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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date March 28, 2006
OR\G\Nf\L
Subject: Resolution authorizing the
increase of combined Annual Purchase
Orders, to Fleet Pride and McCray
Enterprises for heavy duty vehicle brake
and gear work, including purchase of
various related parts.
From: Ken Fischer, Director
Dept: Public Services
Meeting Date: April 17, 2006
Synopsis of Previous Council Action
Resolution 98-107 May 4, 1998
99-73 April 19, 1999
2000-202 July 10, 2000
2001-200 June 16, 2001
2004-222 July 6, 2004 combined annual PO two single renewals
2005-175 June 20,2005 combined annual PO -increase of $13,000
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 th ditional $26,000 in
service and parts costs.
Contact person Don Johnson, Fleet Manager
Phone: 5220
Supporting data attached:
Ward: All
FUNDING REQUIREMENTS:
Amount: $26,000
Source:
$6,000
635-341-5173
Outside Vehicle Maintenance
$20,000
635-341-5111
Materials and Supplies
Council Notes:
Finance:
Kf 50. if JDO&J- II ()-
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Agenda Item No. ~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
A resolution authorizing the increase of combined Annual Purchase Orders, to Fleet
Pride and McCray Enterprises for heavy-duty vehicle brake and gear work, including
purchase of various related parts.
BACKGROUND
On June 20,2005 the Mayor and Common Council approved Resolution 2005-175
authorizing $95,000 for combined annual purchase orders with two single year renewal
options, to Fleet Pride and McCray Enterprises.
Fleet Pride of Ontario, and McCray Enterprises of San Bernardino are the vendors that
supply heavy-duty brake and gear work, and various related parts to the City's Fleet of
heavy-duty trucks and equipment. The Public Services Department, Fleet Division staff
is requesting an increase of $26,000 to the combined annual purchase orders, for a total
amount not to exceed $121,000. This increase is needed due to the closure of the
Colton landfill and staffing shortages in the Refuse Division; these factors have
contributed to the Refuse trucks being used at a rate much higher than originally
projected.
FINANCIAL IMPACT
A budget amendment of $20,000 increasing Fleet's materials and supplies account is
requested (635-341-5111), also a budget amendment of $6,000 increasing Fleet's
outside vehicle maintenance account (635-341-5173) is requested. 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 05/06 Fleet and Refuse
budgets as discussed in this staff report to reflect the additional $26,000 in
materials and supplies and outside vehicle maintenance costs.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE INCREASE OF COMBINED ANNUAL
PURCHASE ORDERS, TO FLEET PRIDE AND MCCRAY ENTERPRISES FOR
HEAVY DUTY VEHICLE BRAKE AND GEAR WORK, INCLUDING PURCHASE OF
VARIOUS RELATED PARTS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Fleet Pride and McCray Enterprises provide heavy-duty
vehicle brake and gear work and other related services for the heavy equipment fleet.
Pursuant to this determination, the Purchasing Manager is hereby authorized to issue
an increase to the Annual Purchase Orders, to Fleet Pride and McCray Enterprises for
a combined total amount not to exceed $121,000 beginning in Fiscal Year 2005/2006.
SECTION 2. The Purchase Order shall reference this Resolution NO.2006-
and shall read, "P.O. No. , for heavy-duty brake and gear work, not
to exceed a combined total of $121,000" and shall incorporate the terms and
conditions of the Contract.
SECTION 3. The authorization to execute the above referenced Purchase
Order is rescinded if not issued within sixty (60) days of the passage of this resolution.
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II March 30. 2006
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE INCREASE OF COMBINED ANNUAL
PURCHASE ORDERS, TO FLEET PRIDE AND MCCRAY ENTERPRISES FOR
HEAVY DUTY VEHICLE BRAKE AND GEAR WORK, INCLUDING PURCHASE OF
VARIOUS RELATED PARTS.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
. 2006, by the
day of
meeting thereof, held on the
8 following vote, to wit:
9 Council Members:
AYES
NAYS
ABSTAIN ABSENT
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
()
By' .'/
. . r(( 1,\-(
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I
II March 30, 2006
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): t.f I J ~} / rx.fJ Item # J~ Resolution # dfJOro-/ / A.
Vote: Ayes J ~'/ I Nays ~ Abstain-,l:;). Absent D
Change to motion to amend original documents D
Companion Resolutions
Null/Void After: days / ~ M it PO",
Resolution # On Attachments: D Note on Resolution of attachment stored separately: D
PUBLISH D
POST D
RECORD W/COUNTY D
By:
Date Sent to Mayor: 04- - / X - 0Ce>
Date of Mayor's Signature: ~ 2.bj DClJ
Date ofClerk/CDC Signature: ~{8-()J 0(;
Reso. Log Updated: ~
Seal Impressed: ~
Reso. # on Staff Report 1\1
Date Memo/Letter Sent for Signature:
1" 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 .nl
Code Compliance D
Development Services D
Others:
EDA
D Information Services
D Parks & Recreation
~ d lbp-UD Police Department
D \ Public Services
D 11 Water Department
Veil I\)1A.~)A..J~ (ld~Q.,
D
D
D
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Facilities
Finance
Fire Department
Human Resources
Notes:
fD. to
Ready to File: L.bt--
Date:1P+-
Revised 12/18/03