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t ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Ken Fischer, Director
Subject: A resolution authorizing an
increase to an Annual Purchase Order
to Fairview Ford for services and
materials to support the City's light
vehicle fleet.
Dept: Public Services
Date May 31, 2005
Meeting Date: June 20, 2005
Reso 99-215
Reso 2000-88
Reso 2003-186
8/16/99
4/17100
7107103
Annual Purchase Order - $64,260
Increase PO by $21,000 -2 single year options
Annual PO - three single year renewal options
Recommended Motion:
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Adopt resolution
Contact person Don Johnson, Fleet Mgr.
Phone: 5220
Supporting data attached:
Ward: All
FUNDING REQUIREMENTS:
Amount: $116,000
Source:
$110,000
635-341-5111
Materials & Supplies
$6,000
635-341-5173
Outside Vehicle Maintenance
Finance:
Co~" Notes:
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Agenda Item No. 3s-'
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing an increase to an Annual Purchase Order, to Fairview Ford for
services and materials to support the City's light and heavy vehicle fleet.
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 dealership in the City of San Bernardino and maintains sufficient parts inventories
to support the City's fleet operations.
On July 7,2003 the Mayor and Common Council approved Resolution 2003-186
authorizing $90,000 for an annual purchase order with three single year renewal
options, to Fairview Ford of San Bernardino.
The Public Services Department, Fleet Division is requesting an increase of $26,000 to
the purchase order, for a total amount not to exceed $116,000. Due to our Bendix air
brake parts supplier (Jack Horner Co.) being bought out by a larger company, Fleet has
had to find another supplier of Bendix parts. 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. Also, Ford Motor Co. has
changed the brake caliper and pad size to accommodate the new larger 17 -inch wheels
on the Crown Victoria Police units, these two unforeseen situations make it necessary
for Fleet to request this increase. Fleet is requesting authorization to exercise the
second year renewal option for this purchase order.
Financial Impact:
Funds for this purchase order are contained in the Public Services Department, Fleet
Division Fiscal Year 2005/2006 Budget, Account No. 635-341-5111 Materials &
Supplies, in the amount of $110,000 and Account No. 635-341-5173 Outside Vehicle
Maintenance, in the amount of $6,000.
Recommendation:
Adopt resolution.
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RESOLUTION NO.
~~fY
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE TO AN ANNUAL PURCHASE
ORDER TO FAIRVIEW FORD, FOR SERVICES AND MATERIALS TO SUPPORT
THE CITY'S LIGHT VEHICLE FLEET.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Fairview Ford, provides services and materials to support the
City's light vehicle fleet, and is the preferred supplier of Ford factory authorized
materials and service. Pursuant to this determination, the Purchasing Manager is
hereby authorized to issue an increase to an Annual Purchase Order," to Fairview
Ford, for service and materials in an amount not to exceed $116,000 beginning in FY
2005-2006.
SECTION 2. The Purchase Order shall reference this Resolution No. 2005-
and shall read, "Service and materials for City's light vehicle f1eetW, P.O.
No. , not to exceed $116,000", and shall incorporate the terms and conditions of
the Contract, which is on file in the City Clerk's Office.
SECTION 4. The authorization to execute the above referenced Purchase
Order is rescinded if not issued within sixty (60) days of the passage of this resolution.
III
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June 13. 2005
No.'~
fD'U> 105
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE TO AN ANNUAL PURCHASE
ORDER TO FAIRVIEW FORD, FOR SERVICES AND MATERIALS TO SUPPORT
THE CITY'S LIGHT VEHICLE FLEET.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
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6
7
8
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Mayor and Common Council of the City of San Bernardino at a
day of
meeting thereof, held on the
, 2005, by the
following vote, to wit:
AYES
NAYS
ABSTAIN ABSENT
Council Members:
10 ESTRADA
11 LONGVILLE
12 MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2005.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By: L1tz~',""",~ ?
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June 13. 2005
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
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NulllVoid After: (QtO days /
Resolution # On Attachments: 0
RESOLUTION AGENDA ITEM TRACKING FORM
./
Meeting Date (Date Adopted): _(PIJ'V'O ~ Item#? ~
Vote: Ayes . { Nays
Change to motion to amend original documents 0
Y'lq,O(
Resolution #
)lJfJ 5' 0# /7 Lf
Abstain
Absent
Companion Resolutions
PUBLISH 0
Note on Resolution of attachment stored separately: 0
By:
Ii
Date Sent to Mayor:
Date of Mayor's Signature:
Date of Clerk/CDC Signature:
Reso. Log Updated: ~ /
Seal Impressed: 0'
Date Memo/Letter Sent for Signature:
151 Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Not Returned: 0
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YesL' No
By_
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NO~./'By=
No_yY-_
N~ By_
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders{6413, 6429, 6433,10584,10585,12634):
f.,co
Updated CDC Personnel Folders (5551):
,"
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes
Yes
Yes
Yes
Copies Distributed to:
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~ Animal Control 0 EDA 0 Information Services 0
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..' City Administrator ~ Facilities ~ Parks & Recreation V
City Attorney Finance Police Department
Code Compliance 0 Fire Department 0 Public Services
Development Services 0 Human Resources 0 Water Department 0
Others:
Notes:
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Ready to File: ~
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Date: -::J / [I'" e ~
Revised 12/18/03