HomeMy WebLinkAbout26-Public Services-Kept for Shrunk Document
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Public Services
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Subject: Resolution authorizing an
increase of purchase order to E-W
Truck and Equipment Co. for the
furnishing and delivery of one (1) 2003
Volvo VHD64F 3 axle Dump Truck
chassis to be utilized by the Public
Services Street Division
From: Lynn Merrill, Director
Date July 2, 2002
Meeting Date July 15, 2002
Resolution 2002-168
June 17, 2002
Recommended Motion:
Adopt resolution
~4W/
Lynn Merrill
Contact person Don Johnson, Fleet Manager
Phone: 5220
Supporting data attached:
Ward: All
FUNDING REQUIREMENTS:
Amount
Source:
$9,277.27
635-341-5701
Motor Vehicles
Finance: ~~/:Y~
Council Notes:
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Agenda Item No. :2.. (p
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution authorizing an increase to purchase order to E-W Truck and Equipment Co,
for the furnishing and delivery of one (1) 2003 Volvo VHD64F 3 axle Dump Truck
chassis to be utilized by the Public Services Street Division as a result of a change in
engine availability.
Background:
On June 17, 2002 the Mayor and Council adopted Resolution 2002-168, for the
furnishing and delivery of one 1 O-Cubic Yard, 3 axle 2003 Volvo Dump Truck to be
utilized by the Public Services Street Division for a total amount of $115,251.53.
On June 28, 2002 the City received a letter from E.w. Truck and Equipment, advising
the City that the engine originally proposed by the vendor for this purchase is no longer
available from the manufacturer, and that a similar, diesel powered engine that meets
new Federal emissions mandates would need to be substituted. This change order
would result in an increase of $9,277.27(including tax) to the original negotiated
purchase of $115,251.53, resulting in a total price for this truck of $124,528,80.
The vendor was not made aware of the unavailability of the proposed engine until after
the City issued the purchase order and the vendor attempted to place the order with the
manufacturer. The vendor made several efforts to locate an existing chassis that met
the City's specification by searching nationally. While the vendor located thirty (30)
chassis of similar configuration, all included manual transmissions whereas the City
specifies automatic transmissions in heavy-duty vehicles in order to minimize repair and
maintenance costs resulting from clutch wear.
If a purchase order for this particular vehicle were to be issued after July 1, 2002, it
would be subject to South Coast Air Quality Management District Rule 1196 that
requires the use of alternative fueled vehicles. However, because the City has
previously issued purchase orders on June 17, 2002 before the AQMD deadline, and
this action is a change order and not a new purchase order, the City may continue with
the purchase of a diesel powered unit. While this action results in an increase of
$9,277,27 over the original negotiated price, a similarly equipped, alternative fuel
vehicle would cost approximately $56,000 more.
The Purchasing Manager originally issued two separate purchase orders for this dump
truck on June 17, 2002. A purchase order was issued for the purchase of the chassis in
the amount of $85,600.91 to E,W. Truck and Equipment of San Diego and a purchase
order for the purchase of the demolition dump body in the amount of $29,650.62 to PMS
Truck Equipment. The requested action is to increase the purchase order to E.W,
Truck and Equipment in the amount of $9,277.27 for a total of $94,878.18 for the
change in the engine model.
Financial Impact:
Funds for this increase are available in FY2002/2003 budget, Account No. 635-341-
5701, Motor Vehicles.
Recommendation:
Adopt resolution
, Jul'02 02 11:05a
0~/29/2002 10:11
PS Fleet Div.
EW EQUlPMENT ~ 19093845013
9093845013
Attachment 1
Telephone (619) 263-2111
Focsimile (619) 263-9372
Truck" Equlpmenl Company, Inc. 6336 Federal Blvd. San Oiego, CA 92114-1405
DATE:
June 28, 2002
VL4 FACSlMILE
TO:
Don Johnson
City of San Bernardino
FROM:
Fred Campbell
BE:
Price Inctease
Pon:
Volvo Trucks North America last week filled its production capacity to build all models
before October 1,2002 with the pre '02 emissions engines.
11 was not clear when this would OCCUT because ord~ intake varies daily and large order
can come at anytime.
