HomeMy WebLinkAbout19- Public Services
ORiGlNAl
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: May 14, 2009
Subject: Resolution of the Mayor and
Common Council of the City of San
Bernardino authorizing the execution of
an Agreement and issuance of a
Purchase Order in the amount of
$56,900 to All American Truck & Auto
Body in order to repair refuse unit
07176.
From: Ken Fischer, Director
Dept: Public Services
Meeting Date: June 1,2009
Synopsis of Previous Council Action:
Recommended Motion:
Authorize the Director of Finance to amend the FY 2008-09 Adopted Budget and
transfer $56,900 from Account No. 527-415-5505 (Other Professional Services) into
Account No. 527-413-5172 (Equipment Maintena~ ~
Signature
Contact person: Ken Fischer, Director
Supporting data attached:
Staff Report, Resolution, Vendor Service
Agreement and Attachment "1"
FUNDING REQUIREMENTS:
Phone:
Ward:
5140
All
Source:
$56,900
IWM Fund
FY 08-09
527 -413-5172
(Equipment Maintenance)
Amount:
Council Notes:
Finance:
/f~5'iJ 2m 9 ~ /30
Agenda Item No. _I q
(P-/-oq
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
execution of an Agreement and issuance of a Purchase Order in the amount of $56,900 to All
American Truck & Auto Body in order to repair refuse unit 07176.
Background:
The Public Services Department, Integrated Waste Management Division utilizes front load
collection vehicles primarily for the collection of commercial containers, also known as
dumpsters. On December 8, 2008, front load collection vehicle (unit 07176) was involved in
an accident while at the Colton landfill and sustained major damage to the cab and body
apron.
Staff requested quotes for the repair of unit 07176 from three (3) vendors. All three (3)
vendors submitted a quote (Attachment "1 "). The vendor, business location, and price quote
are listed below.
Vendor
All American Truck & Auto Body
Diversified
Los Angeles Freightliner
Location
Fontana, CA
Mira Loma, CA
Ontario, CA
Quote
$56,328.91
$58,231.49
$59,994.39
All American Truck & Auto Body submitted the lowest quote. However, since the quotes
were received January 13, 2009, all three (3) vendors did not include the one (1) percent tax
increase that went into effect on April 1, 2009. Staff added the one (1) percent increase to All
American Truck & Auto Body. Staff recommends that All American Truck & Auto Body be
issued a Purchase Order in the amount of $56,900 to repair unit 07176.
The damage to unit 07176 was the result of a collision. Collision claims have a $25,000
deductible. The insurance adjuster is reimbursing the City $30,705.94 for this collision.
This purchase is exempt from the formal contract procedures of Section 3.04.010 of the
Municipal Code, pursuant to Section 3.04.070 I of said Code "Formal Contract Procedure-(I)
Negotiated Purchases" since the City is not able to develop descriptive specifications.
Financial Impact:
Staff has identified savings in Account No. 527-415-5505 (Other Professional Services) in the
amount of $56,900 for the needed repairs. $30,705.74 of this cost will be offset by the
payment from the insurance company.
Recommendation:
Authorize the Director of Finance to amend the FY 2008-09 Adopted Budget and transfer
$56,900 from Account No. 527-415-5505 (Other Professional Services) into Account No. 527-
413-5172 (Equipment Maintenance).
RESOLUTION NO.
C-"" <::'~'\'.' ..........'\.
((\,. ,
~ ~ [roo>'
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND
ISSUANCE OF A PURCHASE ORDER IN THE AMOUNT OF $56,900 TO ALL
AMERICAN TRUCK & AUTO BODY IN ORDER TO REPAIR REFUSE UNIT 07176.
WHEREAS, All American Truck & Auto Body submitted the lowest quote for the
repairs of refuse unit 07176.
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 an Agreement between the City of San
Bernardino and All American Truck & Auto Body, a copy of which is attached hereto,
marked as Exhibit "A", and incorporated herein by this reference as fully set forth at
length.
SECTION 2. This purchase is exempt from the formal contract procedures of
15 Section 3.04.010 of the Municipal Code, pursuant to Section 3.04.070 I of said Code
16 "Formal Contract Procedure-Negotiated Purchases".
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SECTION 3. That pursuant to this determination the Director of Finance or her
designee is hereby authorized to issue a Purchase Order to All American Truck & Auto
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20 Body in the amount of $56,900.
