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RESOLUTION (ID #3471) DOC ID: 3471 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Jarrod Burguan M/CC Meeting Date: 10/06/2014
Prepared by: Gary Schuelke, (909) 384-5742
Dept: Police Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Transfer of $55,000 from Account Number 108-210-0082-5112 to Account Number 108-210-
0082-5701 and the Issuance of a Purchase Order to Carmax in an Amount Not to Exceed
$55,000 Utilizing Account Number 108-210-0082-5701. (#3471)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $75,000
Account No. 108-210-0082-5112
Account Description: Asset Forfeiture
Balance as of. 9/3/2014
Balance after approval of this item: $20,000.00
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred, but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
5-19-2014 Resolution No. 2014-143 adopted authorizing the transfer of funds and Issuance
of a Purchase Order to Carmax in an Amount Not to Exceed $55,000.
Background:
The San Bernardino Police Vice/Narcotics Unit is in immediate need of replacement vehicles.
Currently, 14 unmarked (undercover) vehicles are dedicated to the unit with four of those
vehicles assigned to officers working task force positions. Six of these 14 vehicles were
identified as needing urgent replacement. Each of these identified vehicles had over 120,000
miles and require frequent repair to include major investments such as transmissions. In the
previous council action three of the aging vehicles were replaced and we are requesting that the
final three vehicles be approved for replacement using the same process as before. Past practice
has been to purchase new vehicles on an `as needed' basis. Due to the financial strains on the
City, this practice is not feasible.
As an alternative, the Police Department has identified three auto dealerships willing to accept
our city owned vehicles as trade-ins and will also allow for the purchase of lower mileage used
vehicles. A comparison of all three quotes revealed that Carmax can offer the best overall
product. Carmax is willing to offer the City of San Bernardino an average of $3,000.00 per
vehicle on trade-in as well as offer a large inventory of fully inspected used vehicles for
Updated: 10/1/2014 by Linda Sutherland B I Packet Pg. 225
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3471
purchase. Carmax has the ability to obtain vehicle inventory from their many locations and
deliver them locally. This should ensure that the City of San Bernardino will receive the highest
quality vehicle for the investment. Appraisals of trade-in vehicles and quotes for prospective
vehicles have been obtained. To ensure officer safety, documents with vehicle identification
information are not included with this item. All proper documentation will be provided to the
City at the time of purchase.
The San Bernardino Police Department is requesting authorization to purchase three vehicles at
this time. The purchase price is not to exceed approximately $20,000.00 per vehicle plus the
trade-in allowance of four vehicles from our current fleet. Monies from this transaction will be
obtained through narcotic asset forfeiture seizure funds. Asset forfeiture money is an identified
funding source to be utilized for law enforcement equipment, including the purchase of
undercover vehicles. All associated costs outside of the purchase price such as, licensing and
registration will also be funded through asset forfeiture monies. This process has been vetted
through the City Attorney's Office and has been determined an acceptable means of obtaining
replacement vehicles.
Sufficient funds have been budgeted for this item is account number 108-210-0082-5112. The
available unspent balance in this account is $75,000.00. A budget transfer of $55,000.00 to
account number 108-210-0082-5701 (Motor Vehicles) is being requested to ensure payment is
made from the appropriate account. A cost increase from the previously approved council action,
$52,500.00 to $55,000.00, a $2,500.00 difference, for the purchase of the three new vehicles is
being requested which will allow for more flexibility in choosing the new vehicles to be
purchased.
City Attorney Review:
Supporting Documents:
Narc Vehicle Purchase RESO(DOC)
Updated: 10/1/2014 by Linda Sutherland B Packet Pg. 226
5.M.a
' 1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE TRANSFER OF $55,000 FROM
3 ACCOUNT NUMBER 108-210-0082-5112 TO ACCOUNT NUMBER 108-210-0082-
4 5701 AND THE ISSUANCE OF A PURCHASE ORDER TO CARMAX IN AN
AMOUNT NOT TO EXCEED $55,000 UTILIZING ACCOUNT NUMBER 108-210-
5 0082-5701
6 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. That the Director of Finance is hereby authorized and directed to 3
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transfer $55,000 from Asset Forfeiture account number 108-210-0082-5112 to account
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11 number 108-210-0082-5701.
12 SECTION 2. That the Director of Finance is hereby authorized and directed to issue a z
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13 Purchase Order to Carmax in an amount not to exceed $55,000 utilizing Asset Forfeiture �
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14 account number 108-210-0082-5701. Pursuant to San Bernardino Municipal Code LU
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16 3.04.101(b)(3), the Mayor and Common Council approve a selected source justification for
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17 this purchase.
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Packet Pg. 227
5.M.a
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE TRANSFER OF $55,000 FROM
2 ACCOUNT NUMBER 108-210-0082-5112 TO ACCOUNT NUMBER 108-210-0082-
5701 AND THE ISSUANCE OF A PURCHASE ORDER TO CARMAX IN AN
3 AMOUNT NOT TO EXCEED $55,000 UTILIZING ACCOUNT NUMBER 108-210-
4 0082-5701
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6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
7 Common Council of the City of San Bernardino at a meeting
8 thereof, held on the day of , 2014, by the following vote, to wit: 2
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Council Members: AYES NAYS ABSTAIN ABSENT
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11 MARQUEZ
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12 BARRIOS
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13 VALDIVIA M
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14 SHORETT w
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NICKEL o
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17 JOHNSON a.
18 MULVIHILL
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20 Georgeann Hanna, City Clerk
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The foregoing resolution is hereby approved this day of , 2014.
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24 R. Carey Davis, Mayor
City of San Bernardino
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Approved as to form:
26 Gary D. Saenz, City Attorney
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28 By:
Packet Pg. 228
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FPacket Pg. 229