As' you know, the post October engines from all engine manufacmrCl's must meet the new
Fedend emissions mandate. This also is at the same time when Volvo is making model
year changes in their wet. Additionally, there was a pricing program from Allison
Transmission Company that would expire when production capacity was filled fo1- the pre
Octob<lr build. The net result is EPA surchatges and changes total $8,610 additional to
the order.
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Pricing before increase: $79,444.00
Plus increase Qf 8,610.00
New total befQre tllX.CS: 588,054.00
Please call me with any CQncerns anytime at 619-981-2486
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RESOLUTION NO.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE OF PURCHASE ORDER TO
E-W TRUCK AND EQUIPMENT CO. FOR THE FURNISHING AND DELIVERY OF
ONE (1) 2003 VOLVO VHD64F 3 AXLE DUMP TRUCK CHASSIS TO BE UTILIZED
BY THE PUBLIC SERVICES STREET DIVISION
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. That E-W Truck and Equipment Company furnishes Volvo
VHD64F 3-Axle Class 8 Dump Truck chassis'; new Federal emissions mandate, truck
model changes and changes in the pricing program necessitate an increase to the
Purchase Order for the truck chassis. Pursuant to this determination the Purchasing
Manager is hereby authorized to increase the purchase order to E-W Truck and
Equipment Company by $9,277.27 for a total amount of $94,878.18.
SECTION 2, The authorization to execute the above referenced purchase
order is rescinded if an increase to the purchase order is not issued within sixty (60) of
the passage of this resolution.
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July 1, 2002
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN INCREASE OF PURCHASE ORDER TO
E-W TRUCK AND EQUIPMENT CO. FOR THE FURNISHING AND DELIVERY OF
ONE (1) 2003 VOLVO VHD64F 3 AXLE DUMP TRUCK CHASSIS TO BE UTILIZED
BY THE PUBLIC SERVICES STREET DIVISION
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:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2002.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
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July 1,2002
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill. Director
Subject: Resolution authorizing the
execution of purchase orders to E-W
Truck and Equipment Co. and PSM
Truck Equipment for the furnishing and
delivery of one (1) 10 Cubic Yard, 3 axle
2003 Volvo Dump Truck to be utilized by
the Public Services Street Division
Dept: Public Services
Date May 20, 2002
Meeting Date: June 17, 2002
Recommended Motion:
Adopt resolution
~w
Signature
Contact person Don Johnson, Fleet Manager
Phone: 5140
Supporting data attached:
Ward: All
FUNDING REQUIREMENTS:
Source:
$115,501.53
635-341-5701
Motor Vehicles
Amount
Finance:
Council Notes:
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution authorizing the execution of purchase orders to E-W Truck and Equipment Co.
and PSM Truck Equipment for the furnishing and delivery of one (1) 10 Cubic Yard, 3 axle
2003 Volvo Dump Truck to be utilized by the Public Services Street Division
Background:
The Public Services Street Division utilizes vehicle #424, a 1986 Autocar 3-Axle dump truck
for street maintenance on a daily basis by the AsphalUGrading crew. This vehicle has
operated 144,000 miles of service and has become too costly to maintain and repair. The
cost to maintain a vehicle increases with age, use and mileage and most repair parts are no
longer available for vehicles of this age. It is recommended this vehicle be replaced while it is
still in working condition and able to be placed in surplus for auction. Vehicle #424 was
scheduled for replacement this fiscal year.
Bid packages were sent to seven (7) vendors, the San Bernardino Area Chamber of
Commerce, advertised on the City's Web Page and in the San Bernardino County Sun
Newspaper. One response was received from Dieterich International with a "No Bid".
The County of San Bernardino sent specifications out for a similar dump truck in March,
2002, resulting in E-W Truck and Equipment Company of San Diego as low bidder at the
April 1 , 2002 bid opening. (refer to Attachment 1)
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By letter dated April 2, 2002, E-W Truck and Equipment Company, as the successful bidder
of the San Bernardino County bid, has offered the City of San Bernardino a negotiated
purchase price of $79,444 plus tax ($6,156,91) for the purchase of one (1) 2003 Volvo
VHD64F 3-Axle Class 8 Dump Truck chassis; and, an offer from PSM Truck Equipment of
EI Cajon, California for a Warren WAR-700 Demolition dump body with a negotiated price of
$27,500 plus tax ($2,150.62) for a total price of $115,501.53 for the chassis and body. There
are no local vendors for this type of equipment in the City of San Bernardino. (refer to
Attachments 2,3 and 4)
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This truck must be ordered and purchased prior to July 1, 2002 in order to avoid the
SCAQMD Rule 1196 effective date of July 1, 2002. Rule 1196 states "any new heavy-duty
vehicle purchases must be alternatively fueled using compressed or liquefied natural gas.