21 SECTION 4. The Purchase Order shall reference this Resolution Number and
22 shall read, "All American Truck & Auto Body in order to repair refuse unit 07176 in the
amount of $56,900" and shC!1I incorporate the terms and conditions of the agreement.
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SECTION 5. The authorization to execute the above referenced Purchase
Order and Agreement is rescinded if it is not executed within sixty (60) days of the
passage of this resolution.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND
ISSUANCE OF A PURCHASE ORDER IN THE AMOUNT OF $56,900 TO ALL
AMERICAN TRUCK & AUTO BODY IN ORDER TO REPAIR REFUSE UNIT 07176.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
, 2009, by the
day of
meeting thereof, held on the
following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
BAXTER
BRINKER
SHORETT
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this day of
,2009.
Patrick J. Morris, Mayor
City of San Bernardino
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VENDOR SERVICE AGREEMENT
This Vendor Service Agreement is entered into this 1 sl day of June 2009. by and
between All American Truck & Auto Body ("VENDOR") and the City of San Bernardino
("CITY" or "San Bernardino").
WITNESSETH:
WHEREAS, the Mayor and Common Council have determined that it is in the best
interest of the CITY to contract for the repairs of refuse unit 07176; and
WHEREAS, the City of San Bernardino has determined that VENDOR possesses the
professional skills and ability to provide said services for the City;
NOW, THEREFORE, the parties hereto agree as follows:
1. SCOPE OF SERVICES.
F or the remuneration stipulated in paragraph 2, San Bernardino hereby engages the
services of VENDOR to provide those products and services as set forth in its quote dated
January 13, 2009, attached hereto, marked Attachment "1" and incorporated herein by this
reference as fully as though set forth at length. All American Truck & Auto Body submitted
the lowest quote, including a ninety (90) day warranty on all labor/workmanship and one year
on all new parts installed.
2. COMPENSATION AND EXPENSES.
a. For the services delineated above, the CITY, upon presentation of an invoice, shall
pay the VENDOR up to the amount of $56,900 to provide and perform those
products and services described in Section 1 above.
b. No other expenditures made by VENDOR shall be reimbursed by CITY.
Exhibit "A"
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3. TERM.
The term of this agreement shall be for a period of one (1) year from June L 2009 to
June L 2010.
This Agreement may be terminated at any time by thirty (30) days prior written notice
by either party. The terms of this Agreement shall remain in force unless amended by written
agreement of the parties executed on or before the date of expiration of current term of the
agreement.
4. INDEMNITY.
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees,
agents or representatives, free and harmless from all claims, actions, damages and liabilities of
any kind and nature arising from bodily injury, including death, or property damage, based or
asserted upon any or alleged act or omission of Vendor, its employees, agents, or
subcontractors, relating to or in any way connected with the accomplishment of the work or
performance of service under this Agreement, unless the bodily injury or property damage was
actually caused by the sole negligence of the City, its elected officials, employees, agents or
representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its
own expense, including attorney's fees the City, its elected officials, employees, agents or
representatives from any and all legal actions based upon such actual or alleged acts or
omiSSIOns. Vendor hereby waives any and all rights to any types of express or implied
indemnity against the City, its elected officials, employees, agents or representatives, with
respect to third party claims against the Vendor relating to or in any way connected with the
accomplishment of the work or performance of services under this Agreement.
Exhibit "A"
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5. INSURANCE.
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general and automobile
liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory
worker's compensation coverage, and shall file copies of said policies with the CITY's Risk
Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an
additional named insured in each policy of insurance provided hereunder. The Certificate of
Insurance furnished to the CITY shall require the insurer to notify CITY of any change or
termination in the policy. Insurer shall give CITY 30 days notice prior to enactment and any
change or termination of policy.
6. NON-DISCRIMINATION.
In the performance of this Agreement and in the hiring and recruitment of employees,
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
discrimination in employment of persons because of their race, religion, color, national origin,
ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or
sexual orientation, or any other status protected by law, except as permitted pursuant to Section
12940 of the California Government Code.
7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents and
purposes VENDOR shall be an independent contractor and not an agent or employee of the
CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
Exhibit "A"
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employees, and all business licenses, if any are required, in connection with the services to be
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performed hereunder.
8.
BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
VENDOR warrants that it possesses or shall obtain, and maintain a business registration
certificate pursuant to Chapter 5 of the Municipal Code, and any other license, permits.
qualifications, insurance and approval of whatever nature that are legally required of VENDOR
to practice its business or profession.
