HomeMy WebLinkAbout05.M- Public Works RESOLUTION (ID #2481) DOC ID: 2481
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:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Issuance of an Annual Purchase Order in the Amount of $116,000 to Fairview Ford Sales
Incorporated of San Bernardino for Specific Ford Parts and Supplies to Support the City's Light
and Heavy Vehicle Fleet.. (#2481)
Current Business Registration Certificate: Yes
Financial Impact:
Budgeted Account Number: 635-400-0100-5111 (Materials and Supplies)
Budgeted Amount for FY 13/14: $1,182,300
Budgeted Account Number: 635-400-0100-5173 (Outside vehicle maintenance)
Budgeted Amount for FY 13/14: $479,900
$110,000 will be utilized from Account No. 5111
$6,000 will be utilized from Account No. 5173
Balance as of 5/28/2013 for 5111: $1,182,300
Balance after approval of this item: $1,072,300
Balance as of 5/28/2013 for 5173: $479,900
Balance after approval of this item: $473,900
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 August 18, 2009 Reso 2009-296 - The Mayor and Common Council of the City of San
Bernardino authorized an agreement and issuance of an annual purchase order in the amount of
$116,000 pursuant to section 3.04.010-133 of the Municipal code with three single year renewal
options to Fairview Ford Sales Incorporated of San Bernardino for specific Ford parts and
supplies.
Background:
The City's fleet contains over three hundred (300) Ford Motor Products. Generally, all Ford
dealerships offer similar pricing for parts and services. Fairview Ford is the only Ford
Updated: 6/11/2013 by Richard D.Luczak' `
2481
dealership in the City of San Bernardino and maintains sufficient parts inventories to support the
City's fleet operations.
Fairview Ford was awarded a sole source annual purchase order on July 1, 2008, in the amount
of$106,000 for FY 200812009. The Public Works Department, Fleet Management Division staff
is requesting a select source annual purchase order,for a total amount not to exceed $116,000
for FY 201312014.
Fairview Ford has a contract with U. S. Motor Transport Co. (a major auto transport fleet) to
supply parts for their trucks, and are also a Bendix dealer. All 85 Refuse trucks and various
other heavy-duty vehicles in the City's fleet use Bendix air brake valves and related parts.
City Attorney Review:
Supporting Documents:
Fairview Pricing Letter 2013 (PDF)
Fairview Ford select source 2013 (PDF)
reso 2481 (PDF)
Updated: 6/11/2013 by Richard D.Luczak �P � 3
2009-296
• ATTACHMENT
Fairview Ford Sales, Inc.
P.O.Box 3516
SAN BERNARDINO,CAUR 92412
Telephone(909)884-9261
MAY 5, 2013
City of San Bernardino
182 South Sierra Way
San Bernardino,CA 92408
Re: Parts Pricing Structure for the City of San Bernardino a
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To Whom It May Concern: ?:
Outlined below is your current pricing structure for parts purchased from Fairview Ford's parts
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department.
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NAs of January 2009,we changed your discount from list less 25%to dealer cost plus 10%in order to
comply with your request for an additional 5%discount. Previously you were receiving a 25%discount M
off of Dealer List price. c
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As an example,a part purchased from our parts department with a list price of$16.00 would be r
discounted as follows:
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Ford List Dealer Cost List-25% Cost+10% .2
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16.00 10.00 12.00 11.00 a
3
As shown in the example above your new discount schedule exceeds the additional 5%discount called
for in the request. Pricing is subject to change in accordance with the current Ford Motor Company u
Price List. Ford Motor Company adjusts their price list on a quarterly basis. All pricing is based on the U-
current price list in effect at the time of purchase. _
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We value your business and we look forward to continuing to serving your Ford Lincoln/Mercury parts
needs. If you have any questions you may contact us at the phone number listed above. Or,if you .2
prefer,you may contact us via email at parts@fairviewford.com.
Thank You for your Business,
Sincerely, 6A0U-WA-#CJ C M•
Don Barman,Parts Manager
Fairview Ford Parts Department
Packet Pg. 214
5.M.b
.. R CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
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TO: Purchasing Division
FROM: Leon Schrader
DATE: May 29, 2013
SUBJECT: Justification of a Selected Source Purchase for: The purchase of factory and
specific Ford parts and renewal of Purchase Order 2013-0000088.