liquefied petroleum gas, methanol, electricity, fuel cells, or other advanced technologies that
do not rely on diesel fuel". According to E-W Truck and Equipment. the estimated cost of an
alternatively fueled dump truck is $171,501, or $56,000 more than the price of $115,501.53
as stated above.
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Financial Impact:
Funds for this purchase are available in FY2001/2002 budget. Account No. 635-341-5701,
Motor Vehicles.
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Recommendation:
Adopt resolution.
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Attachment 1
CITY OF S,-~N BERNARDINO
PURCHASING DEPARTMENT
INTER-OFFICE MEMORANDUM
TO:
Lynn Merrill, Director of Public Services
FROM:
Carol Doemner, Assistant Buyer
DATE:
March 29, 2002
SUBJECT:
F 02-49 Dump Truck
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Lynn,
The bid process is complete for F 02-49.
We sent out Bid Packages to seven (7) vendors and the SB Area Chamber of
Commerce. We also advertised on the City's Web Page and in the SB
County Sun newspaper.
We had one (I) response tl"om Dieterich International, and it was a "No Bid"
The County of San Bernardino presently has two bids out for Dump Trucks,
and we will be watching them to see if they could be useful to us.
If vou have any questions, please feel free to call me at 5548.
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Attachment 2
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::9iephcre (619)263-2111
F.775im;te (619) 263-9372
Truck & Equipment Company, Inc. 6336 Federal Blvd. San Diego, CA 92114-1405
DATE:
April 2, 2002
TO:
Marsha Zeller, Purchasing Manager
and All Interested Parties
City of San Bernardino
FROM:
Fred Campbell
RE:
RFQ F-02-49
2002 10 Cubic Yard, 3-Axle, Class 8, Dump Truck
We were the apparent low bidder at the April 1, 2002 bid opening at the County of San
Bernardino for a similar dump truck. Also, in January I delivered 4 Multi Body Volvo
powered Volvo trucks to the County of San Bernardino.
It appears to me that the major difference between the 10 yard 3-axle dump truck you
would like and the one that the County spec'd out is the transmission. I would suggest
that we negotiate for the automatic transmission that you would prefer to have. Our up-
charge for the Allison HD4560P World Transmission is $12,092 for either 4 or 5 speed
version. We would adjust rear axle ratio to accommodate your specific needs. This is no
charge.
I have enclosed a copy of my bid and specifications on our truck for the County of San
Bernardino for you to review. Please note, we bid a Warren body through our supplier
PSM Corporation. They have indicated a willingness to negotiate any changes you might
have.
I also, call your attention to the Volvo 12 liter diesel engine. This engine is in use at the
County of San Bernardino as well as many other customers in Southern California. It is
worthy to note that this engine was the first engine to achieve the Society of Automotive
Engineer's B-50 test rating of 1,000,000 miles. Volvo accomplished this in 1994.
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Also, The City of Poway recently took delivery of 2 \' olvo powered dump trucks that are
automatic transmissions.
I feel our 50 plus years as a full line truck dealer in Southern California and my entire
career in construction trucks in Southern California attests to our ability to perform as a
constant. As you are aware, there have been many business opportunities that operate as
truck dealers but they seem to come and go.
I would welcome the opportunity to review all or any portion of your truck specifications.
Remember, Volvo is famous for their commitment to safety. Many safety features on
this truck, most notable are the following:
V o\vo' s cab is the safest in the world. Rates highest in impact tests.
Air bag, driver's side.
Three interior cab grab handles, make this the safest truck for a driver to enter or
exit.
Fit of engine and transmission assemblies creates lower overall center of gravity.
Best visibility in the industry.
My direct line is 6 I 9-981-2486.
Please visit us on the web at www.ewtruck.com
. ,sincere~, "=;/10> /,fZ}
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Fred Campbell "
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Attachment 3
PRICE FORM
REQUEST FOR QUOTES:
DESCRIPTION OF RFQ:
RFQ F-02-49
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BIDDER'S NAME/ADDRESS:
200210 Cubic Yard, 3-Axle, Class 8, Dump Truck
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Please provide detailed Firm Fixed Price cost information in the spaces provided below, and any
other inpidental or additional costs required to complete the Technical Specification requirements.
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Item Description ., YlM . /
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001 200210 Cubic Yard, 3-Axle, Class 8, DumJLI,fuc~
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002 Delivery to 182 S. Sierra Way, San Bernardino, CA 92408
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Cost
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Are there any other additional or incidental costs which will be requir~d by your firm in order to
meet the requirements of the Technical Specifications? Yes I~. . (circle one). 1fyou
answered "Yes", please provide detail of said additional costs:
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Please indicate any elements of the Technical Specifications which cannot be met by your firm._
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Have you included in your bid all informational items and forms as requested6/ / No
(circle one). If you answered ':No", please explain:
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This offer shallEemlijll. firm for 90 day, from RF,Q close dat,e. -.It- "'. ' ., c-. j I.... r' .~~...: '
pr,c'u(f Te:. 7"7'a.c'J.[~ A..///6.:?~/'..e..;:4/7.2(';.L0'C;,L- /",;rT""/-4' /- J_ C'/".
Terms and conditions as set forth in this RFQ apply to this bid.
Cash discount allowable - %
(30) days.
days; unless otherwise stated, payment terms are: Net thirty
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 all
Addenda to this RFQ received by your firm, and the date said Addenda was/were received.
'Yerification of Addenda Received
Addenda No:
Addenda No:
Addenda No:
Received on:
Received on:
Received on:
PRINT SIGNER'S NAME AND TITLE:
H.ec7 ,4.
AUTHORIZED SIGNATURE:
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FAX: 6/7-:2-63 937.2-
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DATE SIGNED:
COMPANY NAME & ADDRESS:
IF SUBMITTING A "NO BID", PLEASE STATE REASON(S) BELOW:
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RECEiVED
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F:..~ET Dh':"3iOti
PRICE FOR\-!
REQ1JEST FOR QUOTES:
RFQ F-02-49
DESCRIPTION OF RFQ:
2002 10 Cubic Yard, 3-AxIe, Class 8, Dump Truck
_PS ft1 T1'vcJe E1u,~Vj,l.e~L4...
7 s;- s: Ve. nl. \) V\. l,,-Jcl"'~
ElCc.-..,.1oV'\ CA 91.-01..0
BIDDER'S NA..\.fE/ADDRESS:
. NAMEffELEPHONE NO. OF
AUTHORIZED REPRESENTATIVE
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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.
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001
Description UIM
200210 Cubic Yard, 3-Axle, Class 8, Dump Truck (SOb'f <'Hc..Y)
Delivery to 182 S. Sierra Way, San Bernardino, CA 92408
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Are there any other additional or incidental costs which will be re~ your firm in order to
meet the requirements of the Technical Specifications? Yes o. (circle one). If you
answered "Yes", please provide detail of said additional costs:
Please indicate any elements of the Technical Specifications which cannot be met by your firm. _
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Have you included in your bid all informational items and forms as request~ I No
(circle 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
(30) days.
%
days; unless otherwise stated, payment terms are: Net thirty
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 all
Addenda to this RFQ received by your firm, and the date said Addenda was/were received.
Verification of Addenda Received
Addenda No:
Addenda No:
Addenda No:
Received on:
Received on:
Received on:
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AUTIIORIZED SIGNATURE:
PRINT SIGNER'S NAME AND TITLE:
DATE SIGNED:
COMPANYNA1'JE & ADDRESS:
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IF SUBMITTING A "NO BID", PLEASE STATE REASON(S) BELOW:
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WARREN
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WAR.700
with optional
Lillt_ilg_te.
