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RESOLUTION(ID#3104) DOC ID: 3104 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Mickey Valdivia M/CC Meeting Date: 05/05/2014
Prepared by: Demetra Moore, (909) 384-5233
Dept: Parks, Recreation&Community Ward(s): All
Services
' Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Director of Administrative Services to Perform a Budget Transfer of$39,900 from Account No.
001-380-0072-5506 Landscape Contracts to Account No. 001-380-0072-5111 Materials and
Supplies and to Increase Purchase Order No. 2014-0000-0623 by $39,900 to Ewing Irrigation
Products, Inc. for Irrigation Supplies for the Parks Maintenance Division. (#3104)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $39,900
Account No. 001-380-0072-5506 (Landscape Contracts)-Transfer from; 001-380-0072-5111
(Materials & Supplies)-Transfer to
Account Description: Transfer of$39,900 from Landscape Contracts to Materials& Supplies
account
Balance as of April 15, 2014: 001-380-0072-5506 (Landscape Contracts): $39,900; 001-380-
0072-5111 (Materials& Supplies): $33,555.14
Balance after approval of this item: 001-380-0072-5506 (Landscape Contracts): 0.00; 001-380-
0072-5111 (Materials& Supplies): $228,700 -Approximately$39,900 shall be encumbered for
irrigation supplies with Ewing Irrigation Products, Inc.
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:
No prior action taken.
Background:
The Parks, Recreation, and Community Services Department(hereinafter "Parks Department") is
requesting an increase to purchase order 2014-0000-0623 in the amount of$39,900 with Ewing
Irrigation Products, Inc., (hereinafter "Ewing"). The Parks Maintenance Division has
experienced an influx in irrigation repairs and therefore, identified a need for additional irrigation
supplies. Proposed appropriated funding will be allocated to the Parks Maintenance Division's
materials and supplies object item. The Parks Maintenance Division currently has a remaining
Updated:4/30/2014 by Jolena E.Grider B Packet Pg. 186
3104
balance of$39,900 in the landscape contracts account; the Parks Department is proposing to
transfer unexpended funding from the landscape contracts account and appropriate such funding
into the annual purchase order with Ewing.
The Parks Department has utilized Ewing on a consistent basis for several years for the purchase
of irrigation supplies. For fiscal year 2013-14, the Parks Maintenance Division solicited quotes
for irrigation supplies and Ewing provided the lowest and best quote. As a result, the Parks
Department awarded an annual purchase order to Ewing in the amount of$24,900 for fiscal year
2013-14. The initial annual purchase order appropriated funding in the following divisions:
Soccer Complex, Cemetery and Parks Maintenance Division.
Municipal Code 3.04 requires Council approval for purchase orders or change order requisitions
over the threshold of$24,999. The requested additional appropriation for the Parks Maintenance
Division will increase the existing purchase order to $64,800. Council approval is requested.
City Attorney Review:
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Supporting Documents:
reso 3104 (PDF)
Ewing-Original Purchase Order (PDF)
Updated:4/30/2014 by Jolena E.Grider B Packet Pg. 187
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MEL-
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE DIRECTOR OF ADMINISTRATIVE
3 SERVICES TO PERFORM A BUDGET TRANSFER OF $39,900 FROM ACCOUNT
4 NO. 001-380-0072-5506 LANDSCAPE CONTRACTS TO ACCOUNT NO. 001-380-
0072-5111 MATERIALS AND SUPPLIES AND TO INCREASE PURCHASE ORDER
5 NO. 2014-0000-0623 BY $39,900 TO EWING IRRIGATION PRODUCTS, INC. FOR
6 IRRIGATION SUPPLIES FOR THE PARKS MAINTENANCE DIVISION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
7 SAN BERNARDINO AS FOLLOWS:
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SECTION 1. That the Director of Administrative Services is hereby authorized and L-
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directed to perform a budget transfer of$39,900 from Account No. 001-380-0072-5506
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Landscape Contracts to Account No. 001-380-0072-5111 Materials and Supplies; and v,
12 SECTION 2. That the Director of Administrative Services is hereby authorized and
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13 directed to increase Purchase Order No. 2014-0000-0623 by $39,900 to Ewing Irrigation o
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Products, Inc. for Irrigation Supplies for the Parks Maintenance Division; and
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SECTION 3. This policy shall take effect immediately upon adoption of this N
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17 Resolution.
