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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date May 27, 2003
Subject: A resolution authorizing
execution of an Annual Purchase Order
with four single year renewal options, to
POMA Distributing Company, Inc. for
automotive, heavy truck and heavy
equipment lubricants.
From: Lynn Merrill, Director
Dept: Public Services
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Meeting Date: June 16, 2003
2000-201 adopted July 10, 2000 Annual PO $30,000
2001-216 adopted July 9,2001 - Annual PO $40,000
Recommended Motion:
Adopt Resolution.
.~
t2' .~ (, ir." ,^,-L~
Signature
Contact person Lynn Merrill, Director
Phone: 5140
Supporting data attached:
Ward:
All
FUNDING REQUIREMENTS:
Source:
$40,000
635-341-5113
Lubricants
Amount:
Finance:
Council Notes:
?k~'~2('03 ; 13S
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Agenda Item No. ~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing execution of an Annual Purchase Order, with four single year
renewal options, to POMA Distributing Company, Inc. for automotive, heavy truck and
heavy equipment lubricants.
Background:
Notices inviting bids for FY 2003/2004 annual purchase of automotive, heavy truck, and
heavy equipment lubricants, Bid No. F-04-07, were sent to five (5) vendors, the San
Bernardino Area Chamber of Commerce, advertised on the WEB and The Sun
Newspaper.
Vendor
POMA Distributing Co.
Empire Oil
ITL Inc.
Lubrication Engineers, Inc.
Merit Oil Co.
Location
San Bernardino
Bloomington, CA
Cudahy, CA
Hesperia, CA
Bloomington, CA
Bid
Response
No response
No response
No response
No response
One bid package was received from POMA Distributing Company of San Bernardino,
with agreeable bid responses on every item in the parts list. POMA has been furnishing
equipment lubricants to the City of San Bernardino satisfactorily for over nine years.
Financial Impact:
Funds for this purchase order are contained in the Public Services Department, Fleet
Division Fiscal Year 2003/2004 Budget, Lubricant Account No. 635-341-5113 in the
amount of $40,000.
Recommendation:
Adopt resolution.
P.O. Box 5728
San Eernardlno, CA 92412
19091 877.2441
May 22, 2003
City of San Bernardino
300 North "D" Street 4tl' Floor
San Bernardino, CA 92418-000 I
Dear Ms. Sheila A. Futch,
On behalf of Poma Distributing we would like to thank you for reviewing our proposal
(F-04-07). We would like to continue to provide Lubricants for the Fleet Division of
Public Services. Listed below are additional costs that should be considered along with
bid. Please include the following cost in the annual purchase order.
1) Drum charges equal to $2500 each with a returnable fee of$20.00 based
upon condition of drum.
2) Each invoice will contain a regulatory compliance fee of$359
3) All greases and gear lubes need a $ .02 tax applied to unit pricing. All motor
fluids need a $ .18 tax applied to unit pricing. Lastly, the rate of7.75% for
state tax needs to be applied to unit pricing.
. All taxes above are applicable by law
Please contact John Briscoe at 909 645-9 I 56 with any questions or concerns.
hn Briscoe
Supplying Quality Fuels, Lubricants and Service
City of San Bernardino
TECHNICAL SPECIFICATIONS
BID SPECIFICATION NO. F-04-07
REQUISITION NO. 7354
LUBRICANTS
.
,
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
Services:
I
I
.
,
,
,
j
Bidder shall complete right-hand column indicating brief reasoning for exceptions
to requirements when not acceptable. State "Acceptable" if requirements are
agreeable as set forth in left-hand column.
Equipment:
Bidder shall complete right-hand column indicating specific size and or make and
model of all components when not exactly as specified. State" As Specified" if
item is exactly as set forth in the left-hand column.
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
REQUIREMENTS Acceptable I as specified
The contractor shall provide lubricants to be used on various types ~.~ )hi\lC6
of light, medium, heavy-duty vehicles, turf, and construction I
equipment. (Where applicable provide an optional bid for re-refined
oil)
BULK PRODUCTS I.As~~d>
1. SAE GRADE 15W/40
Fully qualified diesel and gasoline HD crankcase lubricants: API -K(J(ll rSL.L'/^-/O
Service Classification CD-CDlI-CE CF4/SG-SH-ED, MIL Spec
MIL-L2104F. Manufacturer Spec: Cumm NTC 400, Mach EO- o j{,A...(i)C0
KJ2&EO-L, Ford ESE-M2C l53-E, GM 6094-M, Chrysler MS --_..~.
