HomeMy WebLinkAbout23-Public Services
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director
Dept: Public Services
Date July 15, 2003
OR\G\NAL
Subject: A resolution authorizing the
execution of an Annual Purchase Order,
with two single year renewal options, to
"Y" Tires of Los Angeles for new and
recapped tires, tubes and related repair
services for City vehicles and
equipment, to be utilized by the Fleet
Division.
Meeting Date: August 4, 2003
July 24, 2000
June 16, 2003
Reso 2000-214
Approved
Annual PO two single year renewals
Reject all bids Bid No. F-04-003
Recommended Motion:
Adopt resolution
~::::!
Contact person Don Johnson
5220
Supporting data attached:
FUNDING REQUIREMENTS:
Council Notes:
Phone:
Ward:
All
Amount:
$265,000
635-341-5111
Material and Supplies
Source:
Finance:
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Agenda Item No. ;(.3
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing the execution of an Annual Purchase Order, with two single year
renewal options, to "Y" Tires of Los Angeles for new and recapped tires, tubes and related
repair services for City vehicles and equipment, to be utilized by the Fleet Division.
Background:
The City purchases a variety of tires for use on refuse equipment, light vehicles, certified
tires for police vehicles, and road equipment. Heavy-duty truck tires may be recapped up
to eight times before the tire carcass is worn out. Recapping involves replacing the tread
face of the tire. The use of recapped tires provides cost savings over the use of new tires.
On June 16, 2003 the Mayor and Common Council approved the request to reject all bids
submitted in response to Bid No. F-04-003, New and recapped tires, tubes and related
repair services; and to authorize the Purchasing Manager to re-advertise for bids for these
services. Staff had determined that the City's bid specification lacked sufficient details to
be able to adequately evaluate the bid responses of the vendor's submissions.
Notices, including the additional details, were sent to thirteen vendors, the San Bernardino
Area Chamber of Commerce, advertised in The Sun Newspaper and on the City Web Site,
inviting bids for FY 2003/2004 annual purchase of tires and related services for City
vehicles and equipment. Estimated quantities, based on past usage of new light and
heavy tires, and recapped heavy tires were used to evaluate comparable bid items from
bid packages received for Bid No. F04-018. Following are the results of the bid evaluation:
List of Bidders Location New Tires Recapped Tires
"Y" Tire Sales, Inc. Los Angeles $155,766 $130,399
Dapper Tire Company Rancho Cucamonga $156,997 No bid
Pete's Road Service San Bernardino No bid $ 97,223 DNMS
Parkhouse Tire Fontana No bid No bid
Goslin Tire Service Riverside No bid No bid
Pete's Road Service only bid was for recapped tires and was determined to not meet the
City's bid specification. The City specifies seamless caps with a "Michelin" or "Good Year"
mold cure type bonding process. A splice in the tread area is not acceptable. Pete's Road
Services uses an "Oliver" type tread recap with a splice in the tread area.
The Fleet Division has experienced a higher than normal failure rate with the splice in the
tread area, including a tread failure four years ago that caused a Refuse truck to lose
control on the freeway and suffer a run off the road. No injuries occurred in this incident,
however, it did cause major damage to the truck itself.
The Fleet Division received a protest letter from Parkhouse Tires relating to the adequacy
of the specifications, as it relates to the Goodyear or Michelin specifications for new tires.
The City of San Bernardino operates a black and white fleet of approximately ninety (90)
police units, that are equipped with Goodyear brand tires as original equipment from Ford.
Due to handling differences between manufacturers of pursuit type tires and the City's
desire to maintain standardized tire inventories, if a single tire on a police unit failed, it
would be necessary to replace all four tires with another manufacturer in order to ensure
reliable handling, thus prematurely replacing tires at a significantly higher cost.
Financial Impact:
Funds for this request are contained in the Public Services Department Fleet Division
Fiscal Year 2003/2004 Budget, Account No. 635-341-5111 Materials and Supplies.
Recommendation
Adopt resolution.
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RESOLUTION~_ \:: . .
"-- t.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN ANNUAL
PURCHASE ORDER, WITH TWO SINGLE YEAR RENEWAL OPTIONS, TO "Y"
TIRES OF LOS ANGELES FOR NEW AND RECAPPED TIRES, TUBES AND
RELATED REPAIR SERVICES FOR CITY VEHICLES AND EQUIPMENT, TO BE
UTILIZED BY THE FLEET DIVISION.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That "Y" Tire Sales, Inc. provides new tire, tubes and related repair
services for light duty vehicles and heavy equipment; and recapped tires, tubes and
related repair services for heavy equipment to be utilized by the Fleet Division.
Pursuant to this determination, and as a result of Bid No. F-04-018, the Purchasing
Manager is hereby authorized to issue an annual purchase order, with two single year
renewal options, to said "Y" Tire Sales, Inc., in an amount not to exceed $265,000.
This Annual Purchase Order and future year renewal options shall be contingent upon
budget approval.
SECTION 2. The Purchase Order shall reference this Resolution No. 2003-
and shall read, "Tires and related materials and services" P.O. No. not
to exceed $265,000 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.
//I
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YlD.-R3
r/I/03
July 16. 2003
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1
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN ANNUAL
PURCHASE ORDER, WITH TWO SINGLE YEAR RENEWAL OPTIONS, TO "Y"
TIRES OF LOS ANGELES FOR NEW AND RECAPPED TIRES, TUBES AND
RELATED REPAIR SERVICES FOR CITY VEHICLES AND EQUIPMENT, TO BE
UTILIZED BY THE FLEET DIVISION.
2
3
4
5
6
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:
, 2003, by the
day of
9 Council Members:
NAYS
ABSTAIN ABSENT
AYES
ESTRADA
LONGVILLE
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution IS hereby approved this
,2003.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By: r&~ t. f~
U
July 16. 2003
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~- 'i-<:i3 Item #
Vote: Ayes 1-'1 Nays B
7-3 Resolution # -2- () e:<'> - d- \.s:-
Abstain .~ Absent .G-
Change to motion to amend original documents: --
Reso. # On Attachments: -=-- Contract term: -
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor:
'6 -~,-C3
Date of Mayor's Signature:
Date of ClerklCDC Signature:
Date Memo/Letter Sent for Signature:
'----------.---
60 Day Reminder LetterSenCOilJOllrltar---_
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
--see Attached:
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:
v'
Code Compliance Dev. Services
Police Public Services / Water
City Attorney
Parks & Rec.
Notes:
NulllVoid After: (00 D~" /,o-s-o ~
By:
Reso. Log Updated: ,/
Seal Impressed:
Date Returned: -
Yes / No By
Yes No--/,,- By
Yes No~ By
Yes NO-f By
Yes No~
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 to File: _
Date:
Revised 01/12/0 I