HomeMy WebLinkAbout26-Public Services
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 March 27, 2006
OR\G\~P\L
Meeting Date: April 17, 2006
Synopsis of Previous Council Action
Reso 99-215 8/16/99 Annual Purchase Order - $64,260
Reso 2000-88 4/17/00 Increase PO by $21,000 -2 single year options
Reso 2003-186 7/07/03 Annual PO - three single year renewal options
Reso 2005-174 6/20/05 Annual PO with increase of $26,000
Recommended Motion:
Motion #1: Adopt resolution
Motion #2: Authorize the Director of Finance to amend the FY 05/06 Fleet and Police
budg~ts as discussed in this staff report to reflect the additional $10,000 in supplies and
part' oo~,. ~..
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Signa
Contact person Don Johnson, Fleet Manager Phone: 5220
Supporting data attached: Staff Report Ward: All
FUNDING REQUIREMENTS: Amount: $10,000
Source: 635-341-5111
Materials & Supplies
Finance:
Council Notes: _RfCf). # D..DDLlI')
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Agenda Item No. J to
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 June 20, 2005 the Mayor and Common Council approved Resolution 2005-174
authorizing $116,000 for an annual purchase order to Fairview Ford of San Bernardino.
The Public Services Department, Fleet Division is requesting an increase of $10,000 to
the purchase order, for a total amount not to exceed $126,000. Due to the increased
Police patrol overtime and increased use of vehicles, the additional wear and tear on
the Police vehicle fleet has impacted maintenance and operation costs. These two
unforeseen situations make it necessary for Fleet to request this increase.
Financial Impact:
A budget amendment of $10,000 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 the expenditures are charged back to city departments based on
their related usage. These charges will ultimately be charged back to the Police
Department as they are directly related to the Police patrol operations, so the Police
budget will also be amended accordingly.
Recommendation:
1.) Adopt resolution;
2.) Authorize the Director of Finance to amend the FY 05/06 Fleet and Police
budgets as discussed in this staff report to reflect the additional $10,000 in
supplies and parts costs.
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16 No.
RESOLUTION NO.
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 $126,000 beginning in
Fiscal Year 2005/2006.
SECTION 2. The Purchase Order shall reference this Resolution No. 2006-
and shall read, "Service and materials for City's light vehicle fleer, P.O.
,not to exceed $126,000", and shall incorporate the terms and conditions of
the Contract, which is on file in the City Clerk's Office.
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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I
II March 29, 2006
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I
II
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.
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:
JAMES F. PENMAN,
City 4~orney ,
. 'j /), /
By. . .,C 1,,-,, ..,.. .'.'..h/....--..
/1
/ /
(_/
March 29, 2006
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~ Item # d (P
Vote: Ayes \ -1 Nays -&-
Resolution # cJDob... U3
Abstain -f!J- Abse~
Change to motion to amend original documents D
Companion Resolutions
Null/Void After: days /
Resolution # On Attachments: D
(;J 0 daf () P)i
T(;'{ ~ ,U _
Note on esolution of attachment stored separately: D
PUBLISH D
POST D
RECORD W/COUNTY D
By:
Date Sent to Mayor: 1../--1 ?S.- 00
Date of Mayor's Signature: ~~~
Date of Clerk/CDC Signature: I I (p
Reso. Log Updated: ~
Seal Impressed: JQ
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
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EDA
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Information Services
Parks & Recreation
~ ~olice Department
Public Services
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City Administrator
City Attorney
Code Compliance
Development Services
Facilities
Finance
Fire Department
Human Resources
Others:
Notes: cR-e ~ ~ r. b.1D m~
ReadYtoFile~ Date:~
Revised 12/18/03