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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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From: Lynn Merrill, Director
ORIGI,'JAL
Subject: Resolution authorizing the execution of an
annual purchase order, with two single year renewal
options, to Metro, dba Star Auto Parts, for the purchase
of automotive parts and supplies utilized by the Public
Services Department Fleet Division.
Dept: Public Services
Date: August 28, 2000
Council Date .September 18, 2000
Synopsis of Previous Council Action
Reso 99-330 December 20,1999
Recommended Motion:
Adopt resolution
~ ~ynnMerrill
Contact person:
Lynn Merrill, Director
Phone: 384-5140
Supporting data attached: Staff Report, Resolution
Ward: All
FUNDING REQUIREMENTS:
Source:
$ 44,000
635-341-5111
Materials & Supplies
Amount:
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Council Notes:
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Agenda Item No. ~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing the execution of an annual purchase order, with two single year renewal
options, to Metro, dba Star Auto Parts, for the purchase of automotive parts and supplies utilized by
the Public Services Department Fleet Division.
BACKGROUND
Notices inviting bids for FY 2000/01 annual purchase order for the purchase of automotive parts and
supplies were mailed to vendors, the San Bernardino Area Chamber of Commerce, and advertised in
The Sun newspaper and the City Web page. Bidders were required to bid on various automotive parts
and supplies as specified in Bid-No. F-01-15A. As a result of the original bid process, staff
determined that the bids submitted were incomplete and unacceptable. None of the bidders met the
minimum specifications required in the RFQ F-Ol-15A. The Mayor and Common Council approved
the motion on July 24, 2000 to reject all bids submitted and direct the Purchasing Manager to re-bid
for these services.
Notices inviting bids were sent to five (5) vendors, the San Bernardino Area Chamber of Commerce,
and advertised in The Sun Newspaper and the City Web page. Bidders were required to bid on
various services and parts for Bid No. F-OI-15A. Two (2) sealed bids were received; one (1) bid was
incomplete and the items bid on were higher than comparable item in the other bid.
Rank
1
2
List of Bidders
Metro dba Star Auto Parts
Parts Source
Location
San Bernardino
Norco
Low Bid
Incomplete
Staff recommends award to MElRO, doing business as Star Auto Parts, based on lowest price and
highest number of available parts. MElRO has requested that the Purchase Order be made out to
Star Auto Parts for the PUlpOses of billing only, since METRO is the wholesale company and Star
Auto Parts is MElRO's distributor.
FINANCIAL IMPACT
Funds for this purchase order are contained in the Public Services Department, Fleet Division Fiscal
Year 2000/01 Budget, Materials and Supplies account in the amount of $ 44,000.
RECOMMENDATION
Adopt resolution.
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~(Q)[P'V
Resolution No.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN ANNUAL PURCHASE ORDER, WITH TWO SINGLE YEAR
RENEWAL OPTIONS, TO METRO, DBA STAR AUTO PARTS, FOR THE
PURCHASE OF AUTOMOTIVE PARTS AND SUPPLIES UTILIZED BY THE
PUBLIC SERVICES DEPARTMENT FLEET DMSION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Metro, dba Star Auto Parts of San Bernardino is the lowest and best
responsible bidder for the furnishing of automotive parts and supplies. Pursuant to this
determination and the results of Bid No. F-Ol-15A, the Purchasing Manager is hereby authorized
and directed to issue an Annual Purchase Order, with two single year renewal options, to Metro,
dba Star Auto Parts for a total amount not to exceed $44,000. This 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 Annual Purchase
Orders is rescinded if the purchase orders are not issued within sixty (60) days of the passage of
this resolution.
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Jw>e 8. 2000
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RESOLUTION OF THE CIlY OF SAN BERNARDINO AUffiORIZING THE
EXECUTION OF AN ANNUAL PURCHASE ORDER, WITH TWO SINGLE YEAR
RENEWAL OPTIONS, TO METRO, DBA STAR AUTO PARTS, FOR THE
PURCHASE OF AUTOMOTIVE PARTS AND SUPPLIES UTILIZED BY THE
PUBLIC SERVICES DEPARTMENT FLEET DMSION.
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, hdd on
the
day of
, 2000, by the following vote, to wit:
Council Members:
~
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Abstain
Absent
ESlRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
ANDERSON
MlCAMMACK
City aerk
The foregoing resolution is hereby approved this
day of
,2000.
Approved as to form and
Legal content;
James F. Penman, City Attorney
BY: ~~14 ?~
{/
Judith Valles, Mayor
City.of San Bernardino
June 8. 2000
2
.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
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RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): q'.1 ~ -0:."')
Vote: Ayes 1- 'I Nays
Item# Q\
.G-
Abstain
Resolution # QC:m - ~S fa
..e- Absent-e-
Change to motion to amend original documents:
-
Reso. # On Attachments: -==--
Contract tenn: -
NulllVoid After: t-:l~, II, "2.0Cx::)
Date Sent to Mayor: Cf- ;:)0-00 Date Returned from Mayor:
Date of Clerk's Signature: q..;; \-00 Reso. Log Updated:
q.J \-co
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Date of Mayor's Signature: q '010-<::/:)
Seal Impressed: /
Date Memo Sent to Department for Signature:
See Attached: -= Date Returned:
Date Letter Sent to Outside Party for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See AttaChed}'
See Attached:
See Attached:
Date Returned:
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk (circle I): PUBLISH, POST, RECORD WfCOUNTV Date:
See Attached: ~
Ves r/ No By
Ves No ,/ By
Ves No v By
Ves No ,/ By
Ves No ,/ By
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CiTV Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney ,/
Parks & Rec,
Code Compliance
Dev. Services
EDA
Finance /
MIS
Police
Public Services
/
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.l
Ready to File: f'h 'f' Date: Cj - 2-2--0:::)