrill Phone: 5140
Supporting data attached: Ward:
FUNDING REQUIREMENTS:
Amount: TOTAL 5330,000
Source: 635-341-5704 $25,000
Fleet Misc. Equip
635-341-5706 $ 35,000
Fleet Renovations
O1-213.5011 $105,000
Police Salary Savings
527-4XX-5JDIX $165,000
Misc. Refuse Maintenance & Operation & Contractual
Accounts
Finance
Council Notes:
Agrnda Item No.
STAFF REPORT
SUBJECT
Resolution authorizing increases to eleven (11) Arvtual Pwchase Orders providing maintenance materials, parts and
services for the City's vehicle fleet, and request to amend FY 1998-94 Fleet budget to cover matntenance
expenditures for the remainder of the fiscal yeaz.
BACKGROUND
The Fleet Services Division is requesting that the Mayor and Cortunon Council authorize increases to eleven (11)
annual pwchase orders for the provision of maintenance materials, parts and services for the City's Fleet Division.
Nine of the eleven purchase orders received Council approval earlier this fiscal year for their original
amounts. The original amounu of the annual pwchase orders were based on prior year expenditure levels. Actual
expenditures fluctuate from yeaz to year based on equipment malfunctions, availability requuemenu and inflationary
increases to parts and services. As the fiscal year progresses, adjustmenu to purchase orders are needed to more
accurately reflect the pattern of that fiscal yeaz.
The purchase orders can be divided into two general categories: light vehicle fleet repairs, and heavy vehicle fleet
repairs. Although light vehicle fleet repairs refer to the City's enure fleet of 425 sedans and trucks, the primary
reason for the increase in purchase orders is due to increased repairs of police vehicles. Heavy vehicles refer to she
City's fleet of 180 trucks, heavy equipment and trailers. The primary reason for increase rn this area is due to
increased repairs of Refuse trucks. These two areas, light vehicle fleet and heavy vehicle fleet, are discussed below.
Heavy Equiyment Vehicle Fleet
The City's heavy vehicle/equipment fleet is comprised of 180 trucks, heavy equipment and trailers. The majority of
the increased expenditures m this area are due to mcreased repairs to the Refuse Fleet. The City pwchased eighteen
(18) automated side loader refuse trucks in 1995. Because all vehicles wear into service at the same time, simrlar
componenu are failing on all the trucks. Six of the units have required major reconstruction of the amt mechanism,
which was not expected this year. Other componenu, such as packing blades, body componenu, and steering
boxes are requiring unantiapated increased service at this time as well.
The following increases to pwchase orders related to heavy vehicles/equipment are requested:
rr-x; . s RIPTIO r y
gyp' Inc' Refuse Truck body parts & service 124,000 64,000 188,000
PON 992381
Associated Truck Para Brake materials & supplies; power steering 45,000 30,000 75,000
PON 992371 re airs and atu
Hydra Force Hydraulic Cylinders 53,000 9,000 62,000
PO+Y 99237b
Kaman Industrial Tech c hoses, fi ~ bearings 34,000 18,000 52,000
PON 992379 ~~'
McCray Enterprises Heavy Equipment Repair/Steering Box 60,000 64,000 124,000
POD! 992471 re airs
South Western Motors Heavy vehicle radiator service 40,000 20,000 60,000
PO !{992373
Diesal Injection Services Majortune-ups/smog failures 22,100 12,900 35,000
PO N992067
Viltui'
g Tires Tire repair, service 125,000 27,000 152,000
POk 992369
• Lieht Vehicle Fleet
The Ciry's light Vehicle Fleet is comprised of 425 sedans and trucks. "I'he majority of the increased expenditures in
this area are due to repairs and maintenance of police vehicles, which makes up over half of the City's light vehicle
fleet. F1cet originally anticipated that repair and maintenance costs for police vehicles would be lower than previous
year's levels and budgeted accordingly, but it is now projected that repair and maintenance of police vehicles will be
approximately the same as previous years' levels, not lower.