6395-F, CAT TO-2, Allison C4/C3. (price/gallon) --- - - ------ -- ----
2. SAE GRADE IOW/30 J. As ~'~57~
Fully qualified Passenger Car Motor Oil: API Service Classification ' !
' ( I - 1-
SH-SG, EC-ll, lLSAC. Manufacturer Performance Requirements: ' II'hi1liC- 'x,iIA'lIII'i.. k,~...)v
Ford ESE-M2CI S3-E, GM 6094-M. (price/gallon) '-
~,A5~~c1 . j:C\ j' -
3. SAE GRADE 5W/20
Must provide optimum fuel economy and durability nerformance. ( '~I~L'llUl\) ~l/)i../\Iu-.Jl~ JU
,
,
Must be specifically designed to meet the demanding requirements
of newer Ford and Honda vehicles that specify 5W/20 oil. API
Service Categories SL (SAE 5W-20), SJ. Energy Conserving for
API SL (SAE 5W/20). ILSAC GF-3 (SAE 5W/20).
Ford WSS-M2C 153-H (SAE 5W/20). Japanese (JASO) Valvetrain
Wear. Chrysler MS 6395-H
4. DEXRON 1Il - MERCON FLUID
High performance multipurpose power transmission fluid as
approved under Dexron III and Mercon specifications.
Manufacturer specification requirements: GM Dexron III, Ford
Mercon, Daimlee-Benz, Allison CH Fluid, Voith DIWA
transmission. (price/gallon)
;
,
,.
1
5. SYNTHETIC TRANSMISSION FLUID
Must meet the performance requirements of Allison TES-295
for severe duty and extended drain intervais. Must meet or
exceed manufacturer's performance requirements for Allison
C-4, Ford MERCON, General Motors DEXRON-III, Voith ZF
(for extended drain intervals). Must meet the following
qualifications:
Allison C-4 (C4-29993800)
Ford MERCON (M000602)
General Motors DEXRON-lIl (G-34090)
Voith (G607)
ZF (TE-ML 14B)
3. HYDRAULIC OIL A W ISO 68
Anti-wear Hydraulic Oil AGMA Specification 2R&0-type mineral
oil meeting all major performance manufacturer requirements.
( rice! allon)
PACKAGE PRODUCTS
I. MULTI-PURPOSE E.P. GR NLG 1 2
400 LBS. Bbl and 1. (120 lb.) drum. Multipurpose EP lithium 12-
hydroxysterate thickener, EP additives, R&O inhibitors. Timken
OK load, 401b. (price/pound)
2. PREMIUM MULTI-PURPOSE E.P. GR NLG I 2
Pail (35 lb.) Superior Multi-purpose EP lithium 12-hydroxysterate
thickener, EP and tackiness additives, R&O inhibitors. Timken OK
load 60 to 70 lbs. (price/pound)
3. ALL PURPOSE GL5 SAE 80W/90 or SAE 85WI140
400 lb. Bbl and 1. (120Ib.) drum. Multipurpose Universal Gear
Lubricant for use in spiral bevel and hypoid differentials, power
dividers, and \vet axle lubrication. MIL-L-2105D, API Service
Classification GL-5. ( rice/ ound)
INVENTORY
The contractor shall provide in-site inventory and replenish stock as
needed and approved on a weekly basis. There shall be no cost for
inside inventor t service.
STORAGE
The contractor shall provide aboveground storage tanks with
secondar containment that meets CFe 7901.8 re uirements for
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5. A-s ~'ti-Et:, ,
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both Automotive and Truck Shops at no cost. The loan equipment,
including dispensing hardware, is listed below:
I. HEAVY DUTY SHOP
One (I) each 550 gallon skid tank with air transfer pump. Mounted
reel with meter control handle.
One (1) each 120 gallon tank with air transfer pump.
One (1) each 480 gallon rectangle tank with air transfer pump.
One (I) each 240 to 300 gallon rectangle tank with air transfer
pump.
2. SWEEPER SHOP
One (I) each 120 gallon rectangle tank with manual quart stroke
pump.
One (1) each 120 gallon rectangle tank.
3. YARD MAKE-UP
One (1) each 120 gallon reetangle tank with manual quart stroke
pump.
4. AUTO SHOP
One (1) each 120 gallon rectangle tank with manual quart stroke
pump.