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FPaclket Pg. 188 y
5.L.a
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE DIRECTOR OF ADMINISTRATIVE
2 SERVICES TO PERFORM A BUDGET TRANSFER OF $39,900 FROM ACCOUNT
NO. 001-380-0072-5506 LANDSCAPE CONTRACTS TO ACCOUNT NO. 001-380-
3 0072-5111 MATERIALS AND SUPPLIES AND TO INCREASE PURCHASE ORDER
4 NO. 2014-0000-0623 BY $39,900 TO EWING IRRIGATION PRODUCTS, INC. FOR
IRRIGATION SUPPLIES FOR THE PARKS MAINTENANCE DIVISION.
5 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
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and Common Council of the City of San Bernardino at a meeting thereof, held
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8 on the day of , 2014, by the following vote,to wit: o
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9 Council Members: AYES NAYS ABSTAIN ABSENT o
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MARQUEZ L
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11 BARRIOS 3
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VALDIVIA
13 �-� o
SHORETT
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15 NICKEL a
16 JOHNSON a
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17 MULVIHILL
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19 Georgeann Hanna, City Clerk o
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20 The foregoing resolution is hereby approved this day of ,2014. U)
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23 R. Carey Davis, Mayor
City of San Bernardino a
24 Approved as to Form:
25 Gary D. Saenz, City Attorney
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27 By: �� r
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Packet Pg. 189 ':
U) City of San Bernardino City of San Bernardino Purchase O
.� Parks Department — Parks Department No. 2014-00000623
201-B North E Street, Suite 301 0 201-B North E Street, Suite 301
o SAN BERNARDINO, CA 92401-1507 SAN BERNARDINO, CA 92401-1507 DATE 08/20/2013
PURCHASE ORDER NUMBER MUST APPEAR ON ALL INVOICES,
SHIPPERS,BILL OF LADING AND CORRESPONDENCE
VENDOR 16015- EWING IRRIGATION PRODUCTS INC
Reprint Purchase Order
DELIVER BY
n EWING IRRIGATION PRODUCTS INC SHIP VIA _
3441 E HARBOUR DR FREIGHT TERMS
m PHOENIX, AZ 85034 PAGE 1 of 1
ORIGINATOR: Barbara Sladek
REFERENCE # -a
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• DESCRIPTION
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20,000.0000 Each MATERIALS&SUPPLIES-PARKS Open 1.0000 $20,000.00 O
FY 13/14-ANNUAL PURCHASE ORDER FOR IRRIGATION
PARTS AND MISCELLANEOUS SUPPLIES FOR THE C1
PARKS DEPARTMENT,SOCCER COMPLEX AND L
PIONEER CEMETERY FOR THE PARKS,RECREATION
AND COMMUNITY SERVICES DEPARTMENT FOR THE _
PERIOD OF JULY 1,2013 THROUGH JUNE 30,2014 .3
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3,900.0000 Each MATERIALS&SUPPLIES-SOCCER COMPLEX Open 1.0000 $3,900.00 (D-
1,000.0000 Each MATERIALS&SUPPLIES-CEMETERY Open 1.0000 $1,000.00
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TOTAL DUE $24,900.00 S
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Special Instructions
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FY 13/14-ANNUAL PURCHASE ORDER FOR IRRIGATION PARTS AND SUPPLIES FOR THE PARKS, SOCCER COMP
AND CEMETERY FOR THE PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT FOR THE PERIOD OF Y
2013 THROUGH JUNE 30, 2014
Packet Pg. 190
This order is subject to the following terms and conditions
s:
IMPORTANT INVOICES MUST BE FORWARDED TO THE DEPARTMENT PLACING THIS ORDER
immediately upon delivery of articles or performance of services ordered hereon or unless otherwise indicated Invoices
must show on their face the number of this order,which appears in the upper right hand corner hereof, the name of the
department to which the goods were furnished;that the same covers complete or partial delivery or performance as the case
may be,and amount of prompt payment discount.
