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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: June 12, 2001
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Subjecr,Resolution authorizing execution of an Annual
Purchase Order with two single year renewal options, to
POMA Distributing Company, Inc. for automotive,
heavy truck and heavy equipment lubricants
From: Lynn Merrill, Director
Dept: Public Services
Council Meeting Date: July 9, 2001
Synopsis of Previous Council Action
Resolution 97-262 adopted September 4,1997
98-213 adopted July 20,1998
99-206 adopted August 16, 1999
2000-201 adopted July 10, 2000
Recommended Motion:
Adopt resolution
tw
Lynn Merrill
Contact person:
Don Johnson, Fleet Manager
Phone:
5220
Supporting data attached:
Ward:
N/A
FUNDING REQUIREMENTS:
Amount:
$40,000
Source
635-341-5113
Lubricants
Finance
Council Notes:
1/ q.f4:-
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Agenda Item No.~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
A resolution authorizing execution of an Annual Purchase Order with two single year renewal options, to
POMA Distributing Company, Inc. for automotive, heavy truck and heavy equipment lubricants.
BACKGROUND
Notices inviting bids for FY 2001/02 annual purchase of automotive, heavy truck, and heavy
equipment lubricants, Bid No. F-02-14, were sent to five (5) vendors, the San Bernardino Chamber of
Commerce, advertised on the WEB and The Sun Newspaper. There were three (3) responses, including
one "No Bid".
List of Bidders
Porna Distributing, Inc.
Lubrication Engineers
Empire Oil Company
Location
San Bernardino
Hesperia
Comparable Item
Bid Total
$ 15.99
$ 53.17
No Bid
POMA Distributing Company of San Bernardino is the lowest bidder and has been furnishing
equipment lubricants to the City of San Bernardino satisfactorily for over eight years.
FINANCIAL IMPACT
Funds for this purchase order are contained in the Public Services Department, Fleet Division
Fiscal Year 2001102 Budget, Lubricant account no. 635-341-5113 in the amount of$40,000.
RECOMMENDATION
Adopt resolution.
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Resolution No. '
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN ANNUAL PURCHASE ORDER, WITH lWO SINGLE YEAR
RENEWAL OPTIONS, TO POMADISTRIBUTING COMPANY, INe. FOR
AUTOMOTIVE, HEAVY lRUCKAND HEAVY EQUIPMENT LUBRICANTS
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That POMA Distributing Company, Inc. provides lubricants for
automotive, heavy truck and heavy equipment; and pursuant to this detennination, and as a result
of Bid No. F-02-14, the Purchasing Manager is hereby authorized and directed to issue an Annual
Purchase Order, with two single year renewal options, to POMA Distributing Company, Ine. in an
amount not to exceed $40,000. lbis Annual Purchase Order and future year renewal options shall
be contingent upon funds being approved in the City's budget for this service.
SECTION 2. The authorization to execute the above referenced is rescinded if a
purchase order is not issued within sixty (60) days of the passage of this resolution.
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June D. 2001
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN ANNUAL PURCHASE ORDER. WITH TWO SINGLE YEAR
RENEWAL OPTIONS, TO POMA DISTRIBUTING COMPANY, INC. FOR
AUTOMOTIVE, HEAVY TRUCK AND HEAVY EQUIPMENT LUBRICANTS
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:
Abstain
Absent
Ayes
N~s
ESlRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
ANDERSON
Rachel Clark, City Clerk
City of San Bernardino
The foregoing resolution is hereby approved this
day of
, 2001.
Judith Valles, Mayor
City of San Bernardino
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Approved as to form and
Legal content;
James F. Penman, City Anorney
June I!. 2001
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 1-'1 - 01 Item # 2 S Resolution #
Vote: Ayes 1-'1 Nays..e-- Abstain -e--
Change to motion to amend original documents:
200l-Lle.
Absent e-
Reso. # On Attachments: - Contract teno:
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY
NulllVoid After: ica DPc70/ C/-,-D \
/
By: -
Date Sent to Mayor:
(-((YO\
Reso. Log Updated:
Seal Impressed:
v'""
V
Date of Mayor's Signature: ,- \:::>-<J\
Date ofClerklCDC Signature: c-\ 2-6\
Date Memo/Letter Sent for Ig
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
See Attached:
Date Returned:
Request for Council Action & Staff Report Attached: Yes V
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
No ,./
By
By
No ,./ By
NO~BY
No _ By
Copies Distributed to:
City Attorney V Code Compliance
Dev. Services
EDA
Finance .-/
MIS
Parks & Rec.
Police
Public Services V"
Water
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: ~
Date: '1-\2, -01
Revised 01112/01