HomeMy WebLinkAbout19- Public Service CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
From: Lynn Merrill,Director Subject:Resolution authorizing an increase in the annual
purchase orders to McCray Enterprises, P&S Truck
Dept: Public Services Supply, Inc., and Rush Truck Centers of California for
State mandated preventive maintenance inspections and
Date: April 7, 2000 repair of the City's heavy truck fleet.
ORK.; h'JAL Council Meeting Date: May 1, 2000
Synopsis of Previous Council Action
Reso 99-334 Adopted 12/20/99
Recommended Motion:
1. Authorize the Director of Finance to amend the FY1999-00 Budget and appropriate $44,000 from the Fleet Fund's
Unappropriated/Undesignated fund balance for outside vehicle maintenance (635-341-5173;.
2. Adopt resolution
-Z
Lynn Merrill
Contact person: Lynn Merrill Phone: 5140
Supporting data attached: Staff Report,Resolution Ward: All
FUNDING REQUIREMENTS:
Amount: $44,000
Source: Unappropriated/Undesignated
fund balance in the Fleet Division
Fund
ll �
Finance
Council Notes:
Agenda Item No. ' 1
,5IJJa000
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT_
A Resolution authorizing an increase in the annual purchase orders to McCray Enterprises, P&S Truck
Supply, Inc., and Rush Truck Centers of California for State mandated preventive maintenance
inspections and repair of the City's heavy truck fleet.
BACKGROUND
On June 23, 1999,the California Highway Patrol conducted their Biennial Terminal Inspection of the
Fleet Division. Due to numerous identified deficiencies in the area of"Maintenance Program/
Records" and "Vehicles",the Fleet Division received an "Unsatisfactory" rating. A second inspection
on January 27, 2000 resulted in a second"Unsatisfactory" rating. One area that was noted as deficient is
the 90-day Preventive Maintenance Inspections (PMIs).
The State mandated Preventive Maintenance Inspection (PMI) requires each vehicle equipped with
airbrakes and over 26,000 pounds Gross Vehicle Weight, or any combination of a vehicle with a total
length of 40 feet or over,to be inspected every ninety(90) days for safety. This regulation applies to
ninety-six (96) of our vehicles and trailers. Sixty-two (62) of the ninety-six vehicles are in support of the
Refuse Operation.
Since January 3, 2000,the Public Services Fleet Division has adopted an aggressive PMI schedule in
order to bring all vehicles into compliance. As of April 10, 2000 all City trucks are current in their 90-
day inspection; however,this effort has resulted in an increase in the volume of identified repairs with a
corresponding increase in Outside Service costs. While the Fleet Division anticipated that a majority of
the inspections and/or repairs would be brought back in-house by February 29,2000, only the
inspection portion of the program has successfully been brought back in-house. Many of the repairs
identified and that are expected through the end of the fiscal year exceed the capability of the Fleet's
current staff and are best performed by outside vendors.
FINANCIAL IMPACT
On December 20, 1999 Council approved Resolution 99-334 requesting$135,000 for preventive
maintenance inspection services and repairs by McCray Enterprises, P&S Truck Supplies, and Rush
Truck Centers. The Fleet Division projects that an additional $44,000 is needed to cover repair costs
on the heavy equipment fleet through June 2000 in order to continue to achieve compliance with the
mandated inspection program. As an internal service department,the Fleet Division charges the actual
costs for inspection and repair of individual vehicles assigned to each department. Funds are in the
Fleet Division Unappropriated/Undesignated fund balance. Staff is requesting Council approve the
appropriation of funds from the Fleet Division Unappropriated/Undesignated fund balance to cover
the additional $44,000 cost of Outside Vehicle Repairs under the PMI program,bringing the total cost
from$135,000 to $179,000.
1
RECOMMENDATION
That the Mayor and Common Council:
1. Authorize the Director of Finance to amend the FY 1999-00 Budget and appropriate $44,000
from the Fleet Fund's Unappropriated/undesignated fund balance for Outside Vehicle
Maintenance (635-341-5173).
2. Adopt Resolution authorizing the Purchasing Manager to increase the annual purchase orders
in an amount "not to exceed" $44,000 to McCray Enterprises, P&S Truck Supply, Inc., and
Rush Truck Centers of California for State mandated preventive maintenance inspections and
repair of the City's heavy truck fleet.
2
: COPY
1 Resolution No.
2
RESOLUTION AUTHORIZING AN INCREASE IN THE ANNUAL
3 PURCHASE ORDERS TO MCCRAY ENTERPRISES, P&S TRUCK SUPPLY, INC.,
AND RUSH TRUCK CENTERS OF CALIFORNIA FOR STATE MANDATED
4 PREVENTIVE MAINTENANCE INSPECTIONS AND REPAIR OF THE CITY'S
5 HEAVY TRUCK FLEET
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
7
8 SECTION 1. That McCray Enterprises, P&S Truck Supply, Inc. and Rush Truck Centers
9 of California provides heavy duty vehicle repair parts and service for heavy equipment fleet to
10 furnish State mandated preventive maintenance repairs of the City's heavy truck fleet. Pursuant to
11 this determination the Purchasing Manager is hereby authorized and directed to increase the
12 Annual Purchase Orders to McCray Enterprises, P&S Truck Supply, Inc., and Rush Truck Centers
13 of California in an aggregate amount not to exceed $44,000.
14 SECTION 2. The authorization to execute the above referenced Annual Purchase Order
15 is rescinded if the purchase order is not issued within sixty (60) days of the g
P assa e of this
16
resolution.
17
18
19
20
21
22
23
24
25
26
27
28
Apr l 7,2000 1
I RESOLUTION AUTHORIZING AN INCREASE IN THE ANNUAL
2 PURCHASE ORDERS TO MCCRAY ENTERPRISES, P&S TRUCK SUPPLY, INC.,
AND RUSH TRUCK CENTERS OF CALIFORNIA FOR STATE MANDATED
3 PREVENTIVE MAINTENANCE INSPECTIONS AND REPAIR OF THE CITY'S
4 HEAVY TRUCK FLEET;AND AUTHORIZING THE
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof, held on
7 the day of , 2000, by the following vote,to wit:
8
Council Members: Ayes Nays Abstain Absent
9
10 ESTRADA
11 LIEN
12 McGE,NIS
13 SCHNETZ
14 SUAREZ
15 ANDERSON
16
McCAMMACK
17
18
City Clerk
19 The foregoing resolution is hereby approved this day of
20
, 2000.
21
22 Judith Valles, Mayor
23 City of San Bernardino
Approved as to form and
24 Legal content;
James F. Penman,City Attorney
25
26
27 /
C, 28
April 7,2600