HomeMy WebLinkAbout24- Public Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director Subject: Resolutions authorizing increases to the
Annual Purchase Orders providing main-
Dept: Public Services tenance materials, parts and services for
the City's vehicle fleet.
Date: April 6, 1999
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Synopsis of Previous Council Action -"
Amrep Inc. 07/08/98 Reso 98-185 Arrow Auto None
Associated 07/22/98 Reso 98-209 Fairview Ford 07/08/98 Reso 28-182
Hydra Force 07/22/98 Reso 98-214 Kaman Indust. 07/08/98 Reso 98-183
Kawasaki 07/08/98 Reso 98-191 McCray Ent. 08/19/98 Reso 98-238
South Western 07/22/98 Reso 98-210 Viking Tires 07/22/98 Reso 98-211
Diesel Fuel Inject. None
Recommended Motion:
1.) Adopt Resolutions
2.) Authorize the Director of Finance to amend the FY 1998-99 Budget as outlined in attached staff report.
./a,0 A a/
Lynn Merrill
Contact person: Lynn Merrill Phone: 5140
Supporting data attached: Ward:
FUNDING REQUIREMENTS:
Amount: TOTAL $330,000
Source: 635-341-5704 $ 25,000
Fleet Misc. Equip
635-341-5706 $ 35,000
Fleet Renovations
01-213-5011 $105,000
Police Salary Savings
527-4XX-5XXX $165,000
Misc. Refuse Maintenance &Operation&Contractual
Accounts
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Council Notes:
Agenda Item No.
y1l9/R9
STAFF REPORT
SUBJECT
Resolution authorizing increases to eleven (11) Annual Purchase Orders providing maintenance materials, parts and
services for the City's vehicle fleet, and request to amend FY 1998-99 Fleet budget to cover maintenance
expenditures for the remainder of the fiscal year.
BACKGROUND
The Fleet Services Division is requesting that the Mayor and Common Council authorize increases to eleven (11)
annual purchase orders for the provision of maintenance materials, parts and services for the City's Fleet Division.
Nine of the eleven Purchase orders received Council approval earlier this fiscal year for their on inal
amounts. The original amounts of the annual purchase orders were based on prior year expenditure levels. Actual
expenditures fluctuate from year to year based on equipment malfunctions, availability requirements and inflationary
increases to parts and services. As the fiscal year progresses, adjustments to purchase orders are needed to more
accurately reflect the pattern of that fiscal year.
The purchase orders can be divided into two general categories: light vehicle fleet repairs, and heavy vehicle fleet
repairs. Although light vehicle fleet repairs refer to the City's entire fleet of 425 sedans and trucks, the primary
reason for the increase in purchase orders is due to increased repairs of police vehicles. Heavy vehicles refer to the
City's fleet of 180 trucks, heavy equipment and trailers. The primary reason for increase in this area is due to
increased repairs of Refuse trucks. These two areas, light vehicle fleet and heavy vehicle fleet, are discussed below.
Heavy Equipment Vehicle Fleet
The City's heavy vehicle/equipment fleet is comprised of 180 trucks, heavy equipment and trailers. The majority of
the increased expenditures in this area are due to increased repairs to the Refuse Fleet. The City purchased eighteen
(18) automated side loader refuse trucks in 1995. Because all vehicles went into service at the same time, similar
components are failing on all the trucks. Six of the units have required major reconstruction of the arm mechanism,
which was not expected this year. Other components, such as packing blades, body components, and steering
boxes are requiring unanticipated increased service at this time as well.
The following increases to purchase orders related to heavy vehicles/equipment are requested:
VENDOR DESCRIPTION ORIGINAL REQUESTED TOTAL
AMOUNT INCREASE AMOUNT
Amrep, Inc. Refuse Truck body parts &service 124,000 64,000 188,000
PO# 992381
Associated Truck Parts Brake materials & supplies; power steering 45,000 30,000 75,000
PO# 992371 repairs and parts
Hydra Force Hydraulic Cylinders 53,000 9,000 62,000
PO# 992376
Kaman Industrial Tech Hydraulic hoses, fittings, bearings 34,000 18,000 52,000
PO# 992379
McCray Enterprises Heavy Equipment Repair/Steering Box 60,000 64,000 124,000
PO# 992471 repairs
South Western Motors Heavy vehicle radiator service 40,000 20,000 60,000
PO #992373
Diesal Injection Services Major tune-ups/smog failures 22,100 12,900 35,000
PO #992067
Viking Tires Tire repair, service 125,000 27,000 152,000
PO# 992369
Light Vehicle Fleet
The City's Light Vehicle Fleet is comprised of 425 sedans and trucks. The majority of the increased expenditures in
this area are due to repairs and maintenance of police vehicles, which makes up over half of the City's light vehicle
fleet. Fleet originally anticipated that repair and maintenance costs for police vehicles would be lower than previous
year's levels and budgeted accordingly, but it is now projected that repair and maintenance of police vehicles will be
approximately the same as previous years'levels, not lower.
