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HomeMy WebLinkAbout21-Public Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTIOt{) F~ G 1 ,\il\ L Dept: Public Services Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the approval of Amendment No.1 to the Vendor Service Agreement and increase to Purchase Order Number 302232 by $110,000 to Fluoresco Lighting & Signs for streetlight maintenance services. From: Ken Fischer, Director Date: October 24, 2008 Meeting Date: November 3, 2008 Synopsis of Previous Council Action: June 2, 2008 - Resolution 2008-174, the Mayor a Common Council authorized a Purchase Order in the amount of $110,000 with two (2) one-year extensions to Fluoresco Lighting & Signs for streetlight maintenance services. Recommended Motion: 1) Adopt Resolution. Contact person: Ken Fischer, Director Phone: 5140 Supporting data attached: Staff Report, Resolution, and Amendment NO.1 to the Vendor Service Agreement Ward: All FUNDING REQUIREMENTS: Amount: Source: $110,000 FY 08-09 001-409-5502 Professional Contractual Services Council Notes: Finance: ~so 2c;of3-~/8 Agenda Item No. 11 11.~.oe CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the approval of Amendment No. 1 to the Vendor Service Agreement and increase to Purchase Order Number 302232 by $110,000 to Fluoresco Lighting & Signs for streetlight maintenance services. Background: On April 28, 2008, a formal bid process was initiated per bid specification RFQ-F-08-19 and Fluoresco Lighting & Signs was the lowest qualified bid. On June 2, 2008, per Resolution 2008-174, the Mayor and Common Council authorized the execution of an agreement and issuance of a purchase order for FY 08-09 in the amount of $110,000 with two (2) one-year extensions at the City's option between the City of San Bernardino and Fluoresco Lighting & Signs for streetlight maintenance services. The City and the vendor now desire to alter the Agreement to increase the amount of the Agreement by an additional $110,000 for a total not to exceed $220,000 with two (2) one-year extensions at the City's option. Fluoresco Lighting & Signs has been handling routine streetlight repair services Citywide. Routine work has included replacement of bulbs, sensors, lenses and fuses. These are usually the cause of most light outages. This has allowed our electricians to handle non- routine work, such as pulling new wire, transformer repair/replacement and setting new poles. Fluoresco has played a support role with non-routine work by providing technical assistance and repairs as necessary. At the conclusion of the General Fund Budget deliberations, the Common Council approved the contracting out of all streetlight repair services as a cost saving measure. This decision resulted in the deletion of three electrician positions and the addition of $110,000 to the streetlight maintenance section budget for contract maintenance services. Since this decision required contracting work not now contracted it was necessary to meet and confer with the San Bernardino Public Employees Association (SBPEA). The meet and confer session was held on September 30, 2008. Under the expanded contract, the Public Services Deputy Director/Maintenance Services or the Street Signal/Lighting Supervisor will administer the contract and manage all of the assignments given to the contractor. The contractor will report back once the assignments are completed. Either the Deputy Director/Maintenance Services or the Street Signal/Lighting Supervisor will verify assignment completion before payments are issued. Staff recommends that the Common Council authorize the approval of Amendment No. 1 to the Vendor Service Agreement and increase to Purchase Order Number 302232 by an additional $110,000 to Fluoresco Lighting & Signs for more streetlight maintenance services. Financial Impact: Once the Budget Amendment is approved, funds for this increase will be available in the FY 08-09 Budget, Account No. 001-409-5502 (Professional Contractual Services) in the amount of $110,000. Recommendation: 1) Adopt Resolution. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE APPROVAL OF AMENDMENT NO. 1 TO THE VENDOR SERVICE AGREEMENT AND INCREASE TO PURCHASE ORDER NUMBER 302232 BY $110,000 TO FLUORESCO LIGHTING & SIGNS FOR STREETLIGHT MAINTENANCE SERVICES. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The City Manager of the City of San Bernardino is hereby authorized to execute on behalf of said City Amendment NO.1 to the Vendor Service Agreement between the City of San Bernardino and Fluoresco Lighting & Signs, a copy of which is attached hereto, marked as Exhibit "A", and incorporated herein by this reference as fully as though set forth at length. SECTION 2. That pursuant to this determination the Director of Finance or hislher designee is hereby authorized to increase Purchase Order 302232 by an additional $110,000 to Fluoresco Lighting & Signs for a total amount of $220,000. SECTION 3. The Purchase Order shall reference this Resolution No. 2008- and shall read, "Fluoresco Lighting & Signs for streetlight maintenance services," and shall incorporate the terms and conditions of Amendment NO.1 to the Vendor Service Agreement. SECTION 4. The authorization to execute the above referenced Purchase Order and Amendment NO.1 to the Vendor Service Agreement is rescinded if it is not executed within sixty (60) days of the passage of this resolution. III III III 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE APPROVAL OF AMENDMENT NO.1 TO THE VENDOR SERVICE AGREEMENT AND INCREASE TO PURCHASE ORDER NUMBER 302232 BY $110,000 TO FLUORESCO LIGHTING & SIGNS FOR STREETLIGHT MAINTENANCE SERVICES. 1 2 3 4 5 6 7 8 following vote, to wit: I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a day of , 2008, by the meeting thereof, held on the 9 Council Members: 10 ESTRADA AYES NAYS ABSTAIN ABSENT 11 12 13 14 BAXTER BRINKER DERRY KELLEY 15 16 JOHNSON 17 18 19 20 21 22 23 24 25 MCCAMMACK Rachel G. Clark, City Clerk The foregoing resolution IS hereby approved this ,2008. day of Patrick J. Morris, Mayor Approved as to Form: , --:J i 26 By: t~ T 'll.~.~ J mes F. Penman ity Attorney 27 28 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 1. 24 25 26 2. 27 28 AMENDMENT NO.1 TO VENDOR SERVICE AGREEMENT This Agreement is entered into this 3rd day of November 2008, by and between Fluoresco Lighting & Signs ("VENDOR") and the City of San Bernardino ("CITY" or "San Bernardino"). RECITALS A. On June 2, 2008, per Resolution 2008-174, the Mayor and Common Council authorized the execution of an agreement and issuance of a purchase order in the amount of $110,000 with two (2) one-year extensions at the City's option between the City of San Bernardino and Fluoresco Lighting & Signs for streetlight maintenance services. B. The CITY and VENDOR now desire to alter the Agreement to increase the amount of the Agreement by an additional $110,000 for a total not-to-exceed $220,000 with two (2) one-year extensions at the City's option between the City of San Bernardino and Fluoresco Lighting & Signs for streetlight maintenance services. AGREEMENT In consideration of the mutual promises contained in the Vendor Service Agreement, the parties agree as follows: Increase Purchase Order Number 302232 by an additional $110,000 for a total not-to-exceed $220,000 for FY 08-09 with two (2) one-year extensions at the City's option between the City of San Bernardino and Fluoresco Lighting & Signs for streetlight maintenance services. The other provisions of the written contract are reaffirmed as originally stated. Exhibit "A" 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 AMENDMENT NO.1 TO VENDOR SERVICE AGREEMENT FLUORESCO LIGHTING & SIGNS IN WITNESS THEREOF, the parties hereto have executed the Agreement on the day and date first above written. Dated: Fluoresco Lighting & Signs ,2008 By: Dated: ,2008 CITY OF SAN BERNARDINO By: Mark Weinberg, City Manager ATTEST: Rachel Clark, City Clerk Approved as to form: James F. Penman, City Attorney /) 1- . I /<-1.1 " ~. Exhibit "A" 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 l. 24 25 26 2. 27 28 AMENDMENT NO.1 TO VENDOR SERVICE AGREEMENT This Agreement is entered into this 3rd day of November 2008, by and between Fluoresco Lighting & Signs ("VENDOR") and the City of San Bernardino ("CITY" or "San Bernardino"). RECITALS A. On June 2, 2008, per Resolution 2008-174, the Mayor and Common Council authorized the execution of an agreement and issuance of a purchase order in the amount of $110,000 with two (2) one-year extensions at the City's option between the City of San Bernardino and Fluoresco Lighting & Signs for streetlight maintenance services. B. The CITY and VENDOR now desire to alter the Agreement to increase the amount of the Agreement by an additional $110,000 for a total not-to-exceed $220,000 with two (2) one-year extensions at the City's option between the City of San Bernardino and Fluoresco Lighting & Signs for streetlight maintenance services. AGREEMENT In consideration of the mutual promises contained in the Vendor Service Agreement, the parties agree as follows: Increase Purchase Order Number 302232 by an additional $110,000 for a total not-to-exceed $220,000 for FY 08-09 with two (2) one-year extensions at the City's option between the City of San Bernardino and Fluoresco Lighting & Signs for streetlight maintenance services. The other provisions of the written contract are reaffirmed as originally stated. 1 2 AMENDMENT NO.1 TO VENDOR SERVICE AGREEMENT FLUORESCO LIGHTING & SIGNS 3 IN WITNESS THEREOF, the parties hereto have executed the Agreement on the day 4 and date first above written. 5 6 7 8 9 10 11 12 13 14 15 16 ATTEST: 17 18 19 20 21 22 23 24 25 26 27 28 Dated: ,2008 Fluoresco Lighting & Signs By: Dated: ,2008 CITY OF SAN BERNARDINO By: Mark Weinberg, City Manager Rachel Clark, City Clerk Approved as to form: James F. Penman, City Attorney Brf"" . I / /1 f. /c" '".. h-c.-.... 2