9. NOTICES.
Any notices to be given pursuant to this Agreement shall be deposited with the United
States Postal Service, postage prepaid and addressed as follows:
TO THE CITY:
Public Services Director
300 North "0" Street
San Bernardino, CA 92418
Telephone: (909) 384-5140
All American Truck & Auto Body
10429 Sultana Ave.
Fontana, CA 92337
Telephone: (909) 598-2706
Contact: Mike Kennedy
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10.
ATTORNEYS' FEES
In the event that litigation is brought by any party in connection with this Agreement,
the prevailing party shall be entitled to recover from the opposing party all costs and expenses,
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of
its rights or remedies hereunder or the enforcement of any of the terms, conditions or
provisions hereof. The costs, salary and expenses of the City Attorney and members of his
office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys'
fees" for the purposes of this paragraph.
Exhibit "A"
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11. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law assIgn, transfer, sublet or
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the termination of this
Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR
of VENDOR's obligation to perform all other obligations to be performed by VENDOR
hereunder for the term of this Agreement.
12. VENUE.
The parties hereto agree that all actions or proceedings arising in connection with this
Agreement shall be tried and litigated either in the State courts located in the County of San
Bernardino, State of California or the U.S. District Court for the Central District of California,
Riverside Division. The aforementioned choice of venue is intended by the parties to be the
mandatory and not permissive in nature.
13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
14. SUCCESSORS AND ASSIGNS.
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs, representatives, successors, and assigns.
15. HEADINGS.
The subject headings of the sections of this Agreement are included for the purposes of
convemence only and shall not affect the construction or the interpretation of any of its
provIsIons.
Exhibit "A"
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VENDOR SERVICE AGREEMENT
ALL AMERICAN TRUCK & AUTO BODY
16. ENTIRE AGREEMENT; MODIFICATION.
This Agreement constitutes the entire agreement and the understanding between the
parties. and supercedes any prior agreements and understandings relating to the subject manner
of this Agreement. This Agreement may be modified or amended only by a written instrument
executed by all parties to this Agreement.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
and date set forth below.
Dated:
,2009
VENDOR
By:
Its:
Dated
,2009
CITY OF SAN BERNARDINO
By:
City Manager
Approved as to Form:
By:
James F. Penman, City Attorney
Exhibit "A"
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ATTACHMENT "I"
i
All American Truck
10429 Sultzwa Ave, P.O. Box 3997
Fontana. CA, 92334
Tel: 909-428-3410 /3411 Fax: 909428-8132
timmontes@yahoo.com
Estimate - Prelimina'Y
Estimaate Prepared by: Tim Montes
Accideut Date:
Date of Loss:
A1Tival Date:
Type of Loss:
Policy Number:
Claim Nwnber:
Appraised for: City Of San Bernardino
Paul
. Date; 1/13/2009
Estimate#:
Appraised for;
Compmy: City Of San Bernardino
Contact: Paul
Address: 182 S Sierra Wy
City, State, Zip Code: San Bernardino, CA 92408
Telephone, Fax: 909.384.5224,909-384-7238
Year Make Model Color Trim
2006 AUTOCAR WX
Unit Number License Plate # M.Uc:.lge Serial#lVIN#
7176 205090
Sup Seq Labor Labor De!ICription Part Part Num bel' Dollar Labor
Type Op Type Amount Units
Body RemlRep Cab Assy (.Rt:move & New $38,000.00 T 22.0"
Replace Cab Assy
Complete):
2 R&I Body Controls, Lites, '"
Back Up Camera Monitor,
Scale ~'p1ay & Electrical
Units
3 R&1 Methane Gas Detection '"
System
4 Body RemlRep Cab MOLmt Bracket R New $135.74 T 3.0*
5 Body &"mlRep Cab Hinge, Front L N~w $794.00 T '"
6 Body RemlRep Gaurd, Front Cab New $400.00 T 1.5*
7 BOO.y RemIRep Grille A~y New $847.00 T LO-
g Body RemlRep Mount, Air Filter New $294.00 T 1.5*
9 Body RemlR.ep Body Canopy New $1,290.00 T 8.0*
10 Body Repair Front Bumper Assy Exist 4.0*
11 Body RemlRep Radiator Assy New $3,738.00 T 4.Q'l'
12 Body RemlRep Charge Air Cooler New $1,496.00 T 1.0-
13 Body Rem/R.ep Recharge A~C New 1.5*
VeI'$ion 2.0
Dmabase Edition PHT 08-04
TruclcEst is a "I'rademm of Mitchell International
~ 1998-2009 Mitchell International, Inc.