One (I) each 220 gallon oval tank with air transfer pump. Mounted
reel with meter control hand.
ANALYSIS SERVICES
The contractor shall provide oil and fluid analysis services with a
maximum ten (10) day turn-around using second-day deliver at the
City's request
The contractor shall provide a quote on providing analysis for heavy
vehicles at each oillfluid change. Contractor shall provide list of
items to be analyzed with auote.
MSDS SHEETS
The contractor shall provide MSDS sheets for all lubricants, as
reauired.
SECTION III.
r. AS ~~{;.cD
07 A:s S;}~.6~'BS
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PRICE FORM
REQUEST FOR QUOTES:
RFQ F-04-07
DESCRIPTION OF RFQ:
Lubricants
:-1"1 ,/ '~I 'i-Ii I ) ,-cr-./! y1
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BIDDER'S NAME/ADDRESS:
NAME/TELEPHONE NO. OF
AUTHORIZED REPRESENTATIVE
JiIiJ 6?/~Q-6 t$t! W5 C#5t'P
ANNUAL PURCHASE ORDER
Effective on or about July 1, 2003 through June 30, 2004 plus four (4) single year options, for
City's partial requirements, on an as-needed basis, with no guaranteed usage for Lubricants.
Option year one, if exercised, shall be effective July 1, 2004 through June 30, 2005,
Option year two, if exercised, shall be effective July 1, 2005 through June 30, 2006
Option year three, if exercised, shall be effective July 1, 2006 through June 30, 2007,
Option year four, if exercised, shall be effective July 1, 2007 through June 30, 2008,
Actual option year pricing shall be negotiated with the successful Bidder(s) prior to exercising
any given option year. Option years shall become effective only upon issuance by the City of
a duly authorized Purchase Order.
BID PRICES
Please provide detailed Firm Fixed Price cost information in the spaces provided below, and
any other incidental or additional costs required to complete the Technical Specification
requirements.
Unit
Item Lubricants Descriptions Quantity Price
,
1 SAE Grade 15W/40 Gal b3,D3
.
,
,
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(con't next page)
Unit
Item Lubricants Descriptions Quantity Price
J
2 SAE Grade 10W/30 Gal :.3 'F?
3 SAE Grade 5W/20 Gal {11'.;f
rI-, 1?
4 Dexron III - Mercon Fluid Gal ~ .:J ''/
5 Synthetic Transmission Fluid Gal {li71
-I
6 Hydraulic Oil AW ISO 68 Gal ~273
7 Multi-Puroose E.P. GR NLG1 2 LB (,t~
8 Premium Multi-Puroose E.P. GR NLG1 2 LB hI-
9 All Puroose GL5 SAE 80W/90 or SAE 85W/140 LB (71
10 Storage tanks (loan) - Heavv Dutv ShOD - Per Specs ZUAAJc6
(a\ 550 aal skid tank 1 \
(b\ 120 aal tank 1
(c) 480 qal rectanqle tank 1 {
(d\ 240 to 300 aal rectanale tank 1 I
11 Storage tanks Iloan\ - SweeDer ShOD - Per SDecs ) O;;I',k7 \
(a\ 120 aal rectanale tank 1 )
(b\ 120 qal rectanqle tank 1 /
I
12 Storage tanks (Ioan\ - Yard Make-uD - Per SDecs 2 cnuEJ~
(a\ 120 qal rectanale tank 1 )
13 Storage tanks (loan) - Auto Stop - Per Specs ) G~ "1\
c '{VL<J
(a\ 120 aal rectanale tank 1 '\
(b\ 220 aal oyal tank 1 I
v.I/2'i
.
Are there any other additional or incidental costs which will
meet the requirements of the Technical Specifications? ?
you answered "Yes", please provide detail of said additio
quired by your firm in order to
Yes ? No (check one). If
sts:
j UZWil c/lll/YjES E1/tl4/1o ftJ50D0cfI (J.Y/!; ;1 ttb/1l1J/rJtE
ee...- [J(~ )~~i)() &nd/;tJtUoJ ~I, f)/1) C/;;ttiJ{ ;!/j/;/i, Iv' ~ 26aJ ;/ylry/i
~ t~d} /f/t)(Jtt:: 6}711J11~)j Ii /eflill/!zYtj ('<.'1J);~/J/(!€:-'Xe0 oft} ")<
Please indicate any elements of the Technical Specifications which cannot 'Dfl met by your
firm.
Have you included in your bid all informational items and forms as requested?
