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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Fire Chief Larry Pitzer
Dept: Fire- EMS Division
Subject: Purchase of two (2) Ford Aerostar vans
March 13. 1997
OR/GII/AL
for Emergency Medical Transport Division
Date:
Synopsis of Previous Council action:
In October 1996 the City Council passed budget allocations in the amount of $50.000
for motor vehicles for EMS personnel.
Resolution 96-312.
In January the City Council passed Resolution 97-9 to award a bid for same vehicles.
Recommended motion:
Adopt resolution.
Contact person: r..Apt';:dn n~'Ui rI l(rPQ'kp
Phone: 3R/'-'''S9
Supporting data attached:
Yes
Ward:
FUNDING REOUIREMENTS:
Amount:
$33,566.20
Source: (Acct. No.)
501-208-5701
Acct. Descri tion Fire / EMS
Finance:
Council Notes: _ Tabled
75-0262
Agenda Item No.
If/1/97
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.cITY OF SAN BERNARDINO:REQUEST FOR COUNCIL ACTION
Problem
Staff Report
The EMS Division in the Fire Department has two positions tasked with in-service training. They
will require vehicles to complete their assigned responsibilities. EMS start up budget approved
by Resolution 96-312 in October 1996 set aside $50,000 for staff vehicles.
Recommendation
Mayor and Common Council authorize the Purchasing Manager to issue a purchase order to
Robert H. Loud Ford for two (2) 1997 Ford Aerostar Mini-Vans for a purchase price of
$33,566.20 ($16,783.10 each).
Findings
Previous notice of inviting bids for three vans were sent to 23 vendors (bid F97-09-A). Seven
sealed bids were recieved and opened on December 3, 1996. On January 27th, the Mayor and
Common Council approved the purchase for additional mini-vans from the vendor. The results of
the bids are as follows:
Vendor
Robert H. Loud Ford
Crest Chevrolet
Ed Butts Ford
Victor Buick! GMC
Fairview Ford
Rotolo Chevrolet
Gunderson Chevrolet
DK/wp
File:emsvehicles
Bid Price
$ 50,349.30
$ 53,143.17
$ 53,944.29
$ 54,238.11
$ 54,474.10
$ 54,815.67
$ 54,854.69
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,
City of San Bernardino
intraoffice
M E M 0 RAN DUM
to:
from:
subject:
date:
James F. Penman, City Attorney
Stephanie D. Easland, Deputy City Attorne)~ -
Fire Department Resolution for the Purchase of Vans for the EMS Program
April I, 1997
Attached is a proposed Resolution for the April 7, 1997 Council meeting prepared by the Fire
Department and Purchasing regarding the purchase of two (2) vans for the EMS program. In the
staff report, it states that previous notices inviting bids were sent to twenty-three (23) van dealers
with seven (7) bids received and opened qn December 3, 1996. These bids were in regard to the
purchase of three (3) mini-vans to be used by the Police Department and Public Services and the
contract was awarded to the lowest and best responsible bidder by the Council on January 27, 1997
in Resolution 97-9 9 (attached).
At no time, did the bid specifications relating to Resolution 97-9 include the two (2) mini-vans to
be purchased on behalf of the Fire Department; however, the staff report states that on January 27,
1997, the Council approved the purchase for additional mini-vans from the vendor. I took that to
mean that the Council approved the addition of the two (2) Fire Department mini-vans even though
such action was not reflected in Resolution 97-9. As such, I asked where such authorization could
be found, and if none exists, we would have to go out to bid for the two (2) Fire Department vans.
John Murphy called me when Fire Department contacted him regarding my changes to the agenda
item. As to the practice of "piggybacking" on the previous bid amounts for the purchase of the Fire
Department vans, Mr. Murphy analogized it to a change order in that we change the purchase order
to reflect the purchase of a total of five (5) vans as opposed to three (3). Mr. Murphy told me that
the vendor is willing to provide the extra two (2) vans for the same price quoted for the prior bid
amount and that they have "piggybacked" on previous bids in the past. Mr. Murphy stated this
procedure is necessary in this instance since Fire Departments's ambulance program is set to start
on May I, 1997 and thus we are on a tight time schedule.
I discussed this with Mr. Carlyle and we both agree that this is not similar to a change order since
it is a material change to the specifications. Arguably. the addition of the two (2) extra vans could
change the bid results so that the present vendor is no longer the lowest and best responsible bidder.
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RESOLUTION NO.
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RESOLUTION OF THE CITY OF SAN BERNARD= AWARDING A
PURCHASE ORDER TO ROBERT H. LOUD FORD FOR PURCHASE OF TWO
(2) 1997 FORD AEROSTARMINI-VANS FOR THE F DEPARTMENT
EMERGENCY MEDICAL SERVICES DIVISION. l
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BE IT RESOLVED BY THE MAYOR AND,tOMMON COUNCIL OF THE
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CITY OF SAN BERNARDINO AS FOLLOWS: ./
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SECTION 1. The Purchasing Manager io/hereby authorized and directed to issue a
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purchase order to Robert H. Loud Ford in the amount of$33,566.20 for the purchase of
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two (2) 1997 Ford Aerostar mini-vans fo~e Fire Department Emergency Medical
Services Division. Such award shatftrective only upon the issuance of a purchase
order by the Purchasing Manager. I
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SECTION 2. The autho ./ tion to execute the above referenced purchase order is
rescinded if it is not issued wi 'n sixty (60) days of the passage of the resolution,
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RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE
ORDER TO ROBERT H. LOUD FORD FOR THE PURCHASE AND DELIVERY OF
TWO (2) 1997 AEROSTAR VANS TO BE UTILIZED BY THE FIRE DEPARTMENT
EMERGENCY MEDICAL TRANSPORTATION DIVISION.
I HEREBY CERTIFY that the foregoing resolution was du~~oPted by the
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Mayor and Common Council of the City of San Bernardino a7t a I
thereof, held on the day of _ ' 199-, by the
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meeting
following vote, to wit:
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COUNCIL MEMBERS
NAYS; ABSTAIN ABSENT
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AYES
NEGRETE
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CURLIN
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ARIAS
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OBERHELMAN
DEVLIN
ANDERSON
MILLER
City Clerk
21 The foregoing resolution is hereby approved this
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day of
Tom Minor, Mayor
City of San Bernardino
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RESOLUTION OF THE CITY OF SAN BERNARDINO A W AI,U)ING A PURCHASE
ORDER TO ROBERT H. LOUD FORD FOR THE PURCHASE AND DELIVERY OF
TWO (2) 1997 AEROSTAR VANS TO BE UTILIZED BYriIE FIRE DEPARTMENT
EMERGENCY MEDICAL TRANSPORTATION DIViSION.
Approved as to form
and legal content:
James F. Penman
City Attorney
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By: N.t- rtt7J'oved.. ./
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