FREIGHT CHARGES, IF ALLOWED,MUST BE PREPAID AND ITEMIZED ON INVOICE.ALL PURCHASES
F.O.B.DELIVERY ADDRESS UNLESS OTHERWISE SPECIFIED ON PURCHASE ORDER.ALL ARTICLES OR
SERVICES FURNISHED PURSUANT TO THIS PURCHASE ORDER SHALL COMPLY WITH ALL CAL-OSHA
STANDARDS AND REGULATIONS AND ALL APPLICABLE GOVERNMENTAL LAWS AND ORDERS. c
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This Purchase Order is limited to the Terms and Conditions contained on the face and back hereof.Any;additional or
different terms in the seller's form are hereby deemed to be material alterations and notice of objection to them and o
rejection of them is hereby given. No variation in prices, quality, quantity, deliveries or specifications of this order, nor (-
automatic renewal of services or annual orders, irrespective of the wording ofsellees acceptance,will be effective without o
the written consent of the Purchasing Manager. .2
2. ALL PURCHASES F.O.B. DESTINATION DELIVERY ADDRESS UNLESS OTHERWISE SPECIFIED ON
PURCHASE ORDER.
{ 3. Packing lists must accompany each shipment showing our order number,description,part,number for each item and name w
of"Deliver to"department. L
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4. Shipments must be identified as"Partial"or"Complete". 0
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5. Material is subject to buyer's inspection and approval within a reasonable time after delivery;if specifications are not met eya
or if material is not approved,material may be returned at seller's expense.
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6. Send invoice promptly for each partial or complete shipment,showing our order number. o-
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7. Invoice each Purchase Order separately,in duplicate.
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8. In connection with any prompt payment discount specified on this order,time will be computed from the date of complete
delivery of articles or services as specified;or from the date correct invoices are received in the Finance Department if the d
latter date is later than the date of delivery.Payment is deemed to be made,for the purpose of earning the discount on the °
date of mailing the city warrant or check.
9. C.O.D.Shipments will not be accepted.
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10. Overshipments,unless specifically authorized by the Purchasing Manager will not be accepted. O
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H. Vendor shall supply all items, components, parts, processes, etc. as furnished and supplied as his "standard" article or
service and as so advertised,whether or not such items,components,parts,processes,etc.are specifically specified herein.
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12. All articles or services furnished pursuant to this purchase order shall comply with all CAL-OSHA standards and
regulations and all applicable governmental laws and orders.
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13• Ownership of all artwork,film,negatives,computer files,diskettes, CD Roms and other related media,whether supplied a�
by the City to Seller or produced for the City by the Seller for the fulfillment of this order,shall be retained by the City. c
Seller shall surrender all such materials to the City upon demand. 3
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14. TERMINATION-City reserves the right to terminate its obligations under this order or any part hereof if any delivery is �
not made within the time provided,or,if no time is specified,within a reasonable time,or if the material that is delivered
is not as specified. Such right shall be in addition to City's other legal rights, whether set forth in this order or not.
Acceptance of any part of the order shall riot bind City to accept future services or shipments,nor deprive it of the right to
stop performance of existing services or return goods already accepted.
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THE CITY OF SAN BERNARDINO WILL NOT BE RESPONSIBLE FORARTICLES OR SERVICES FURNISHED
OFFICIALS OR EMPLOYEES WITHOUT A PURCHASE ORDER SIGNED BYTHE P URCHASING MANAGER
OR HIS AUTHORIZED REPRESENTATIVE.
In submitting a bid to a public purchasing body,the bidder offers and agrees that if the bid is accepted,y g it will assign to the
purchasing body all rights,title,and interest in and to all causes of action it may have under any applicable Federal or State
Laws arising from purchases of goods,materials,or services by the bidder for sale to the Purchasing body pursuant to the
bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the
bidder.
Packet Pg. 191