TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Haaker Equipment Company, of La Verne, CA, for furnishing and delivering Elgin Pelican street sweeper parts on an as-needed basis, in an annual amount not to exceed $250,000 for a period of two years, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Haaker Equipment Company for the as-needed purchase of street sweeper parts necessary to support the Public Works Environmental Services Bureau's (ESB) Street Sweeper Program and sweeper parts, as needed, by the Harbor and Water Departments.
ESB 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. Haaker Equipment Company is the only authorized Southern California and Northern Nevada distributor in the region that supplies the Elgin parts. Therefore, approval of a sole source Resolution is being requested. Street sweeper parts will be purchased only as needed so that there is no significant inventory or cost waste if the type of sweeper is changed.
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 City Council.
This matter was reviewed by Deputy City Attorney Kendra L. Carney on July 14, 2014 and by Budget Management Officer Victoria Bell on July 18, 2014.
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 August 19, 2014 to ensure the availability of parts required to effectively maintain City equipment and services to the public.
FISCAL IMPACT
The cost of this contract is an annual amount not to exceed $250,000 and is budgeted in the Fleet Services Fund (IS 386) in the Financial Management Department (FM), the Harbor Fund (HR 430) in the Harbor Department (HA), and in the Water Fund (EF 130) in the Water Department (WA). There is no local job impact associated with this recommendation.
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 $250,000
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER