TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with McNeilus Truck and Manufacturing, of Colton, CA (not an MBE, WBE, SBE, or Local), to provide refuse truck cab parts, in an annual amount not to exceed $275,000, 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 an annual contract with McNeilus Truck and Manufacturing for the purchase of truck cab parts needed to support the Department of Public Works, Environmental Services Bureau (ESB) Refuse Collection Program. ESB operates 82 diesel and LNG-fueled refuse trucks throughout the City that remove over 11.6 pounds of solid waste per person per day.
The Department of Financial Management, Fleet Services Bureau, maintains and repairs these units as part of the City's fleet maintenance program. McNeilus Truck and Manufacturing is the sole source provider of McNeilus manufactured parts, which are needed for the cabs of the refuse trucks, in the state of California and is the only Original Equipment Manufacturer (OEM) of McNeilus parts for the United States. The City must purchase replacement parts for the cabs to maintain its McNeilus equipment and the company does not utilize independent contractors.
Since the currently contracted provider, McNeilus Truck and Manufacturing, is the only provider for McNeilus parts, no useful purpose would be served by advertising for bids and to do so would be deemed as an unnecessary expenditure of public funds and staff time.
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 Amy R. Webber on January 16, 2013 and Budget Management Officer Victoria Bell on January 31, 2013.
SUSTAINABILITY
Environmental benefits - the effective and continuous removal of refuse from the City's residences and businesses prevents disease and contamination of beaches and waterways.
TIMING CONSIDERATIONS
City Council action to adopt the attached Resolution and approve this contract is requested on February 19, 2013, 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 the amount of $275,000, is budgeted in the Fleet Services Fund (IS 386) and in the Department of Financial Management (FM). The costs are funded by user charges to the Refuse Fund (EF 330). 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 MCNEILUS TRUCK AND MANUFACTURING, INC., WITHOUT ADVERTISING FOR BIDS, FOR THE PURCHASE OF REFUSE TRUCK CAB PARTS FOR A PERIOD OF TWO YEARS, WITH AN OPTION TO RENEW FOR TWO ADDITIONAL ONE-YEAR PERIODS, IN AN ANNUAL AMOUNT NOT TO EXCEED $275,000
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER