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HomeMy WebLinkAbout32-Public Services CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION From: Lynn Merrill, Director Subject: Resolution authorizing the execution of an Annual Purchase Order to METRO, dba Star Auto Parts Dept: Public Services Depacttnent for the purchase of automotive parts and supplies Date: December 8, 1999 OR I u Ir~IA L Council Date: December 20, 1999 Synopsis of Previous Council Action None Recommended Motion: Adopt resolution n Contact person: Lynn Merrill, Director Phone: 384-5140 Supporting data attached: Staff Report, Resolution Ward: All FUNDING REQUIREMENTS: Amount: 559,000 Source: 635-341-5111 Materials & Supplies l , Finance Council Notes: Agrnaa Item No.~ I~/~/qy ,~ CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION STAFF REPORT SUET Resolution authorizing the execution of an Annual Purchase Order to METRO, dba Star Auto Parts for the purchase of automotive parts and supplies. BACKGROUND Notices inviting bids for FY 99/00 annual purchase orders for the purchase of automotive parts and supplies were originally sent to eighteen (18) vendors and the San Bemazdino Chamber of Commerce. As a result of the original bid process (Bid No. F-00-11), staff determined that the prices submitted were too high and it was in the best interest of the City to revise the bid specification and reissue the bid, and that action would result in a cost savings to the City. At the August 16, 1999 Council meeting,(please see the attached summary) the Mayor and Common Council voted to reject all bids and directed the Purchasing Manager to re-bid for these pare and supplies. Notices inviting bids were sent to sixteen (16) vendors and the San Bernardino Chamber of Commerce. Bidders were required to bid on various services and parts for Bid No. F-00-33. Six (6) sealed bids were received and opened on November 16, 1999. Bids were received from NAPA Auto Parts (San Bernardino), METRO, dba Star Auto Parts (San Bernazdino), Carter Comparry (Bloomington), Franklin Truck Parts (Fontana), Colton Truck (Colton) and Associated Truck Parts (Fontana). Of the six vendors, the bid from Carter Company was rejected due to bidding errors. A sample parts list of 104 standazd and regulazly need items was used to establish a basis for the bid specification. This list included routine items as spazk plugs, light assemblies, lamps, shocks and starts, - filters, brake parts and other miscellaneous items. The number of parts each bidder submitted prices for ranged from 5 parts to 100 parts. None of the vendors submitted pricing for a11104 items. Of the five vendors, only two vendors, NAPA Auto Parts (86 parts) and METRO, dba Staz Auto Parts (100 paru), submitted pricing for 80% or more of the total pans lists; the remaining three vendors only submitted pricing for 22% or less of the total parts list and were determined to be non-responsive to the bid package. In order co determine the lowest bid price for this award between the two remaining vendors, staff identified only those parts and supplies where both vendors submitted pricing for the same item. Pricing for 83 parts was compazed between the two vendors to determine lowest price. The following table provides this data: Comparable Item Rank List of Bidders Location Bid Totals 1 METRO, dba Star Auto Parts San Bernardino $710.56 2 NAPA Auto Parts San Bernazdino $740.34 Staff recommends awazd to METRO, doing business as Star Auto Paru, based on lowest price and highest number of available parts. METRO has requested chat the Purchase Order be made out to Staz Auto Parts for the purposes of billing only, since METRO is the wholesale comparry and Staz Auto Parts is METRO's distributor. FINANCIAL IMPACT Funds for these purchase orders aze contained in the Public Services Department, Fleet Division Fiscal Year 99/00 Budget.. The Fleet Division estimates the amount of money necessary for the purchase of automotive parts, based on previous yeazs usage and anticipated repairs for the City's vehicle fleet. Actual costs for vehicle repairs, including parts, is billed to each Department when a vehicle has been repaired. Funds for the maintenance and repair of vehicles assigned to each Department aze included wrthin the respective Department's budget. The total amount budgeted for automobile parts in FY99-00 is $59,000.00. Previously, the Purchasing Manager issued an annual purchase order to this same vendor (METRO dba Star Auto Parts) for an amount under $25,000 in order to provide for the supply of automotive parts and supplies while this bid process was accomplished. Funds have already been encumbered for this vendor; an additional $34,000.00 will need to be encumbered for this vendor in order to bring the total amount of this purchase order up to $59,000. RECOMMENDATION That the Mayor and Common Council authorize the Purchasing Manager to issue an Annual Purchase Order in an amount °not to exceed" $59,000.00 to METRO, dba Staz Auto Pazts, for the purchase of automotive parts and supplies. ~ -/ ~ . 18. Continued. B. Resolution of the City of San Bernardino approving transfer of franchise agreement from Jack's Disposal Service, Inc., to Burr Group, Inc., subject to conditions. (Resolution not available at time of printing.) Adopted 1999-213 Approved MOTION: That said resolutions be adopted. 19 Authorize rejection of all bids submitted in response to Bid No. F- 00-1 l for the purchase of automotive parts and supplies; direct Purchasing Manager to revise the bid specification and re-bid. (See Attached) (No cost to the City.) Approved MOTION: That all bids submitted in response to Bid No. F-00-1 l for the purchase of automotive parts and supplies, be rejected: and that the Purchasing Manager be directed to revise the bid specification and to re-bid for these parts and supplies. _ J 20. Resolution of the City of San Bernardino authorizing the execution of purchase orders between the City of San Bernardino and Colton Truck Supply, Carter Company and Associated Truck Pazts for heavy duty truck parts to be utilized by the Fleet Division of the Public Services Department. (See Attached) (Cost to the City -- . $80,000 from the Motor Pool Fund. Approved MOTION: That said resolution be adopted. Adopted 1999-20Z 21. Resolution of the City of San Bernardino authorizing an annual purchase order to California Turf for maintenance, supplies and services of Toro' lawnmowers, utilized by the Fleet Division of the Public Services Department. (See Attached) (Cost to the City -- ~30,600 from the Motor Pool Fund.) Approved ~' MOTION: That said resolution be adopted. ~i , Adopted 1999-203 9 'i999 99 U 1 Resolution No. RESOLUTION OF THE CITY OF SAN BERNARDINO, AUTHORIZING © 2 3 THE EXECUTION OF AN ANNUAL PURCHASE ORDER TO METRO dba STAR AUTO PARTS FOR THE PURCHASE OF AUTOMOTIVE PARTS AND SUPPLIES 4 FOR THE CITY'S LIGHT VEHICLE FLEET TO BE UTILIZED BY THE FLEET 5 DMSION OF THE PUBLIC SERVICES DEPARTMENT 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. Thaz Metro, dba Staz Auto Parts of San Bernardino is the lowest and best 8 ~ responsible bidder for the furnishing of automotive parts and supplies. Pursuant to this 10 determination, the Purchasing Manager is hereby authorized and directed to issue an Annual 11 Purchase Order to Metro, dba Star Auto Parts in an amount not to exceed $59,000. 12 SECTION 2. The authorization to execute the above referenced is rescinded if a purchase 13 order is not issued within sixty (60) days of the passage of this resolution. 14 / / / / / ® 15 ///// 16 ///// 17 18 ///// 19 ///// 20 ///// 21 1//// ~ ///// ~ ///// 24 ///// 25 f//II 26 27 ///// O ~ Decembv 8, 1999 1 RESOLUTION OF THE CITY OF SAN BERNARDINO, AUTHORIZING ® 2 THE EXECUTION OF AN ANNUAL PURCHASE ORDER TO METRO dba STAR AUTO PARTS FOR THE PURCHASE OF AUfOMOTTVE PARTS AND SUPPLIES 3 FOR THE CITY'S LIGHT VEHICLE FLEET TO BE UTILIZED BY THE FLEET DTt~ISION OF THE PUBLIC SERVICES DEPARTMENT 4 5 I HEREBY CERTIFY thaz the foregoing resolution 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 Nxrs Abstain A ent 10 ESTRADA 11 LIEN _ 12 McGINNIS 13 SCHNETZ 14 SUAREZ _ ® 15 ANDERSON 16 MILLER 17 18 19 City Clerk 20 The foregoing resolution is hereby approved this day of 21 , 1999. 22 ~ Judith Valles, Mayor 24 City of San Bernardino Approved as to form and ~ Legal content; James Penman, Ciry Attorney 26 27 Q ~ necmiber e, tsv9 2