All Rights Reserved.
Page
of 2
E0/~0 39l;1d
L0lt>0S9t> 1L 1
lE:lI 600~/EI/l~
Sup Seq Labor Labor Description Part Part Number Dollar Labor
Type Op Type Amount Units
14 Body RemIRep Air Cleaner Seperator New $916.00 T 2.0-
15 Body ChKlAdj lnspec1 rrame ...Open Item Exist 1.0'"
For Inspection
16 Body Ref Paint Repairs Exist 5.0*
17 *
18 Paint Materials $165.00 T ...
19 Shop Materials $320.00 T ..
20 Hazardous W~w $20.00 ...
* ~ JudgemlIDt ItdID
# - Labor Note Applies
Labor
Body 55.5 Hrs @
Labor Total
$75.00
$4,162.50
$4,162.50
Parts
Parts Subtotal
~s Adjustments
Parts Total
Additional Costs and Operations
Add!. Costs/Ops Total
Tax.
$47,910.74
$47,910.74
$505.00
Parts Tax @
AddL Costs Tax @
Tax Total
Totals
7.75%
7.75%
$3,713.08
$37.59
$3,150.67
Sub Total:
Customer Resp.
$56,328.91
$0.00
$56,328.91
Net Total
The above is an estimate baSed on our inspection and does not eover any additional parts or labor which may be required after the work
has started. Occasionally, wom or damaged parts are discovered which may not be evident on the first inspection. Because of this. the
abOve prices are not guaranteed. Quotations on parts and labor are current and subje(:t to c;hange.
Th~ is a preliminary estimatft. Additional chLulges to the estimate may be required jor the actual repair.
TruckEst does not automatically include items required by many business repair partners. This app&atiofl allows
the author 10 manually enttfr line items such as oliertap deductio7l$.
2006 AUTOCAR WX
Version 2.0
Database Edition PHT 08-04
TruckEst is a T~k of MitchelllDwrnational
01998-2009 Mitchell International.. Inc.
All Rights Reserved.
Page 2 of 2
[l3/E0 39'v'd
L0lv1389t>1L1
1S:61 613Bl/El/IB
Jafl.12.2009 2:20PM
No.1390 P.2
~IVERSIFlED~
rRLlCK CEIVT'ER
3777 DeForest Cil"de - Mira Loma, CA 917S2
?S1-68S-34~ . Pax 951-635-1788
ESTIMATE OF REPAIRS
Cust Name: City of San Bem2udino ~sal Co.: D8te: 1/1212009
I. . 182 S. Siena Way Appraiser:
San BemMdino Ca. 9l40S Phone 1#;
Comad:: Paul F~#:
Ph#: 909-3&4-5220
FIDd# ; 909-384-723& Policy /I:
Year. 2007 !Date of1oss:
Make: Autoear TVPe of Loss:
Model: Front Loader CoIIlDlaItS: .Note: Bevised estimate. PleaSe discard esUmak dated
Serial tI: 5VCHCGRE67H205090 lWlOO9.
Mileage: EstimJrtPrl ~on time fur cab is 12 weeks.
.;---#: Completion time for total project. is one to two weeks from
Unit #: 07176 rcciept. of all t !Its.
1# Re>- Re- DelIcription Parts Body Paint Fnund Sublet
place uair ofUibor or Miitcrial Labor Labot Mach. Lbr.
I x Cab N<>k: Rt!placenumt cab to be built per vi7z It and $:36,935.29 12.0
2: will be "Mly dressed" ind . t &1Wftqp A-C.
3 x Grill assemblY 5537.10 1.0
4 x Cab interior ceilinK fan $119.91 0.5
5 x TI'lW.$fer m~ body COQtrols, scale display, strObe lites, 16.0
6 radio camera. monitor and Mdhane l)etection Svstem.
