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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Sharer, Director
Dept: Facilities Management
C i~l': "J .'J ;L
Subject: Resolution to increase
annual purchase order (#202268) to
Consolidated Electrical Distributors
from $24,000 to $32,000 for electrical
supplies for City facilities.
Date: May 20, 2002
Synopsis of Previous Council Action
None
Recommended Motion:
Adopt Resolution.
A
a
Contact person:
James Sharer
James W. Sharer
Phone:
384-5244
Supporting data attached: Staff Report
Ward(s): All
FUNDING REQUIREMENTS:
Amount: $8,000.00
Source: 001-325-5111
Finance
Council Notes:
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Agenda Item NO.lJt,
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CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing an increase in the annual purchase order to Consolidated
Electrical Distributors (CED) from $24,000 to $32,000.00 for electrical supplies for City
facilities.
BACKGROUND
The Building Maintenance Division of Facilities Management provides electrical services
to all City Facilities. To expedite the completion of work orders, annual purchase orders
are set up each fiscal year with the local vendors for various types of building materials.
This allows employees to purchase supplies as needed to complete jobs. Each fiscal year,
request for quotations (RFQ) are sent to all electrical vendors in the City, requesting, in
writing, pricing information on electrical material commodities. These RFQs are sent
only to local vendors, since the department does not want workers to have to travel to
other cities for routine electrical parts. For FY 01-02, CED of San Bernardino responded
with the best discounts off list price and was therefore awarded an annual purchase order
in the amount of $24,000.
At the end of March, the department had already expended the entire amount of this
purchase order. The reasons for this level of expenditure include addressing many
backlogged electrical work orders. Additionally, the electricity crisis in the state has
necessitated various responses from the building maintenance division to prepare
adequately for the possibility of rolling blackouts in many city facilitates and repairing,
replacing, and upgrading exit lighting fixtures and emergency lighting fixtures. Also,
energy efficient lamps and fixtures were installed and/or replaced, wherever possible, to
cut down on electrical consumption. These energy efficient lamps and fixtures, while
longer-lasting and more energy efficient, cost much more the fixtures being replaced. The
end result is that the department has expended its allotted funds and needs an additional
allocation of funds to complete the fiscal year.
Staff requests that the annual purchase order to CED be increased by $8,000 from the
Materials and Supplies budget to ensure that sufficient funding is available to complete
electrical projects in city facilities for the balance of the fiscal year FYOI-02.
It is requested that authorization be given to issue a PO in FY02-03 in the amount of
$32,000 for Consolidated Electrical Distributors (CED) as staff anticipated the same level
of spending.
FINANCIAL IMPACT
Sufficient funding is available in the Building Maintenance Supplies and Services
account number 001-351-5111 to cover these expenditures, and increase purchase order
with CED by $8,000.00 from $24,000.00 to $32,000.00 for FYOI-02.
RECOMMENDATION
Adopt Resolution.
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RESOLUTION NO.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0
SAN BERNARDINO AUTHORIZING AN INCREASE TO THE ANNUAL PURCHAS
ORDER TO CONSOLIDATED ELECTRICAL DISTRIBUTORS, FOR T
PURCHASE OF ELECTRICAL FIXTURES, MATERIALS AND SUPPLIES FOR CIT
FACILITIES.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
7 OF SAN BERNARDINO AS FOLLOWS:
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9 SECTION 1. Consolidated Electrical Distributors specializes in the provision of
10 electrical fixtures, materials and supplies and has a $24,000.00 Annual Purchase Order for FYOI
II 02. Due to responses necessitated by the electricity crisis, additional funds are needed to
12 complete the fiscal year. Pursuant to this determination, the Purchasing Manager is hereby
13 authorized and directed to increase the Annual Purchase Order to Consolidated Electrical
. 14 Distributors by $8,000 to an amount "not to exceed" $32,000 for FYOI-02. The Purchasing
15 Manager is also authorized to issue an Annual Purchase Order in the same amount, $32,000, for
16 Consolidated Electrical Distributors for FY02-03 and is authorized two I-year renewal options a
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17 long as funds are available and appropriated in the budget.
18 SECTION 4. The authorization to execute the above-referenced increase in the Annual
19 Purchase Order is rescinded ifnot executed within sixty (60) days of the passage of this
20 resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE TO THE ANNUAL PURCHASE
ORDER TO CONSOLIDATED ELECTRICAL DISTRIBUTORS, FOR THE
PURCHASE OF ELECTRICAL FIXTURES, MATERIALS AND SUPPLIES FOR CIT\'
FACILITIES.
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 , 2002, by the following vote, to wit:
Council Members:
ESTRADA
LIEN
MCGINNIS
DERRY
SUAREZ
ANDERSON
McCAMMACK
AYES
NAYS
ABSTAIN _ ABSENT
City Clerk
The foregoing resolution is hereby approved this
day of
,2002.
Judith Valles, Mayor
22 City of San Bernardino
23 Approved as to form and legal content:
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James F. Penman, City Attorney
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 5-;;iO-<J;::L Item #
Vote: Ayes I ) 3-'1 Nays -B-
Change to motion to amend original documents: -
I b Resolution # 2m2 - 131
Abstain -e-- Absent {)..
Reso. # On Attachments: -=- Contractteno: .t:.;"J..6:)-ItJc~
'--+ I
Note on Resolution of Attachment stored separately: --=
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
NulllVoid After: &,e OPryJ t'rl q-o:L
By: -
PIlO1Em
Date Sent to Mayor: 5 - ;;; l-O,;;L
Date of Mayor's Signature: 6-d3--Q;1
Date ofClerklCDC Signature: 0-d3-C.;;L
Reso. Log Updated:
Seal Impressed:
v
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Date etter Sent for Signature:
60 Day Reminder Letter Sent on 30th ay:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
e ed:
Date Returned: ~
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Yes /
Yes
No
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes
Updated CDC Perso~nel Folders (5557): Yes
Updated Traffic Folders (3985, 8234,655,92-389): Yes
Copies Distributed to:
City Attorney ,/
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
EDA
Finance .,/
Others: FPr I ( ll1-t;-S
MIS
Notes:
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: rYI'\
Date:.6t;:,1 <P-
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Revised 01/12/01