The followin increases to urchaze orders related to the li ht vehicle fleet are re ested:
VENDOR DESCRIPTION ORIGINAL REQUESTED ,T.OTAL
AMOUNT INCREASE ~ bUNT
Arrow~ Transmission Transmission, a/c repairs 24,999 14,000 38,999
P08 992406
Fairview Ford Various Ford auto products & service 64,000 11,000 75,000
POli 992382
Kawazalti of Riverside Police motorrycle parts & service. 30,000 10,000 40,000
PO,Y 992375
FINANCIAL IMPACT
The Fleet Division projects that $330,000 is needed to cover maintenance and repair costs for the remainder of the
fiscal year (mcluding the $279,900 needed to increase the purchase orders listed above). As an internal services
department, the Fleet Division charges the actual costs for maintenance and repair of individual vehicles assigned to
each department. It is projected that the Police Department will exceed their budgeted garage charges by $140,000
and Refuse will exceed their budgeted garage charges by approximately $173,000. Because the Fleet Division
antiapates approximately $80,000 in savings in budgeted fuel and capital outlay expenditures, only 5105,000 is
required to be transferred from the Police Deparunent, and only $145,000 is required from the Refuse Department.
O E• The overage of Police garage charges was factored into the Mid-Year Budget Report that was presented to
the Mayor and Council on February 18, 1999. Because this was alrea~ factored into projections the transfer
of 5105 000 from Police to Fleet does not affect the projected deficst.
Public Services is in the process of issuing a Request for Proposal to conduct an efficiency study of the Fleet
Division operation. The srudy will look at alternatives for ma,rin,i~ing the Fleet Division's efficiency and
productivity while miiimiung expenses.
The bu et amendmenu r uested are az follows:
001-213-5011 Police Sal Savin s S105,000 635-341-5111 Fleet Material & Su $111000
527-411-5~oot MLSC. Refuse maim. & 3165,000 635-341-5173 Fleet Outside Vehicle 5219,000
527-412-5aoot operation, contract., & M~ntenance
527-413-5xxx fuel accounts
527-415-Sxiac
635-341-5704 Fleet Misc. Equip $ 25,000
635-341-5706 Fleet Renovations 3 35,000
RECOMMENDATION
That the Mayor and Common Council:
1.) Adopt Resolution; and
2.) Authorize the Director of Finance to amend the FY 1998-99 Budget az outlined in the above staff report.
,i 99 .
Resolution No. taa9-~~
. I
RESOLUTION OF THE CITY OF SAN BERNARDINO, AWARDING
2 ~ INCREASES TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE
~ MATERIALS, PARTS AND SERVICES TO BE UTILIZED BY THE FLEET
3 ~' DMSION OF THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN
4 BERNARDINO.
5 BE IT RESOLVED BY THE MAYORAND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
6
SECTION 1. That Amrep, Inc. is the sole provider of materials and service in support
7
8 of the Ciry's Refuse Fleet; that the annual purchase order be increased by $64,000 to a, "not co
9 exceed" amount of $188,000; and, pursuant to this determination, the Finance Department is
10 hereby authorized and directed to increase the Annual Purchase Order by $64,000 to Amrep, Inc.
11 for service and materials.
12 SECTION 2. That Arrow Auto Air and Transmission provides auto air conditioning and
13 transmission service in support of the Ciry's light vehicle fleeq that the annual purchase order be
14 increased by $14,000 to a "not to exceed" amount of $38,999; that pursuant to this determination,
15
the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
16
1,~ by $14,000 to Arrow Auto Air and Transmission.
18 SECTION 3. That Associated Truk Parts provide heavy equipment brake service and
19 materials in support of the Ciry's heavy equipment fleet; that the annual purchase order be
20 increased by $15,000 to a "not to exceed" amount of $60,000; chat pursuant co this detemvnation,
21 the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
~ by $15,000 to Associated Truck Parts for service and materials.
