HomeMy WebLinkAbout21-Public Services
.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
OR\G\NAL
Subject: Resolution authorizing the
increase of an annual purchase order,
with three (3) single year renewal
options, to Arata Equipment Co. for the
purchase of specific equipment parts
and supplies for the Public Services
Refuse fleet utilized by the Public
Services Department Fleet Division.
From: Ken Fischer, Director
Dept: Public Services
Date March 24, 2006
Meeting Date: April 17, 2006
Synopsis of Previous Council Action
Recommended Motion:
Motion #1: Adopt resolution
Motion #2: Authorize the Director of Finance to amend the FY 05/06 Fleet and Refuse
budgets as discussed in this staff report to reflect the additional $40,000 in supplies and
parts costs. h ~ ./
Signature
Contact person Don Johnson, Fleet Manager
Phone: 5220
Supporting data attached: Staff Report
Ward: All
FUNDING REQUIREMENTS:
Amount: $40,000
Source: 635-341-5111
Materials and Supplies
Finance:
Council Notes:
RfSO. d-OUb- (0 ~
lJ II 7 J OlJ
Agenda Item No. ~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution of the Mayor and Common Council of the City of San Bernardino
authorizing the execution of an increase to an annual purchase order, with three (3)
single year renewal options, to Arata Equipment for the purchase of specific Labrie
equipment parts and supplies utilized by the Public Services Fleet Division.
Background:
The City Fleet Division has thirty-four (34) Labrie refuse trucks, which includes twenty-
eight (28) automated side loaders and six (6) front loaders. Arata Equipment is the
authorized dealership that furnishes specific equipment parts and supplies for the
Refuse fleet; therefore, it is considered a sole source supplier. An assessment by staff
found no local vendors authorized to supply Labrie parts and supplies.
During FY2005/2006 Annual Purchase Order No. 206061 was issued to Arata
Equipment for $60,000. Due to the closure of the Colton landfill and staffing shortages
the Refuse trucks have been used at a rate much higher than originally expected. The
Fleet Division projects that an additional $40,000 is needed to cover costs for
FY2005/2006. Therefore, an increase of $40,000 to the annual Purchase Order is
requested, for a total amount not to exceed $100,000.
Financial Impact:
A budget amendment of $40,000 increasing Fleet's materials and supplies expenditure
account is requested (635-341-5111). Because the Fleet Fund operates as an "internal
service fund" all of Fleet's expenditures are charged back to city departments based on
related usage. These charges will ultimately be charged back to the Refuse Fund as
they are directly related to the Refuse operation, so the Refuse budget will also be
amended accordingly.
Recommendation:
1.) Adopt resolution;
2.) Authorize the Director of Finance to amend the FY 2005-06 Fleet and Refuse
budgets as discussed in this staff report to reflect the additional $40,000 in
supplies and parts costs.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN INCREASE TO AN
ANNUAL PURCHASE ORDER, WITH THREE (3) SINGLE YEAR RENEWAL
OPTIONS, TO ARATA EQUIPMENT FOR THE PURCHASE OF SPECIFIC LABRIE
EQUIPMENT PARTS AND SUPPLIES UTILIZED BY THE PUBLIC SERVICES.
FLEET DIVISION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Arata Equipment IS a sole source provider of specific
equipment parts and supplies for the Refuse Division fleet; pursuant to this
determination the Purchasing Manager is hereby authorized to issue an increase of
$40,000 to the annual purchase order to Arata Equipment in an amount not to exceed
$100,000 for FY200S/2006, with three (3) single year renewal options.
SECTION 2. The Purchase Order shall reference this Resolution No.2006-_
and shall read, "P.O. No.
, not to exceed $100,000 for Labrie refuse
truck parts and equipment".
SECTION 3. The authorization to issue the above referenced Purchase Order
is rescinded if not issued within sixty (60) days of the passage of this resolution.
III
III
III
III
III
III
III
III
'1( 0 . :<'1
1///1/0?
March 27.. 2006
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
. 22
23
24
25
26
27
28
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN INCREASE TO AN
ANNUAL PURCHASE ORDER, WITH THREE (3) SINGLE YEAR RENEWAL
OPTIONS, TO ARATA EQUIPMENT FOR THE PURCHASE OF SPECIFIC LABRIE
EQUIPMENT PARTS AND SUPPLIES UTILIZED BY THE PUBLIC SERVICES
FLEET DIVISION.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
, 2006, by the
day of
following vote, to wit:
Council Members:
NAYS
ABSTAIN ABSENT
AYES
ESTRADA
BAXTER
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2006.
day of
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAM![:S F. PENMAN,
City' ttorney }
By::#,1 /'--1
/'
/ I
I J
1/
March 27. 2006
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date AdoPted):~ Item # ~\
Vote: Ayes \ -'\ Nays D
Resolution# dDOb-I08
Abstain -0- Absent 15-
Change to motion to amend original documents D
Companion Resolutions
Null/VoidAfter: days/ GD~l1jA-+6(~fD
Resolution # On Attachments: D ~ution of attachment stored separately: D
PUBLISH D
POST D
RECORDW/COUNTY D
By:
Date Sent to Mayor: D'-f - II?- o?J
Date of Mayor's Signature: L{ r f DCp
Date of Clerk/CDC Signature: ,. 100 f CXo
I f
Reso. Log Updated: A
Seal Impressed: ~
Reso. # on Staff Report ~
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent:
Date Returned:
2nd Reminder Letter Sent:
Not Returned: D
Request for Council Action & Staff Report Attached: Yes No By_
Updated Prior Resolutions (Other Than Below): Yes No By_
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes No By_
Updated CDC Personnel Folders (5557): Yes No By_
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes No By_
Copies Distributed to:
Animal Control D
City Administrator D
City Attorney la.
Code Compliance D
Development Services D
Others:
EDA
D Information Services
D Parks & Recreation
~ JJL{5~ Police Department
D Public Services
D Water Department
V ~ J) l'M.l fA.i It- fJp &zD..J
D
D
D
I'iJ~W~
D
Facilities
Finance
Fire Department
Human Resources
Notes:
\le%\i~ ~ / r. b
Ready to File!.
Date:~
Revised 12/18/03