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HomeMy WebLinkAbout05.M- Fire RESOLUTION(ID# 1628) DOC ID: 1628 A CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Purchase Order From: Michael Conrad M/CC Meeting Date: 03/19/2012 Prepared by: Norma Camarena, (909)384- 5286 Dept: Fire Ward(s): All Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the Director of Finance or Designee to Increase South Coast Emergency Vehicle Services Annual Purchase Order for Specialty Parts and Services for the City's Pierce Apparatus. Financial Impact: Funding to increase South Coast Emergency Vehicle Services annual purchase order is included in the Fire Department's FY 2011-2012 Budget, account number 001-200-0001-5193 (Grant Match) in the amount of$30,000. There is no additional cost to the General Fund for this annual purchase order increase. QHowever, due to the Fleet and Equipment Program budget being underfunded, $30,000 will need to be transferred from account number 001-200-0001-5193 to account number 001-200-0050- 5111 for the increase to the annual purchase order. Account Number: 001-200-0050-5111 Budgeted Amount: $136,600 Balance as of February 23,2012: $3,515.16 Balance after approval of item: $3,515.16 (with budget amendment) Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred but not yet processed. With the conversion of the New World Systems the old annual purchase order#212059 original dollar amount of$24,000 was not identified with the new purchase order number 2012- 00000344. The system encumbered the balance remaining on the old purchase order into the new purchase order in the amount of$10,106.45. Therefore,the Fire Department requests that © South Coast Emergency Vehicle Services new annual purchase order#2012-00000344, in the Updated:3/15/2012 by Jolena E.Grider A 1628 New World Systems,be increased by an additional$30,000 for a total amount not-to-exceed $40,106.45 for FY 11/12. Motion: Adopt Resolution; and authorize the Director of Finance or designee to do a budget adjustment to the Fire Department's FY 2011-2012 Adopted Budget to reflect the expenditures as outlined in the staff report. Synopsis of Previous Council Action: Background: South Coast Emergency Vehicle Services is located in Ontario, California and provides the City with specialty parts, supplies, and services for our Pierce apparatus. These services are custom and specific to our Pierce fleet and South Coast Emergency Vehicle Services is the local authorized supplier of fire apparatus parts, supplies,and equipment for Pierce fire apparatus. © For FY 11/12, South Coast Emergency Vehicle Services was issued an annual purchase order #212059 (prior to New World Systems) in the amount of $24,000 for the purchases of Pierce parts and services. This authorized the Fire Department to request services or purchase parts to repair the Fire Department's Pierce fleet. Currently, the Fire Department has expended $22,866.13 for parts and supplies. The Fire Department projects that an additional $30,000 is needed to cover the cost for routine parts and services for the remainder of this fiscal year. This projection doesn't include emergency repairs; which we are unable to forecast. The increase in cost is due to age of the fleet and with the City's budget issues, purchasing fire apparatus consistent with the Fire Apparatus Replacement resolution has not been possible. As a result, the Fire Department has to rely on continuous apparatus maintenance and the replacement of parts to ensure the fire apparatus remains safe and operational. Some original equipment parts are no longer available due to the age of the apparatus, but Pierce Manufacturing can provide retrofit kits to update components to current vehicle specifications. These issues, along with the rising costs of materials, have caused an increase to the funding required for specialty parts and services for our Pierce apparatus. Thus, the Fire Department Updated:3/15/2012 by Jolena E.Grider A PacketPg.240 1628 requests that South Coast Emergency Vehicle Services annual purchase order #2012-00000344 Cbe increased by an additional $30,000 for FY 11/12. City Attorney Review: Su000rtina Documents: Resolution Increasing Annual Purchase Order to South Coast Emergency Vehicle Services (PDF) C C Updated:3115/2012 by Jolene E.Grider A S.M.a s 5 1 RESOLUTION NO. y 0 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF y SAN BERNARDINO AUTHORIZING THE DIRECTOR OF FINANCE OR d 3 DESIGNEE TO INCREASE SOUTH COAST EMERGENCY VEHICLE SERVICES 4 ANNUAL PURCHASE ORDER FOR SPECIALTY PARTS AND SERVICES FOR THE CITY'S PIERCE APPARATUS. N 5 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE c 7 CITY OF SAN BERNARDINO AS FOLLOWS: v z 8 SECTION 1. Pursuant to Annual Purchase Order#2012-00000344 for the amount of v U 9 $10,106.45, South Coast Emergency Vehicles Services supplies the City of San Bernardino N 10 v with specialty parts, supplies, and services for the City's Pierce apparatus. The Fire .2 11 d 12 Department projects that an additional $30,000 is needed for specialty parts, supplies, and c a services for our Pierce apparatus for the remainder of FY 11/12. Pursuant to this 13 £ 14 determination, the Director of Finance or designee is hereby authorized to increase the annual w a m 0 15 purchase order to South Coast Emergency Services by $30,000, to an amount not-to-exceed L 16 $40,106.45. m 17 SECTION 2. The authorization to execute the above referenced increase to the a 18 0 annual purchase order is rescinded if it is not issued within sixty (60) days of this passage of 19 r 20 this resolution. a 21 c 22 23 v 24 c 25 /// 0 26 d 27 E 28 E r v m x a Pac�Ce�.Pg:242':` . 5.M.a t 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF ° SAN BERNARDINO AUTHORIZING THE DIRECTOR OF FINANCE OR °a 2 DESIGNEE TO INCREASE SOUTH COAST EMERGENCY VEHICLE SERVICES w ANNUAL PURCHASE ORDER FOR SPECIALTY PARTS AND SERVICES FOR d 3 THE CITY'S PIERCE APPARATUS. v c 4 N 5 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 6 and Common Council of the City of San Bernardino at a meeting `o thereof,held on the_day of 2012,by the following vote,to wit: .N 7 '> m 8 Council Members: AYES NAYS ABSTAIN ABSENT y m 9 MARQUEZ z N 10 JENKINS 11 VALDIVIA > - T 12 SHORETT 13 KELLEY w 14 --- N 15 JOHNSON v ' L 16 MCCAMMACK N ° 17 d a 18 0` Georgeann Hanna, City Clerk w 19 City of San Bernardino 20 The foregoing resolution is hereby approved this day of 2012. 21 G Q 22 m Patrick J. Morris,Mayor 23 City of San Bernardino U 24 Approved as to form: o 25 JAMES F. PENMAN, 3 City Attome N 26 2 d 27 By: o d E 28 R Q 'PacketPg. 243