TITLE
Recommendation to adopt resolution authorizing City Manager to execute an annual contract with Haaker Equipment Company of La Verne, CA (SBE), for furnishing and delivering Elgin Pelican street sweeper parts without advertising for bids, in an amount not to exceed $225,000, for a period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to enter into an annual contract with Haaker Equipment Company for furnishing and delivering Elgin Pelican street sweeper parts.
The Department of Public Works, Environmental Services Bureau operates 21 alternative-fueled Elgin street sweepers throughout the City and cleans over 150,000 miles of curbs and gutters annually. The Fleet Services Bureau maintains and repairs these units as part of the City's fleet maintenance program. Approximately 85 percent of the repair and replacement parts for these Elgin street sweepers must be provided by an authorized distributor and service center. This represents a reduction from the previous contract. Haaker Equipment Company is the only authorized Southern California and Northern Nevada dealer in the region that supplies Elgin parts. Therefore, a sole source Resolution is being requested. The remaining 15 percent of the parts required are available through various distributors, and will be procured through a competitive bid process.
The City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Amy R. Burton on June 22, 2011 and Budget Management Officer Victoria Bell on June 23, 2011.
SUSTAINABILITY
- Environmental benefits - The effective and continuous cleaning of the City's streets reduces the amount of contaminants emitted into the City's beaches and waterways.
TIMING CONSIDERATIONS
City Council action is requested on July 19, 2011 to ensure the availability of parts required to effectively maintain City equipment and services to the public.
FISCAL IMPACT
The total cost of this contract, in an annual amount not to exceed $225,000, is budgeted in the Fleet Services Fund (IS 386) in the Department of Public Works (PW). The costs are funded by user charges to the department customer. There are no local jobs impacted by this action
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH HAAKER EQUIPMENT COMPANY, WITHOUT ADVERTISING FOR BIDS, FOR ELGIN PELICAN STREET SWEEPER PARTS IN AN AMOUNT NOT TO EXCEED $225,000.
Respectfully Submitted,
DAVID S. NAKAMOTO
ACTING DIRECTOR OF FINANCIAL MANAGEMENT
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER