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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director
O"''-''fP~~'L
h j Ivol II t1
Subject: Resolution authorizing an increase to the
purchase order to 1M Staffing for temporary mechanics
by $11,500 for a not-to-exceed amount of $36,000.
Dept: Public Services
Date: December 20, 2000
Council Meeting Date: JanuaJ}' 8, 2001
Synopsis of Previous Council Action
Recommended Motion:
Adopt resolution
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Contact person:
Lynn Merrill
Phone:
5140
Supporting data attached:
Ward:
All
FUNDING REQUIREMENTS:
Source:
$11,500
635-341-5505
Other Professional Services
Amount:
~fJ&~cu~ (l~
Fmance
Council Notes:
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Agenda Item No.~
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CITY OF SAN BERNARDlNO - REQUEST FOR COUNCil.. ACTION
STAFF REPORT
SUBJECf
Resolution authorizing an increase to the purchase order to JM Staffmg for temporary mechanics by
$11,500 for a not-to-exceed amount of $36,000.
BACKGROUND
The use of temporary mechanics commenced in Fiscal Year 99100 to provide additional repair staff
to the Fleet Division as the result of unexpected and increased repairs to the City's refuse truck fleet;
temporary staff shortages resulting from several employees being on long-term disability, and the
need to perform required ninety (90) day Preventive Maintenance Inspections and repairs in order to
adhere to State of California requirements. A total amount of $36,000 was budgeted for Other
Professional Services in the FY20OO/01 Fleet Budget.
Staff contacted several temporary service agencies in the area, including Western Industrial of San
Bernardino, Apple-One of San Bernardino, and American Auto Service of Costa Mesa, to detennine
availability of qualified heavy-equipment and diesel mechanics. JM Staffmg of San Dimas was the
only temporary agency in the area with qualified staff to fill our mechanic needs. No temporary
agencies within San Bernardino could provide these specialized mechanics. A purchase order was
issued in the amount of $24,500 to JM Staffmg in August 15, 2000, which would permit the Fleet
Division to retain two temporary mechanics for approximately fifteen (15) weeks, based on a charge
rate of $21.00 per hour. On November 10th JM Staffmg increased the pay rate from $21.00 to
$23.10 per hour due to Workers' Compensation insurance coverage. This increase was effective
November 13, 2000.
Staff has been advised that there will be delays in the receipt of the three street sweepers (delayed
until Februaty 2001 due to problems with certification in accordance with AQMD Rule 1186),
fourteen (14) automated side loading refuse trucks (delayed one-and-a-half months due to
unexpected shut down of Volvo chassis plant during December for retooling and maintenance) and
two roll-off trucks (on-schedule with delivery due in February 2001). Because this replacement
equipment will be delayed it will require the Fleet Division to continue to maintain the existing high-
maintenance vehicles for several months longer than planned.
In order to be able to continue to adequately service these vehicles, and in light of the developing
Preventive Maintenance backlog due to holiday staffing schedules, staff is requesting that the
existing purchase order be fully funded to the budgeted amount of $36,000. This increase will allow
the Fleet Division to continue to utilize the temporary mechanics until the proposed night shift
staffing recommendations are submitted; this is expected no later than March 2001. This action will
also prevent any breaks in service of the existing two temporary mechanics. If a break in funding
does occur, it may result in the temporary mechanics being reassigned by JM Staffing and this would
then result in additional delays while the Fleet Division interviews potential qualified replacement
temporaries.
'..
"
In September 2000, the City received the Fleet Operational Efficiency Study prepared by DMG
Maximus, that, among other things identified a shortage of mechanics in the Fleet Division based on
the existing fleet size and conditions. Staff is developing an implementation plan for the
recommendations identified in this study. During FY 2000/2001, two additional Mechanic II
positions were authorized and ftlled; however, filling this position caused a vacancy in an authorized
Mechanic I position, thus requiring a recruitment for this vacant position that is currently underway.
Nationa1ly, a shortage of qualified mechanics and the low compensation offered by the City has
made it difficult to find qualified mechanics.
FINANCIAL IMPACT
Funds in the amount of $36,000 were included in the Fleet Division FY 2000/2001 budget for
temporary mechanics.
RECOMMENDATION
That the Mayor and Common Council adopt the resolution authorizing the Purchasing Manager to
issue an increase in the Purchase Order to JM Staffing of San Dimas, California, from $24,500 to a
not-to-exceed amount of $36,000.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUfHORIZING AN
INCREASE TO THE PURCHASE ORDER TO 1M STAFFING FOR TEMPORARY
MECHANICS BY $11,500 FORA NOT-TO-EXCEED AMOUNT OF $36,000.
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:
Aves
Abstain
Absent
.Nm
ESlRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
ANDERSON
McCAMMACK
Rachel aark, 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
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BY: t-z I' ",I
/J
1- .)
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,., ,
',_ /",h~,.,
December 20, 2000
2
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 1- 2 Z-Cl \ Item # .!)... I Resolution #
Vote: Ayes 1,::<' - ,} Nays er Abstain.ft-
Change to motion to amend original documents:
<9Cx')I-lg
Absent .:l
Reso. # On Attachments: -=-
Contract term:
~-L3-0,
NulVVoid After: <00 O~.s
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date:
See Attached: =
~~
Date Sent to Mayor:
\-:;lL\ -() \
\-;;<s-o(
Reso. Log Updated:
Seal Impressed:
,/
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Date of Mayor's Signature:
Date O~k/~DC Signature:
I' {,l:)"-{;\
Date Memo/Letter Sent for Signature:
60 Day Reminder Letter Sent on 30tb day:
90 Day Reminder Letter Sent on 45tb day:
See Attached:
See Attached:
See
Date Returned:
Request for Council Action & Staff Report Attached: Yes L
Updated Prior Resolutions (Other Than Below): Yes
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes
Updated CDC Personnel Folders (5557): Yes
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes
No By
No..L.. By
No v By
No ,/ By
No 7 By
Copies Distribute~:
City Attorney
Parks & Rec.
Finance ,/"
MIS
Code Compliance Dev. Services
Police Public Serviccs v Water
EDA
Others:
Notes:
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: !o'/\\
Date: rd/,c-O\