HomeMy WebLinkAboutr 10555 Fleet Mgmt program RESOLUTION NO. 10555 (2014 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA UPDATING THE FLEET MANAGEMENT
PROGRAM
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WHEREAS, on September 2, 2014, the Council adopted Ordinance 1608 amending
Municipal Code Section 3.24.060(E) regarding cooperative purchasing; and
WHEREAS, Section 405-1 of the Fleet Management Program should be amended to be
consistent with this amendment.
NOW, THEREFORE, BE IT RESOLVED that the Council of the City of San Luis
Obispo hereby amends the Fleet Management Program regarding the purchase of vehicles via
cooperative purchasing (Section 405-1 of the Financial Management Manual) as set forth in the
underlined parts of Exhibit A attached hereto. The new ordinance will become effective October
2, 2014, 30 days after its adoption and revised provisions of Section 405-1 (3) will only become
effective as of that date.
Upon motion of Council Member Ashbaugh, seconded by Vice Mayor Christianson, and
on the following roll call vote:
AYES: Council Members Ashbaugh, Carpenter and Smith,
Vice Mayor Christianson and Mayor Marx
NOES: None
ABSENT: None
The foregoing resolution was adopted this 2'd day of September 2014.
— a- 2)3"
Maypr,Jan Marx
�C"IATTEST:,S (�
nfliony:J.
r CittyClerk`y•
APPROVED AS 'TiORM:
1
J. Christine Dietrick
City Attorney
R 10555
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Resolution No. 10555 (2014 Series)
Page 2 Exhibit A
Section 405-I: Procedures
COOPERATIVEbUYING NEW UNITS:
A'ote: All Fleet purchases such as Police patrol vehicles, general purpose fire tracks, sedans,
station wagons, passenger vans, light to heatry trucks, utility vehicles and construction
equipment should generally be acquired new through State of California Multiple Award
Schedule (CMAS) contracts. Specialized units not generally available though CiVAS should
generally be acquired new through "piggyback"purchases, where other local agencies have
conducted competitive procurements and oade those contracts available to the City,
I. Obtain a copy of the purchasing contract that extends contract prices to other government
agencies.
2. Ensure that the specified unit along with options is appropriate for the intended use.
3. Contact any local dealers within the City limits that might have been potential bidders to
ensure that the cooperative contract price is a good value and prudent alternative to
advertising for bids. If a dealer within the City limits can provide the same brand, model
and confieuration of item(s) identified in cooperative purchase agreement(s) at or below
the cooperative purchasing net cost within the same terms and conditions, the purchase
will be made from the local dealer
4. Include only those options needed to meet work requirements and typical comfort needs.
Avoid options like fancy wheels or leather upholstery that might be perceived as
luxurious or extravagant, even if there is no difference in price compared to ordinary
options.
5. Specify the exterior paint color to be white. Specify another base color (preferably solid
and non-metallic) if authorized or if it will demonstrably improve safety, enhance utility,
or reduce cost.
6. Prepare a purchase order to the contract dealer. Depending on the cost, submit a Council
Agenda Report or City Manager Report requesting approval of the purchase order.
7. Receive the unit and examine it for defects and conformance to specifications. If
satisfactory, mark the dealer's invoice `okay to pay," initial it, and forward it to
Accounting with a copy of the purchase order. Note: CMAS contracts often include
substantial cash discounts for payment within a stated period of time. For this reason,
invoices should be processed promptly to earn such discounts.
8. Forward any title documents to Accounting.
9. Pay any State of California CMAS invoices and charge the appropriate project account.
The State assesses a nominal service charge — typically one percent of the base price— for
CMAS procurements. Invoices for these service charges usually arrive two or three
months after the procurement.
405-14