Definition.A purchase of a commodity or service without obtaining competitive bids, although more o
than one source is available. 3
2
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A Selected Source purchase for Fairview Ford Sales Incorporated is justified because... co
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1. Fairview Ford Sales Incorporated is the only local Ford dealership in the City of San Bernardino M
that maintains sufficient parts inventories to support the City's fleet operations. N
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2. They specialize in Police Interceptor parts to support the City's Police Department. o
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3. Fairview Ford Sales discount schedule exceeds the City's request for a 5 percent discount. Staf
currently receives dealer cost plus 10 percent. All pricing is based on the current Ford Moto y
Company price list in effect at the time of purchase. o
LL
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X (Print Name) C E
Depa en ead (or Designee) Signature
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New Requisition #
Revised 01/04/10 drm
Packet Pg. 215
5.M.c
1 RESOLUTION NO.
2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING THE ISSUANCE OF AN ANNUAL
4 PURCHASE ORDER IN THE AMOUNT OF $116,000 TO FAIRVIEW FORD SALES
INCORPORATED OF SAN BERNARDINO FOR SPECIFIC FORD PARTS AND
5 SUPPLIES TO SUPPORT THE CITY'S LIGHT AND HEAVY VEHICLE FLEET.
6
7 WHEREAS, Fairview Ford Sales Incorporated is the only authorized dealership for
8 factory Ford parts in the City of San Bernardino.
9 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
10 CITY OF SAN BERNARDINO AS FOLLOWS:
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11 SECTION 1. The Director of Finance or his/her designee is hereby authorized
12
to issue an Annual Purchase Order to Fairview Ford to purchase parts and supplies, U-
13
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14 for a total amount not to exceed $116,000 for FY 2013/2014.
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15 SECTION 2. The Purchase Order shall reference this Resolution No. and shall N
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16 read, "for Ford manufactured parts and service, $116,000 for FY 13-14."
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Packet Pg. 216
5.M.c
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE ISSUANCE OF AN ANNUAL
2 PURCHASE ORDER IN THE AMOUNT OF $116,000 TO FAIRVIEW FORD SALES
INCORPORATED OF SAN BERNARDINO FOR SPECIFIC FORD PARTS AND
3 SUPPLIES TO SUPPORT THE CITY'S LIGHT AND HEAVY VEHICLE FLEET.
4
5
6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
.
7 Common Council of the City of San Bernardino at a meeting thereof,held
8 on the day of ,2013,by the following vote,to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10
MARQUEZ 0
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11
3
JENKINS
12 it
M
UM
13 VALDIVIA
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14 SHORETT
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15 KELLEY N
0
16 JOHNSON d
17
MCCAMMACK
18
19 a
20 Georgeann Hanna, City Clerk
21 The foregoing resolution is hereby approved this day of
22 , 2013.
23
Patrick J. Morris,Mayor
24 City of San Bernardino
25 Approved as to Form:
26 By:
Jam . Penman, City Attorney
27
28
Fftc6ffj.-217
5.M.c
2009-296
. ATTACHMWNT
Fairview Ford Saes, Inc.
P.O.BOX 5516
SAN BERNARDINO,CALIF.82412
Telophoftie(909)684,9261
�r
MAY 5, 2013
City of San Bernardino
182 South Sierra Way
San Bernardino,CA 92408
Re: Parts Pricing Structure for the City of San Bernardino
To Whom it May Concern:
Outlined below is your current pricing structure for parts purchased from Fairview Ford's parts o
u_
department. 3
a�
As of January 2009,we changed your discount from list less 25%to dealer cost plus 10%in order to
comply with your request for an additional 5%discount. Previously you were receiving a 25%discount u-
off of Dealer List price.
oo
As an example,a part purchased from our parts department with a list price of$16.00 would be
discounted as follows: Co
N
Ford List Dealer Cost List-25% Cost+10% y
16,00 10.00 12.00 11.00
u
As shown in the example above your new discount schedule exceeds the additional 5%discount called
for in the request. Pricing is subject to change in accordance with the current Ford Motor Company
Price List. Ford Motor Company adjusts their price list on a quarterly basis. Ail pricing is based on the a
current price list in effect at the time of purchase. Q
We value your business and we look forward to continuing to serving your Ford Lincoln/Mercury parts
needs. if you have any questions you may contact us at the phone number listed above. Or,if you
prefer,you may contact us via email at parts@fairviewford.com.
Thank You for your Business,
Sincerely, /
Don Barman,Parts Manager
Fairview Ford farts Department
Packet Pg. 218