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CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director Subject Motion to reject all bids submitted in response to
Bid No. F -00 -21 for diesel engine /heavy equipment
Dept: Public Services maintenance.
Date: August 23, 1999
ORI U IN L Council Meeting Date: Sept 7, 1999
Synopsis of Previous Council Action
Recommended Motion:
To reject all bids submitted in response to Bid No.F -00 -21 for diesel engine /heavy equipment maintenance.
Contact person: Lynn Merrill
Supporting data attached: Staff Report
FUNDING REQUIREMENTS:
Council Notes:
Lynn Merrill
Phone: 5140
Ward: ALL
Agenda Item No. 4�S
9/7 99
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Motion to reject all bids submitted in response to Bid No. F -00 -21 for diesel engine /heavy
equipment maintenance.
BACKGROUND
Notices inviting bids for FY 99/00 annual purchase order for diesel engine /heavy
equipment maintenance were mailed to seven (7) vendors. Bidders were required to
submit bids on various services as specified in Bid -No. F- 00 -21. The Bid was opened on
July 20, 1999; three bidders responded of which one was a "no bid" submitted.
Upon further review of current Fleet Division needs, staff examined the quantity and type
of work outlined within the original bid specification. The type of work specified is usually
the result of a major engine repair that may require diagnostics and other additional repairs
beyond the scope of this specification. In addition, a review of actual occurrences of the
four types of work specified indicates that these required repairs occur infrequently. It may
therefore be more cost advantageous to the City to secure individual bids from three
vendors on a vehicle by vehicle basis whenever these type of repairs are required.
Municipal Code section 3.04.070E states that "At its discretion, the Mayor and Common
Council shall have the power to reject any and all bids presented and readvertise for bids ".
Staff is therefore requesting authorization to reject all bids submitted under Bid No. F -00-
21. 'The Fleet Division shall secure three quotes from vendors for any diesel /heavy
equipment maintenance and shall, whenever possible, include the two vendors who
submitted bids under this specification.
RECOMMENDATION
That the Mayor and Common Council approve a motion authorizing the rejection of all
bids received in response to Bid No. F- 00 -21.