? Yes /? No (check one). If you answered "No", please explain:
This offer shall remain firm for 90 days from RFQ close date.
Terms and conditions as set forth in this RFQ apply to this bid.
Cash discount allowable
thirty (30) days.
%
days; unless otherwise stated, payment terms are: Net
In signing this bid, Bidder warrants that all certifications and documents requested herein are
attached and properly completed and signed.
From time to time, the City may issue one or more addenda to this RFQ. Below, please indicate al
Addenda to this RFQ received by your firm, and the date said Addenda was/were received.
Verification of Addenda Received
Addenda No:
Received on:
.
Addenda No: _____ Received 0 .
Addenda No: ______ Rece[v
"-
AUTHORIZED SIGNATURE:
PHONE: ??l'l c;J6b/
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8!bV~N CA
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PRINT SIGNER'S NAME AND TITLE:
DATE SIGNED:
COMPANY NAME & ADDRESS:
FAX:
IF SUBMITTING A "NO BID", PLEASE STATE REASON(S) BELOW:
.
NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCil, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned hereby states, unc
penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken action in restraint of free competitive
bidding in connection with RFQ F-04-07.
Business Address 67/ tJ.:5'l -!.'
.__.. Signature of bidder X~-:'_W~.
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Place of Residence
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Subscribed and sworn before me this _______ day of ___________, 20_.
Notary Public in and for the County of _____________, State of California.
My commission expires _____________________, 20__.
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RESf1B'A~
RESOLUTION OF THE MA~ ~b ~MrM>N COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING EXECUTION OF AN ANNUAL PURCHASE
ORDER WITH FOUR SINGLE YEAR RENEWAL OPTIONS 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
automotive, heavy truck and heavy equipment; pursuant to this determination, and as
a result of Bid No. F-04-07, the Purchasing Manager is hereby authorized to issue an
Annual Purchase Order, with four single year renewal options, to POMA Distributing
Company, Inc., in an amount not to exceed $40,000.
SECTION 2. The Purchase Order shall reference this Resolution No. 2003-
and shall read, "Automobile, truck, and heavy equipment lubricants, P.O.
No. ,not to exceed $40,000", 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.
19
20
21
22 1/1
23
1/1
1/1
III
24
25
26
27
28
/II
III
III
June 5, 2003
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING EXECUTION OF AN ANNUAL PURCHASE
2 ORDER WITH FOUR SINGLE YEAR RENEWAL OPTIONS TO POMA
3 DISTRIBUTING COMPANY, INC., FOR AUTOMOTIVE, HEAVY TRUCK AND
HEAVY EQUIPMENT LUBRICANTS.
4
5
6
7
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
day of
, 2003, by the
8 following vote, to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
11 LONGVILLE
12
MCGINNIS
13
DERRY
14
15 SUAREZ
16 ANDERSON
17 MCCAMMACK
18
19
20
21
22
23
Approved as to
24 Form and legal content:
25
Rachel G. Clark, City Clerk
hereby approved this
day of
The foregoing resolution is
,2003.
Judith Valles, Mayor
City of San Bernardino
JAMES F. PENMAN,
26 City Attorney
27
28 B~~
May 27, 2003
if~,
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Resolution # ;:) (02.,- \ 3 3
Abstain ,.& Absent .~
Meeting Date (Date Adopted): <0 -/(.,-0.3 Item # :}S
Vote: Ayes \- :) Nays .e7
Change to motion to amend original documents: -
Reso. # On Attachments: --==-- Conlractterm: -
Note on Resolution of Attachment stored separately: -=---
Direct City Clerk to (circle I): PUBLISH, POST, RECORD WICOUNTY By:
...
Date Sent to Mayor: &'-16'(") ?)
Date of Mayor's Signature: '0-( c( -03
Date of ClerkfCDC Signature: fe. JCy-Q'2,
See Attached:
See Attached:
See Attached:
60 Day Reminder Lette 30th day:
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney /
Parks & Rec.
Code Compliance Dev. Services
Police Public Services v' Water
Notes:
NullNoidAfter: 100 O~~ /,!;-,S'(\S
/
Reso. Log Updated: ./'
Seal Impressed: ~/
Date Returned:
Yes ../ No BY-P
Yes No-.,L BY.-L--
[
Yes No .-L :}
Yes NO?
Yes No_ By
EDA
Finance /"
MIS
Others:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready /0 File: ~
Date:
Revised 01/12101