7 x Air cleaner $555.36 2.0
8 x IRiJdrtlside cab mOOQt stand J bracket $280.00 3.0
9 x All air filta mount comtxllUmts $354.96 1.5
10 x stra.isW,ten FIllIIIC as needed and Align front end 10.0
II x Front cab 2UlIl"d $1.510.28 1.5
12 x Left fumt cab . $891.57 me
13 x Front ~ $506.82 1.0
14 x :R.echarlZe A-C svstem 1.5
15 x RefUse n,.,a.. -~~. $1,790.48 3.0 5.0
16 x 1Ram~ $3,739.72 4.0
17 x E Air Cooler $1,557.92 1.0
18 Mise llIII31l uart:S and surrolies $350.00
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TOTALS $49,135-41 48.0 5.0 10.0 $0.00
l1Ii, estimate ., based on our inspection lUld !loa not rover an:y
additional parts or labor wbkh may be req,uired tfter work has been
opeDC:CI lip. OccuioaiIUy after the work bas staried, ~ or
broken parts are dDcof'ered wlddl are not evident OD the first
Inspection. 8eaulse of UU&, the pli", herem are DOt guaranteed-
EstiJDate prepared by:
Dave PiIardk
Page 1 00
IBodv Labor $71.00 X 48.0 $3.408.00
Paint Labor $71.00 X 5.0 $355.00
fr::mlfd Mech. Labor $96.00 X 10.0 $960.00
Sublet $0.00
Parts $49,135.41
Paint Materials $35.00 X 5.0 $175.00
Shoo Supplies 8% of $4,363.00 S349.44
Tax 7.75% of S49,6'9.35 $3,843.64
Estimate T ata1 $58.231.49
Towimt & Advam;c
Dcduc:tible
r;::,; . .
au
Net.EstiJ.nateTOlal $58,231.49
VI
WESTERN STAR TRUCKS'
Los Angeles Freightliner
Thomas Built Buses
Western Star
Mitsubishi
-
COLLISION CENTER
1031 E. HOlT BLVD.. ONTARIO CA 91761
909-51()..4117
.
ESTIMATE OF REPAIRS
Date 12.09.08
Page 1 of 2
Owner
CITY OF SAN BERNARDINO
COMPANY
Address
PHONE
FAX
POC
Appraiser
Make
Serial No. 5VCHC6RE67H205090
Unit 07176
AUTOCAR
Year 2007
Mileage
Ucense No
Engine
Paint No
Repair R.ulece DescrlDtion of Labor or Material ...... SubIo< P.......... LIIbor ..... -'-'"
1. X COMPLETE CAB ASSY vv/iNTEFUOR DASH PAIIlEL DOORS $ 36 760.00 1"4.0 21.0
2. HARNESS STEERING COLUMN WIPERS - ALL COMPONETS
3. X ROOF MOUNTED NC UNIT $ 1 536.00 6.0
4. X EVAC & RECHARGE NC SYSTEM $ 26.00 1.4
5. X FASTENERS & HARDWARE $ 200.00
6. X RADIATOR ASSY $ 4 027.39 6.0
1. X ENGINE COOLANT $ 54.88
8. X CHARGE AIR COOLER $ 1 677.76 1.3
X STRAIGHTEN FRONT BUMPER $ 350.00 2.0
10. X AIR CLEANER MOUNTS & BRACKETS COMPLETE $ 89.04 1.2
11. X FRONT CAB PROTECTOR $ 1 691.52 4.0
12. X STRAIGHTEN FRAME & FRONT CROSSMEMBER 14.0
13.
14.
15. X TOP BODY CANOPY - MC NEILUS BODY $ 1 .766.36 6.0 8.0
16. SER # 43ROA408425286
11.
18. X COLOR MATCH & BLEND PAINT 1.0
19. X MASK & COVER FOR OVER SPRAY $ 15.00 1.0
20. X HAZARDOUS WASTE DISPOSAL $ 10.00
21.
22.
23. NOTE 14 WEEKS FOR CAB TO BE BUlL T PLUS SHIPPING nME
24.
25.
26.
21.
28.
29.
30.
31.
Estimated by
MARK ANDREWS
1/812009 CITY OF SAN BERDO # 07176 .xls Page 1 of 3
HIlS BOGY LABOR$ $1UWHR
... MECH. LABOtt ~ $1115._
HItS 'PDIT LABOR 8 $15.001 HIt
Parts
Paint Mat
Misc.
Sublet
$49.305.70 @ 7.75 % Sales Tax
ESTIMATE TOTAL
ADVANCE CHARGES
GRAND TOTAL
66.9
0.0
20.0
$5,017 .50
$0.00
$1,500.00
$47,853.95
$800.00
$651.75
$350.00
$3,821.19
$59,994.39
$59,994.39
Old parts removed from trud<s will be JunKed unless otherwise Instructed in wr1lJng.
The above Is an estimate based on out Inspection and does not CC/'tIe( addltlOna4 parts
or labor which may be required after the worK has been opened up. Occasionally after
work has started, wom or damaged parts are dtscoveted whit" are not evfdent on rrst
inspection_ Because of this the above prices are not guaranteed.
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