The following increases to purchase orders related to the light vehicle fleet are requested:
VENDOR DESCRIPTION ORIGINAL REQUESTED TOTAL
AMOUNT INCREASE AMOUNT
Arrow Transmission Transmission, a/c repairs 24,999 14,000 38,999
PO# 992406
Fairview Ford Various Ford auto products&service 64,000 11,000 75,000
PO# 992382
Kawasaki of Riverside Police motorcycle parts&service. 30,000 10,000 40,000
PO# 992375
FINANCIAL IMPACT
The Fleet Division projects that $330,000 is needed to cover maintenance and repair costs for the remainder of the
fiscal year (including the $279,900 needed to increase the purchase orders listed above). As an internal services
department,the Fleet Division charges the actual costs for maintenance and repair of individual vehicles assigned to
each department. It is projected that the Police Department will exceed their budgeted garage charges by $140,000
and Refuse will exceed their budgeted garage charges by approximately $173,000. Because the Fleet Division
anticipates approximately $80,000 in savings in budgeted fuel and capital outlay expenditures, only $105,000 is
required to be transferred from the Police Department, and only$145,000 is required from the Refuse Department.
NOTE: The overage of Police garage charges was factored into the Mid-Year Budget Report that was presented to
the Mayor and Council on February 18, 1999. Because this was already factored into projections, the transfer
of$105,000 from Police to Fleet does not affect the projected deficit.
Public Services is in the process of issuing a Request for Proposal to conduct an efficiency study of the Fleet
Division operation. The study will look at alternatives for maximizing the Fleet Division's efficiency and
productivity while minimizing expenses.
The budget amendments requested are as follows:
FROM: TO:
ACCOUNT# DESCRIPTION AMOUNT ACCOUNT# DESCRIPTION AMOUNT
001-213-5011 Police Salary Savings $105,000 635-341-5111 Fleet Material&Supply $111,000
527-411-5xxx Misc. Refuse maint. & $165,000 635-341-5173 Fleet Outside Vehicle $219,000
527-412-5xxx operation, contract., & Maintenance
527-413-5xxx fuel accounts
527-415-5xxx
635-341-5704 Fleet Misc. Equip $ 25,000
635-341-5706 Fleet Renovations $ 35,000
TOTAL $330,000 TOTAL 1 $330,000
RECOMMENDATION
That the Mayor and Common Council:
1.) Adopt Resolution; and
2.) Authorize the Director of Finance to amend the FY 1998-99 Budget as outlined in the above staff report.
99 C(D Ply
Resolution No.
1
RESOLUTION OF THE CITY OF SAN BERNARDINO, AWARDING
2 INCREASES TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE
MATERIALS, PARTS AND SERVICES TO BE UTILIZED BY THE FLEET
3 DIVISION OF THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN
4 BERNARDINO.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
6
7 SECTION 1. That Amrep, Inc. is the sole provider of materials and service in support
8 of the City's Refuse Fleet; that the annual purchase order be increased by $64,000 to a, "not to
9 exceed" amount of $188,000; and, pursuant to this determination, the Finance Department is
10 hereby authorized and directed to increase the Annual Purchase Order by $64,000 to Amrep, Inc.
11 for service and materials.
12 SECTION 2. That Arrow Auto Air and Transmission provides auto air conditioning and
13 transmission service in support of the City's light vehicle fleet; that the annual purchase order be
14
increased by $14,000 to a "not to exceed" amount of$38,999; that pursuant to this determination,
15
the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
16
17 by$14,000 to Arrow Auto Air and Transmission.
18 SECTION 3. That Associated Truck Parts provide heavy equipment brake service and
19 materials in support of the City's heavy equipment fleet; that the annual purchase order be
20 increased by $15,CC0 to a "not to exceed" amount of$60,000; that pursuant to this determination,
21 the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
22 by$15,000 to Associated Truck Parts for service and materials.