~ SECTION 4. That Fairview Ford is the sole provider of materials and service in support
24
of the Ford Motor products within the Ciry of San Bernazdino; that the annual purchase order be
25
26 increased by $11,000 to a "not to exceed" amount of $75,000; that, pursuant to this detemunation,
27 the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
28 by $11,000 to Fairview Ford for service and materials.
~i i
'i' Res 1999-73
' ~ RESOLUTION OF THE CITY OF SAN BERNARDINO, AWARDING i
1 ~ INCREASES TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE
I MATERIALS, PARTS AND SERVICES TO BE UTILIZED BY THE FLEET
2 i DMSION OF THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN
BERNARDINO.
4 I ~ SECTION 5. That Hydra Force specializes in custom manufacturing and repair of
5 hydraulic cylinders for heavy trucks and equipment; that the annual purchase order be ulaeased by
g $9,000 to a "not to exceed" of $62,000; chat, pursuant to this determination, the Finance
7 Department is hereby authorized and directed to increase the Annual Purchase Order by $9,000 to
8 .Hydra Force.
9 SECTION 6. That Kaman Industrial Technologies Corporation specializes in "Gates"
10
brand of hydraulic hoses, fittings, and bearings which have been adopted as a standard for the
11
City's heavy equipment fleet; that the annual purchase order be increased to a "not to exceed"
12
13 amount of $52,000; that, pursuant to this determination, the Finance Department is hereby
14 authorized and directed to increase the Annual Purchase Order by $18,000 to Kaman Industrial
15 Technologies Corporation.
16 SECTION 7. That Kawasaki of Riverside provides motorrycle parts and services utilized
17 to support the City of San Bernazdino Police Motorcyde Fleet; that annual purchase order be
18 increased by $10,000 to a "not to exceed" amount of $40,000; that, pursuant to this detennirtation,
19 the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
20
by $10,000 to Kawasaki of Riverside.
21
~ SECTION 8. That McCray Enterprises is a local vendor providing heavy equipment
~ repair services in support of the Ciry's vehicle fleet; that the annual purchase order be increased by
24 $20,000 to a "not to exceed" amount of 580,000.00; pursuant to this determination, the Finance
25 Department is hereby authorized and directed to increase the Annual Purchase Order by $30,000
26 to McCray Enterprises.
27 /////
28
nPa e, t9sv
• .i I "
`I Res 1999-73
' RESOLUTION OF THE CITY OF SAN BERNARDINO, AWARDING
1 INCREASES TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE
MATERIALS, PARTS AND SERVICES TO BE UTILIZED BY THE FLEET
2 DMSION OF THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN
3 BERNARDINO.
4 SECTION 9. That South Western Maors, a local vendor provides automotive and truck
5 heating/cooling system service, repairs, and engine overhaul service; that the annual purchase
6 order be increased by $20,000 to a "not to exceed" amount of 560,000.00; that, pursuant to this
7 determination, the Finance Department is hereby authorized and directed to increase the Annual
8 • Purchaze Order by $20,000 for Soutlr Western Motors.
9 SECTION 10. Thaz Viking Tire is a local vendor providing tires, tubes, and related
10
services to the City's fleet that the annual purchase order be increased by $27,000 to a "no[ to
11
exceed" amount of $152,000.00; that, pursuant to this determination, the Finance Department is
12
13 hereby authorized and directed to increase the Annual Purchase Order by $27,000 to Viking Tires.
14 SECTION 11. That Diesel Injection Service is a local vendor providing injection pump
15 repair and major tune-up services related to the City's fleet; that the annual purchase order be
16 increased by $12,900 to a "not to exceed" amount of $35,000; that, pursuant to this determination,
17 the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
18 by $12,900 to Diesel Injection Services
19
SECTION 12. The authorization co execute the above referenced is rescinded if it is not
20
issued within sixty (b0) days of the passage of this resolution.
21
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~ /!!1!
25 11///
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28
Apn16,1949
' i
,.I Res 19499-73-
• ~ ~ RESOLUTION OF THE CITY OF SAN BERNARDINO, AWARDING INCREASES
• 1 ~ TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE MATERIALS,
PARTS AND SERVICES TO BE UTILIZED BY THE FLEET DIVISION OF THE ~
2 ' PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN BERNARDINO.
