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RESOLUTION (ID#2528) DOC ID: 2528 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Agreement/Contract
From: Tony Frossard M/CC Meeting Date: 06/17/2013
Prepared by: Leon E. Schrader, (909) 384-
5140
Dept: Public Works Ward(s): All
Subject:
A Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing a
$20,000.00 Increase to Annual Purchase Order Number 2013-00000107 to Los Angeles
Freightliner of Fontana Pursuant to Section 3.04.010-B3 of the Municipal Code. (#2528)
Current Business Registration Certificate: No
Financial Impact:
Account No. 635-400-0100*5111
Account Budgeted Amount: $1,182,300
Account Description: Materials and Supplies
Balance as o 6/3/2013: $73,962
Balance after approval of this item: $53,962
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
On April 19, 2010 Reso 2010-75 - The Mayor and Common Council of the City of San
Bernardino authorized an agreement and increased annual purchase order 210060 in the amount
of$10,100 pursuant to section 3.04.010-B3 of the Municipal Code with three single year renewal
options to Los Angeles Freightliner of Fontana for the purchase of specific equipment parts and
supplies utilized by the Public Works Department Fleet Management Division.
Background:
Los Angeles Freightliner of Fontana is the nearest authorized dealership for Autocar truck parts.
The Autocar WXLL64 model chassis makes up the majority of the City's Refuse fleet. All of
the City's year model 2000 and newer refuse trucks have the Autocar chassis; sixty three (63) of
them are Liquefied Natural Gas (LNG) powered. The Fleet Management Division projects that
an additional $20,000 is needed to cover the costs of keeping these trucks operational annually,
due to an aging Fleet that requires more frequent repairs. The Fleet has reached an age where
many maintenance items have come due as well as part failure breakdowns that have needed
replacement this fiscal year; these items are compounded by the high number of trucks with
identical failures requiring the purchase of similar replacement parts:
1. 1 Compressed Natural Gas (CNG) part at$750 each.
Updated: 6/11/2013 by Jolena E.Grider B Packet,Pg• 173'
2528
2. 4 Ignition Control Modules at$1500 each. Total= $6000
3. 34 Ignition Coils and Boots at$155 each. Total= $5270
4. 10 Oxygen Sensors at$250 each. Total= $2000
5. 6 Coolant Sight Glass and Temp Sensors at$400 each. Total= $2400
6. 4 Torque Rods at$500 each. Total= $2000
7. 10 Water Pumps at$125 each. Total= $1250
8. 4 Shock Absorbers at$50 each. Total= $200
9. 10 Fan Clutches at$500 each. Total= $5000
10. 12 Fan Blades at$160 each. Total $1920
11. 7 A/C compressor jobs at$1100 each. Total = $7700
12. 2 Air brake components at$450 each. Total= $900
Staff seeks to increase the existing purchase order to pay for the needed repairs and/or
maintenance.
City Attorney Review:
Supporting Documents:
LA Freightliner Annual PO Reso 2013 (DOC)
LA Freightliner select source 2013 (PDF)
reso 2528 (PDF)
Packet
Updated: 6/11/2013 by Jolena E.Grider B Pg. 174
1 RESOLUTION NO.
2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING A $20,000.00 INCREASE TO ANNUAL
4 PURCHASE ORDER NUMBER 2013-00000107 TO LOS ANGELES FREIGHTLINER
OF FONTANA PURSUANT TO SECTION 3.04.010-B3 OF THE MUNICIPAL CODE.
5
WHEREAS, the current Purchase Order of$35,000 needs to be increased by$20,000
6
7 for a total Purchase Order amount of$55,000 in order to purchase refuse vehicle equipment
8 parts and supplies; and d
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9 WHEREAS, Los Angeles Freightliner of Fontana is the nearest authorized dealership
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10 for Autocar truck parts with which the City has an existing agreement and Purchase Order. a
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
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CITY OF SAN BERNARDINO AS FOLLOWS:
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14 SECTION 1. The Mayor and Common Council hereby authorize an increase to the o
15 Annual Purchase Order 2013-00000107 to Los Angeles Freightliner of Fontana in the amount
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16 of twenty thousand dollars ($20,000.00) for a total Purchase Order not to exceed fifty five
17 thousand dollars ($55,000.00). Q
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SECTION 2. That pursuant to this determination the Director of Finance or his/her
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20 designee is hereby authorized to increase Annual Purchase Order 2013-00000107 to Los a
21 Angeles Freightliner for a total amount not to exceed fifty five thousand dollars ($55,000.00).
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22 SECTION 3. The Purchase Order shall reference this Resolution No. and shall read,
23 "Los Angeles Freightliner for the purchase of refuse vehicle equipment parts and supplies, a
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$55,000" and shall incorporate the terms and conditions of the agreement.
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P��ket P,g. 17�r
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING A $20,000.00 INCREASE TO ANNUAL
2 PURCHASE ORDER NUMBER 2013-00000107 TO LOS ANGELES FREIGHTLINER
OF FONTANA PURSUANT TO SECTION 3.04.010-B3 OF THE MUNICIPAL CODE.
3
4 SECTION 4. That this purchase is exempt from the formal contract procedures of
5 Section 3.04.010 of the Municipal Code, pursuant to Section 3.04.010 (B)(3) of said Code,
6 "Purchases approved by the Mayor and Common Council."