23 SECTION 4. That Fairview Ford is the sole provider of materials and service in support
24
of the Ford Motor products within the City of San Bernardino; that the annual purchase order be
25
26 increased by$11,000 to a "not to exceed" amount of$75,000; that, pursuant to this determination,
27 the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
28 by$11,000 to Fairview Ford for service and materials.
r? �,
ZZ �� q
RESOLUTION OF THE CITY OF SAN BERNARDINO, AWARDING
1 INCREASES TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE
MATERIALS, PARTS AND SERVICES TO BE UTILIZED BY THE FLEET
2 DIVISION OF THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN
BERNARDINO.
3
4 SECTION 5. That Hydra Force specializes in custom manufacturing and repair of
5 hydraulic cylinders for heavy trucks and equipment;that the annual purchase order be increased by
6 $9,000 to a "not to exceed" of $62,000; that, pursuant to this determination, the Finance
7 Department is hereby authorized and directed to increase the Annual Purchase Order by$9,000 to
8 Hydra Force.
9 SECTION 6. That Kaman Industrial Technologies Corporation specializes in "Gates"
10
brand of hydraulic hoses, fittings, and bearings which have been adopted as a standard for the
11
City's heavy equipment fleet; that the annual purchase order be increased to a "not to exceed"
12
13 amount of $52,000; that, pursuant to this determination, the Finance Department is hereby
14 authorized and directed to increase the Annual Purchase Order by $18,000 to Kaman Industrial
15 Technologies Corporation.
16 SECTION 7. That Kawasaki of Riverside provides motorcycle parts and services utilized
17 to support the City of San Bernardino Police Motorcycle Fleet; that annual purchase order be
18 increased by$10,000 to a "not to exceed" amount of$40,000; that, pursuant to this determination,
19 .
the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
20
by$10,000 to Kawasaki of Riverside.
21
22 SECTION 8. That McCray Enterprises is a local vendor providing heavy equipment
23 repair services in support of the City's vehicle fleet; that the annual purchase order be increased by
24 $20,000 to a "not to exceed" amount of$80,000.00; pursuant to this determination,the Finance
25 Department is hereby authorized and directed to increase the Annual Purchase Order by $30,000
26 to McCray Enterprises.
27
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Apr 16, 1999
RESOLUTION OF THE CITY OF SAN BERNARDINO, AWARDING
1 INCREASES TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE
MATERIALS, PARTS AND SERVICES TO BE UTILIZED BY THE FLEET
2 DIVISION OF THE PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN
B ERNARDINO.
3
4 SECTION 9. That South Western Motors, a local vendor provides automotive and truck
5 heating/cooling system service, repairs, and engine overhaul service; that the annual purchase
6 order be increased by $20,000 to a "not to exceed" amount of $60,000.00; that, pursuant to this
7 determination, the Finance Department is hereby authorized and directed to increase the Annual
8 Purchase Order by$20,000 for South Western Motors.
9 SECTION 10. That Viking Tire is a local vendor providing tires, tubes, and related
10
services to the City's fleet; that the annual purchase order be increased by $27,000 to a "not to
11
12 exceed" amount of $152,000.00; that, pursuant to this determination, the Finance Department is
13 hereby authorized and directed to increase the Annual Purchase Order by$27,000 to Viking Tires.
14 SECTION 11. That Diesel Injection Service is a local vendor providing injection pump
15 repair and major tune-up services related to the City's fleet; that the annual purchase order be
16 increased by$12,900 to a "not to exceed" amount of$35,000; that, pursuant to this determination,
17 the Finance Department is hereby authorized and directed to increase the Annual Purchase Order
18 by$12,900 to Diesel Injection Services
19
SECTION 12. The authorization to execute the above referenced is rescinded if it is not
20
21 issued within sixty (60) days of the passage of this resolution.
22
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April 6, 1999
RESOLUTION OF THE CITY OF SAN BERNARDINO, AWARDING INCREASES
1 TO ANNUAL PURCHASE ORDERS PROVIDING MAINTENANCE MATERIALS,
PARTS AND SERVICES TO BE UTILIZED BY THE FLEET DIVISION OF THE
2 PUBLIC SERVICES DEPARTMENT OF THE CITY OF SAN BERNARDINO.
3 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
4 Common Council of the City of San Bernardino at a meeting thereof, held on
5 the day of , 1999,by the following vote,to wit:
6
7 Council Members: Ayes Nays Abstain Absent
8 ESTR.ADA
9 LIEN
10 McGINNIS
11
SCHNETZ
12
DEVLIN
13
14 ANDERSON
15 MILLER
16
17 City Clerk
18 The foregoing resolution is hereby approved this day of
19 ) 1999.
20
21
22 Judith Valles, Mayor
23 City of San Bernardino
Approved as t form and
24 Legal content
James F. P ty o ey
25 �
BY:
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Apri 6, 1999