HomeMy WebLinkAbout22-Public Services
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date March 24, 2006
Subject: A resolution authorizing an
increase to an Annual Purchase Order
to POMA Distributing Company, Inc. for
automotive, heavy truck and heavy
equipment lubricants.
From: Ken Fischer, Director
Dept: Public Services
OR\G\NAL
Meeting Date: April 17, 2006
Synopsis of Previous Council Action
2000-201 adopted July 10, 2000 Annual PO $30,000
2001-216 adopted July 9,2001 -Annual PO $40,000
2003-133 adopted June 16, 2003 Annual PO $40,000 - with four single year
renewal options.
2005-176 adopted June 20, 2005 Annual PO $50,000
Recommended Motion:
Motion #1: Adopt Resolution
Motion #2: Authorize the Director of Finance to amend the FY 05/06 Fleet budget as
discussed in this staff report to reflect the additional $10,000 in lubri ts costs.
7
Contact person Don Johnson, Fleet Manager
Phone: 5220
Supporting data attached: Staff Report
Ward: All
Source:
$10,000
635-341-5113
Lubricants
FUNDING REQUIREMENTS:
Amount:
Finance:
Council Notes: RfSD, J OOI.o-I..DQ
IJII1Jo~
Agenda Item No. ~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing an increase to an Annual Purchase Order, to POMA
Distributing Company, Inc. for automotive, heavy truck and heavy equipment lubricants.
Background:
POMA Distributing Company Inc. is the vendor supplying automotive, heavy truck and
heavy equipment lubricants to the City of San Bernardino, Fleet Division. On June 16,
2003 the Mayor and Council approved Resolution 2003-133, authorizing $40,000 for an
annual purchase order, with four single year renewal options, to POMA Distributing
Company, which had submitted the lowest price on Bid No. F-04-07.
The Public Services Department, Fleet Division staff is requesting an increase of
$10,000 to the purchase order, for a total amount not to exceed $60,000. This increase
is needed due to higher fuel prices resulting in increased transportation costs for
delivery, and a projected price increase of (8%) for petroleum products beginning in
April 2006. Also, fuel consumption for both the Refuse and Police fleets is at a higher
rate than originally expected. POMA has been furnishing equipment lubricants to the
City of San Bernardino satisfactorily for over nine years.
Financial Impact:
A budget amendment of $10,000 increasing Fleet's Fuel and Lubricants expenditure
account is requested (635-341-5113). 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 appropriate
departments based on their usage.
Recommendation:
1.) Adopt resolution;
2.) Authorize the Director of Finance to amend the FY 05/06 Fleet budget as
discussed in this staff report to reflect the additional $10,000 in lubricants costs.
S'fa.jj fltJd
~ D rlJ<
~/I / p?
9
10
11
12
13
14
15
16
17
18
19
20
21
. 22
23
24
25
26
27
28
1
2
3
4
5
6
7
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE OF AN ANNUAL PURCHASE
ORDER TO POMA DISTRIBUTING COMPANY, INC., FOR AUTOMOTIVE, HEAVY
TRUCK AND HEAVY EQUIPMENT LUBRICANTS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That POMA Distributing Company, Inc. provides lubricants for
8 automotive, heavy truck and heavy equipment. Pursuant to this determination, the
Purchasing Manager is hereby authorized to issue an increase to the Annual Purchase
Order, to POMA Distributing Company, Inc., in an amount not to exceed $60,000
beginning in Fiscal Year 2005/2006.
SECTION 2. The Purchase Order shall reference this Resolution No. 2005-
and shall read, "Automobile, truck, and heavy equipment lubricants, P.O.
not to exceed $60,000", and shall incorporate the terms and conditions of the Contract.
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.
1/1
1/1
III
//1
III
III
III
March 27. 2006
'1lo.22-
11/1/Jt
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
1
2
3
4
5
6
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE OF AN ANNUAL PURCHASE
ORDER TO POMA DISTRIBUTING COMPANY, INC., FOR AUTOMOTIVE, HEAVY
TRUCK AND HEAVY EQUIPMENT LUBRICANTS.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
7 meeting thereof, held on the
8 following vote, to wit:
day of
, 2006, by the
9 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:
JAMES F. PENMAN,
City Attorney
1
. i ~1
BY~-1<<? "}~".., -;2. ..<~: ;).1..-<,,<-----
/,,/- ./
I /
March 2"(. 2006
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~ Item # J-d-- Resolution # d-QOb.-/O C1
Vote: Ayes 1-1 Nays~ Abstain---G- Absent~
Change to motion to amend original documents D Companion Resolutions
NullNoid After: days I ~O ct r1~{ ~ 0
Resolution # On Attachments: D Note onGtesolution :f atta~hment stored separately: D
PUBLISH D
POST D
RECORD W/COUNTY D
By:
Date Sent to Mayor: D</-- I '? - Db
Date of Mayor's Signature: !L/;L() J Ofp
Date ofClerklCDC Signature: t{!J-I)/ ()(p
Reso. Log Updated: ~
Seal Impressed: ~
Reso. # on Staff Report ~
Date MemolLetter 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
City Administrator
City Attorney
Code Compliance
Development Services
Others:
D
D
A
D
D
EDA
D
D
Information Services
Parks & Recreation
D
D
D
~ ll~.~
D
Facilities
Finance
~ 0\ C op.D.d'olice Department
D f. Public Services
D ~ Water Department
V VlWiA~.. ~ [J.p ~ 0..-
,
Fire Department
Human Resources
Notes:
~9J\l1~ ~ ~,D, ~D Qo l~((
Ready to File: ~
Date: ~-11-
Revised 12/18/03