TITLE
Recommendation to adopt Specifications No. ITB FS21-001 and award a contract to United Rotary Brush Corporation, of Lenexa, KS, for furnishing and delivering street sweeper brooms, for an annual amount of $250,000, with a 10 percent contingency of $25,000, for a total annual contract amount not to exceed $275,000, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with United Rotary Brush Corporation, for the purchase of street sweeper brooms, for a total annual contract amount not to exceed $275,000.
There are 24 street sweepers and a variety of smaller equipment that use rotating brooms to clean streets and other hard surface areas in the City. These mechanical broom sweepers are often the preferred application for optimal street cleaning and surface scrubbing. Due to the high rate of usage, brooms must be replaced frequently. In addition, the brooms must be configured to meet the specifications of the equipment and the diverse operational needs of the City.
The bid was advertised in the Long Beach Press-Telegram on October 20, 2020, and 12 potential bidders specializing in heavy equipment components were notified of the bid opportunity. Of those bidders, ten downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the sixth floor of City Hall, and the Division’s website at www.longeach.gov/purchasing. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 35 local, minority-owned, and women-owned business groups. One bid was received on November 19, 2020, and the bidder was not a Minority-owned Business Enterprise (MBE), Woman-owned Business Enterprise (WBE), certified Small Business Enterprise (SBE), or Long Beach business (Local). United Rotary Brush Corporation, of Lenexa, KS (not a MBE, WBE, SBE, or Local), was the sole responsive bidder.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the bid specifications. Through outreach, four Long Beach vendors were notified to submit bids, of which none downloaded or submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Taylor M. Anderson on December 22, 2020, by Business Services Bureau Manager Tara Yeats on December 7, 2020, and by Budget Management Officer Rhutu Amin Gharib on December 17, 2020.
SUSTAINABILITY
The selected vendor recycles undamaged broom brushes and plates at no cost to the City. The ability to recycle sweeper broom parts greatly reduces the carbon footprint in manufacturing of these products. In addition, steel brushes are not treated with any petroleum residues or oils that may transfer to City streets or other surfaces.
TIMING CONSIDERATIONS
City Council action is requested on January 19, 2021, to ensure a contract is in place expeditiously.
FISCAL IMPACT
The total annual cost of the contract will not exceed $275,000, inclusive of a 10 percent contingency, and is budgeted in the Fleet Services Fund Group in the Financial Management Department. Costs for these parts will be collected through the Fleet Services Memorandum of Understanding (MOU) regular monthly charges to the General Fund Group in the Public Works Department when they are issued. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
CITY MANAGER