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING A $20,000.00 INCREASE TO ANNUAL
2 PURCHASE ORDER NUMBER 2013-00000107 TO LOS ANGELES FREIGHTLINER
OF FONTANA PURSUANT TO SECTION 3.04.010-113 OF THE MUNICIPAL CODE.
3
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a meeting thereof,held
6 on the day of ,2013,by the following vote, to wit: L
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Council Members: AYES NAYS ABSTAIN ABSENT a�
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9 MARQUEZ
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10 JENKINS a
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11 VALDIVIA -0'
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12 SHORETT N
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KELLEY N
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JOHNSON 0
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16 MCCAMMACK °'
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18 Georgeann Hanna, City Clerk
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The foregoing resolution is hereby approved this day of
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20 , 2013. a
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Patrick J. Morris, Mayor =
22 City of San Bernardino Y
23 Approved as to Form: Q
24 By:
25 James F. Penman, City Attorney
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Packet Pg. 177
S.K.b
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
San wbruallo
TO: Purchasing Division
FROM: Leon Schrader
DATE: May 30, 2013
SUBJECT: Justification of a Selected Source Purchase for: The purchase of specific
equipment parts and supplies utilized by the Public Works Department Fleet
Management Division and renewal of Purchase Order 2013-00000107.
Definition:A purchase of a commodity or service without obtaining competitive bids, although more U-
than one source is available.
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A Selected Source purchase for Los Angeles Freightliner of Fontana is justified because...
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1. Los Angeles Freightliner of Fontana is the nearest authorized dealership for Autocar truck parts. o
The Autocar WXLL64 model chassis makes up the majority of the City's Refuse fleet. N
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A Request for Council Action entitled A Resolution of the Mayor and Common Council of the City of o
San Bernardino authorizing an increase to annual Purchase Order Number 2013-00000107 of
$20,000 for an annual total of$55,000 pursuant to section 3.04.010-B3 of the Municipal Code.
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X (Print Name) SGo
Depa en ead (or Designee) Signature
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New Requisition #
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Revised 01/04/10 drm
Packet Pg. 178
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1 RESOLUTION NO.
Z
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING A $20,000.00 INCREASE TO ANNUAL
4 PURCHASE ORDER NUMBER 2013-00000107 TO LOS ANGELES FREIGHTLINER
OF FONTANA PURSUANT TO SECTION 3.04.010-113 OF THE MUNICIPAL CODE.
5 WHEREAS,the current Purchase Order of$35,000 needs to be increased by $20,000
6
for a total Purchase Order amount of$55,000 in order to purchase refuse vehicle equipment
7
8 parts and supplies; and
9 WHEREAS, Los Angeles Freightliner of Fontana is the nearest authorized dealership c
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10 for Autocar truck parts with which the City has an existing agreement and Purchase Order.
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11 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
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CITY OF SAN BERNARDINO AS FOLLOWS: a
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SECTION 1. The Mayor and Common Council hereby authorize an increase to the J
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15 Annual Purchase Order 2013-00000107 to Los Angeles Freightliner of Fontana in the amount
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16 of twenty thousand dollars ($20,000.00) for a total Purchase Order not to exceed fifty five N
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17 thousand dollars ($55,000.00).
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SECTION 2. That pursuant to this determination the Director of Finance or his/her =
19
20 designee is hereby authorized to increase Annual Purchase Order 2013-00000107 to Los a
21 Angeles Freightliner for a total amount not to exceed fifty five thousand dollars($55,000.00).
22 SECTION 3. The Purchase Order shall reference this Resolution No. and shall read,
23 "Los Angeles Freightliner for the purchase of refuse vehicle equipment parts and supplies,
24
$55,000"and shall incorporate the terms and conditions of the agreement.
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Packet(fig. 179
S.K.c _
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
1 OF SAN BERNARDINO AUTHORIZING A $20,000.00 INCREASE TO ANNUAL
2 PURCHASE ORDER NUMBER 2013-00000107 TO LOS ANGELES FREIGHTLINER
OF FONTANA PURSUANT TO SECTION 3.04.010-B3 OF THE MUNICIPAL CODE.
3
4 SECTION 4. That this purchase is exempt from the formal contract procedures of
5 Section 3.04.010 of the Municipal Code, pursuant to Section 3.04.010 (B)(3) of said Code,
6 "Purchases approved by the Mayor and Common Council."
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Packet Pg. 180
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
1 OF SAN BERNARDINO AUTHORIZING A $20,000.00 INCREASE TO ANNUAL
2 PURCHASE ORDER NUMBER 2013-00000107 TO LOS ANGELES FREIGHTLINER
OF FONTANA PURSUANT TO SECTION 3.04.010-B3 OF THE MUNICIPAL CODE.
3
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a meeting thereof,held
6 on the day of , 2013,by the following vote,to wit:
7
Council Members: AYES NAYS ABSTAIN ABSENT
8
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9 MARQUEZ
10 JENKINS
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11 VALDIVIA 0
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12 SHORETT
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13 KELLEY
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15 JOHNSON
16 MCCAMMACK N
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18 Georgeann Hanna, City Clerk
19 The foregoing resolution is hereby approved this day of
20 , 2013. a
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22 Patrick J. Morris,Mayor
City of San Bernardino
23 Approved as to Form:
24 By: -
25 J enman, City Attorney
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Packet Pg. 181