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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
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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.
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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.
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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.
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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
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BAXTER
BRINKER
DERRY
KELLEY
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16 JOHNSON
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MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution IS hereby approved this
,2008.
day of
Patrick J. Morris, Mayor
Approved as to Form:
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26 By: t~ T 'll.~.~
J mes F. Penman
ity Attorney
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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"
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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
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Exhibit "A"
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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.
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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.
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16 ATTEST:
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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
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