HomeMy WebLinkAbout27- Public Service Department CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill,Director Subject: A Resolution authorizing an increase in the
Annual Purchase Order to Fairview Ford for materials
Dept: Public Services Department and services to support the City's light vehicle fleet.
Date: April 5, 2000 Nh;i i I �A L
Council Date: April 17, 2000
Synopsis of Previous Council Action
December 1, 1997 Adopted Resolution 97-351
July 8, 1998 Adopted Resolution 98-182
April 19, 1999 Adopted Resolution 99-73
August 16, 1999 Adopted Resolution 99-215
Recommended Motion:
Adopt resolution OIX
Lynn Merrill
Contact person: Don Johnson,Acting Fleet Manager Phone: 384-5220
Supporting data attached: Staff Report,Resolution Ward: All
FUNDING REQUIREMENTS:
Amount: $21,000
Source: 635-341-5111 $17,500
Materials&Supplies
635-341-5173 $ 3,500
Outside Vehicle Maintenance
Finance
Council Notes:
Agenda Item No.�
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUB ECT
A Resolution authorizing an increase in the Annual Purchase Order to Fairview Ford for materials and
services to support the City's light vehicle fleet.
BACKGROUND
The City's fleet contains over two hundred seventy-six (276) Ford Motor products. Generally, all Ford
dealerships offer similar pricing for parts and services. Fairview Ford is the only Ford dealership in the City of
San Bernardino and it maintains sufficient parts inventory to support the City's fleet operations. Fairview
Ford's close proximity to the City's fleet maintenance garage is an important factor as getting parts quickly
reduces vehicle downtime. Actual expenditures fluctuate from year to year based on equipment malfunctions,
availability requirements, and inflationary increases to parts and service;therefore, approval is requested for
an increase of$21,000 in the Annual Purchase Order from$64,260 to $85,260 to Fairview Ford to provide
materials and services to support the City's light vehicle fleet.
Fairview Ford is the only Ford dealership in the City. As such, the Public Services Department is requesting
that the Purchasing Manager be authorized to exercise two additional option years for the annual purchase
order to this vendor.
FINANCIAL IMPACT
Funds for these purchase orders are contained in the Public Services Department, Fleet Division Fiscal Year
`99/00 budget. Through March 28, 2000, the Fleet Division has expended$66,210.80 to this vendor
including$14,114.43 in short purchase orders and City Hall purchase orders. Funds for these purchase order
increases were added to the Fleet Division Budget by the Mid-Year Budget Amendments Fiscal Year 1999-
2000, as adopted by the Mayor and Common Council on March 20, 2000.
RECOMMENDATION
It is recommended that the Mayor and Common Council adopt the resolution authorizing the Purchasing
Manager to increase the Annual Purchase Order to Fairview Ford for a "not to exceed" limit of$85,260 for
service and materials in support of the City's light vehicle fleet.
1
COPT
1 Resolution No.
2
A RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN
3 INCREASE IN THE ANNUAL PURCHASE ORDER TO FAIRVIEW FORD FOR
MATERIALS AND SERVICES TO SUPPORT THE CITY'S LIGHT VEHICLE FLEET
4 TO BE UTILIZED BY THE FLEET DIVISION OF THE PUBLIC SERVICES
5 DEPARTMENT.
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
7
8 SECTION 1. That Fairview Ford is the preferred supplier of Ford factory authorized
9 materials and service; that the annual purchase order be increased by$21,000 to a "not to exceed"
10 amount of$85,260. Pursuant to this determination, the Purchasing Manager is hereby authorized
11 and directed to increase the Annual Purchase Order by$21,000 to said Fairview Ford for service
12 and materials.
13 SECTION 2. That the Purchasing Manager is hereby authorized to exercise two
14 additional option year renewals of this purchase order.
15 SECTION 3. The authorization to execute the above referenced is rescinded if a purchase
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17 order is not issued within sixty(60) days of the passage of this resolution.
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Apri 5,2000
1 A RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN
2 INCREASE IN THE ANNUAL PURCHASE ORDER TO FAIRVIEW FORD FOR
MATERIALS AND SERVICES TO SUPPORT THE CITY'S LIGHT VEHICLE FLEET
3 TO BE UTILIZED BY THE FLEET DIVISION OF THE PUBLIC SERVICES
DEPARTMENT.
4
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof, held on
7 the day of , 2000, by the following vote,to wit:
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9 Council Members: Ayes Nays Abstain Absent
10 ESTRADA
11 LIEN
12 McGR-4MS
13 SCHNETZ
14 SUAREZ
15 ANDERSON
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MCCAMMACK
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19 City Clerk
20 The foregoing resolution is hereby approved this day of
21 , 2000.
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23
Judith Valles,Mayor
24 City of San Bernardino
Approved as to form and
25 Legal conte
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James F. e City orn
j
27 BY:
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April 5,2000 2