3 I HEREBY CERTIFY that the foregoing resolution waz duly adopted by the Mayor and
4 Common Council of the City of San Bernardino at a joint regular meeting thereof, held on
5 the 19th day of April , 1999, by the following vote, to wit:
6
7 Council Members: Aves Navs Ab ain Absen
8 . ESTRAI~A g -
9 LIEN g - -
10 McGINNIS g -
11
SCHNETZ g -
12
13 DEVLI[~I - - -
14 ANDERSON - - a
15 k'~-L~ g -
16 ~,,~ .l
17 City Clerk '~yT
18 The foregoing resolution is hereby approved this ":~\s ~ day of
19 April , 1999.
20
21
22
Esther R. Estrada
~ A roved as cF form and tsayor rro Tempore
PP l City of San Bernardino
24 Legal content'
James F. P ~ty ornex
~r i ~ ,; ~
BY: ,
26 , ~
27 ~ ~
28
nQa v, i~sv
f
t
1 Resohp~
~ 2
3 RESOLUTION OF THE CITY OF SAN BERNARDINO, TO CORRECT
DOLLAR AMOUNTS IN SECTIONS 3 AND 8 OF RESOLUTION 99-73, AWARDING
4 INCREASES TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE
MATERIALS, PARTS AND SERVICES TO BE UTILIZED BY THE FLEET
5 DMSION OF THE PUBLIC SERVICES DEPARTMENT OF THE CTIY OF SAN
6 BERNARDINO.
7 BE IT RESOLVED BY THE MAYORAND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
8
SECTION 1. Thaz Section 3 of Resolution 99-73 be replaced as follows:
9
10 Thaz `~'SSOpaz~ Truck Parts provide heavy equipment brake service and mazerials in
11 ~rPPort of the Ciry's heavy equipment fleet; thaz the annual purchase order be increased by
12 $30,000 to a "not to exceed" amount of $75,000; that pursuant to this determination, the Finance
13 Department is hereby authorized and directed to increase the Annual Purchase Order by $30,000
14 to Associated Truck Patts.
15 SECTION 2. That Section 8 of Resolution 99-73 be replaced as follows:
16 Thaz McCray Enterprises is a local vendor providing heavy equipment repair services in
17
support of the City's vehicle fleet; that the annual purchase order be increased by $64,000 to a "not
18
to exceed" amount of $124,000; pursuant to this determ;.,ar~on, the Finance Department is hereby
19
20 authorized and directed to increase the Annual Purchase Order by $64,000 to McCray Enterprises.
21 SECTION 3 The authorization to execute the above referenced is rescinded if it is not
issued within sixty (60) days of the passage of this resolution.
23 /////
24
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26
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27
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~b • ZO
~6. t9s9 ~ S/r ~~99
F
1 RESOLUTION OF THE CITY OF SAN BERNARDINO, TO CORRECT
2 DOLLAR AMOUNTS IN SECTIONS 3 AND 8 OF RESOLUTION 99-73, AWARDING
INCREASES TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE
3 MATERIALS, PARTS AND SERVICES TO BE UTILIZED BY THE FLEET
DIVISION OF THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN
4 BERNARDINO.
5 I HEREBY CERTIFY that the foregoing resohution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino az a meeting thereof, held on
7 the day of , 1999, by the following vote, to wit:
8
9 Council Members: Aves ~ Abst 'n Absent
10 ESTRADA _
11 LIEN _
12
McGIlVNIS
13
SCHNETZ
14
15 DEVLIN
16 ANDERSON
17 MILLER
18
19 ~,
20 The foregoing resolution is hereby approved this day of
21
1999.
22
23
24 Judith Valles, Mayor
Ctry of San Bernardino
~r Approved as to foma and
Legal wntent;
26 James F. Penman, Ciry Attorney
28
May b, t~ 2