WAR-700
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STANDARD BODY FEATURES
Continuously welded Uni-body design
96" outside width - 87" inside width, 42" sides, 50" front and tailgate
1/4" AR400F 142,000 yield, 182,000 tensile sides, floor, taiigate, bulkhead and doghouse
8" I-beam @ 13.0 #/ft.long rails
No crossmembers
24" side to floor radius, 45 degree brace around doghouse
4" x 4" x 1/8" structural tubing top rails rotated 45 degrees for dirt shedding
10" full depth rear corner post and rear skirt
15' body lengths and above have one vertical center brace with 5" face
Flush mounted top fabricated steel tailgate hardware with 1-1/4" hinges and pins
3 panel horizontal braced tailgate, air-operated latch, no slope
5116" spreader chains with keyholes
light kit, (1) stop, tail & turn light in each corner post, std. FMVSS lights/reflectors
Prime finish - gray w /black understructure
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VVARREN
Warren, Inc. . P.O. Box 1719 . Collins, Mississippi 3942B . (601) 765-8221 . Fax (601) 765-4554
www.dumptrucks.com
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RESOLUTION NO. 2002-168
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF PURCHASE ORDERS
TO E-W TRUCK AND EQUIPMENT CO. AND PSM TRUCK EQUIPMENT FOR THE
FURNISHING AND DELIVERY OF ONE (1) 10 CUBIC YARD, 3 AXLE 2003 VOLVO
DUMP TRUCK TO BE UTILIZED BY THE PUBLIC SERVICES STREET DIVISION
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCil OF THE CITY
OF SAN BERNARDINO AS FOllOWS:
SECTION 1. That E-W Truck and Equipment Company has proposed a
negotiated purchase of one (1) 2003 Volvo VHD64F 3-Axle Class 8 Dump Truck
chassis; pursuant to this determination the Purchasing Manager is hereby authorized
to issue a purchase order to E-W Truck and Equipment Company for said vehicle in
the total amount of $85,600.91.
SECTION 2. That PSM Truck Equipment has proposed a negotiated purchase
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and installation of one (1) Warren WAR-700 Demolition Dump Body; pursuant to this
determination the Purchasing Manager is hereby authorized to issue a purchase order
to PSM Truck Equipment for said purchase and installation in the total amount of
$29.650.62.
SECTION 3. Such awards shall only be effective upon the issuance of
Purchase Orders by the Purchasing Manager. The authorization to execute the above
referenced purchas~ orders is rescinded if it is not issued within sixty (60) days of the
passage of this resolution.
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May 23, 2002
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2002-168
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF PURCHASE ORDERS
TO E-W TRUCK AND EQUIPMENT CO. AND PSM TRUCK EQUIPMENT FOR THE
FURNISHING AND DELIVERY OF ONE (1) 10 CUBIC YARD, 3 AXLE 2003 VOLVO
DUMP TRUCK TO BE UTILIZED BY THE PUBLIC SERVICES STREET DIVISION
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a joint regular
meeting thereof, held on the
17th day of
June
, 2002, by the
following vote, to wit:
Council Members:
NAYS
ABSTAIN ABSENT
AYES
ESTRADA
x
LIEN
x
MCGINNIS
x
DERRY
x
SUAREZ
x
ANDERSON
x
MCCAMMACK
x
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Rachel G. Clark, City Clerk .
The foregoing resolution
June , 2002.
is hereby approved this
day of
~. II"I
/ /(./---
-""-......-. '-"
Approved as to
Form and legal content:
Judith Valles, Mayor
City 'of San Bernardino
,
./
JAMES F. PENMAN,
City At!orney
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B' j. '
y. '-, . .,....
May 23, 2002
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): '1-\ 5-0;)- Item #
Vote: Ayes \-'1 Nays ...e--
~(, Resolution # () 00 ~ -- OJ 3/j
Abstain JCr- Absent e--
Change to motion to amend original documents: -
Reso. # On Attachments: - Contract term: -
Note on Resolution of Attachment stored separately: -==--
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY By:
Date Sent to Mayor: '1- \~-o d-
Date of Mayor's Signature: '1-\.,-0:;1
Date of ClerklCDC Signature: I1--V1 -o;;r
Date Memo/Letter Sent for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
S....e ) tt~('hed:
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:
City Attorney ,/'
Parks & Rec.
Code Compliance Dev. Services
Police Public Services /
Water
Notes:
NullNoid After: (,;,0 1)""-1 c, I '1-1:3 -0 d-
Reso. Log Updated:
Seal Impressed:
~
,/
Date Returned:
Yes / No By
Yes No ~ By
Yes No ,/ By
Yes NO~ 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: 1l::1.:C-
Date: rr,;(-{)~
Rev ised 01/12/0 I