TITLE
Recommendation to adopt Specifications No. ITB FS15-075 and authorize City Manager to execute a contract with Arizona Machinery, LLC, dba Stotz Equipment, of Montclair, CA, for the purchase of two John Deere 6115D tractors and mower attachments, in a total amount not to exceed $258,560, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Arizona Machinery, LLC, for the purchase of two John Deere 6115D tractors and mower attachments for the Long Beach Airport airfield maintenance program. The current equipment is at least five years past its useful life. Sufficient replacement funds have been collected to replace both units. This equipment is part of the approved replacement plan for FY 15.
The bid was advertised in the Press-Telegram on April 21, 2015, and 3,725 potential bidders specializing in landscaping products and services were notified of the bid opportunity. Of those bidders, 14 downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Four bids were received on May 11, 2015. Of those bidders, none were Minority-owned Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), certified Small Business Enterprises (SBEs), or Long Beach businesses (Local). Arizona Machinery, LLC, of Montclair, CA (not an MBE, WBE, DBE, SBE or Local), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 338 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 Kendra L. Carney on July 13, 2015 and by Budget Management Officer Victoria Bell on July 28, 2015.
SUSTAINABILITY
These new units are significantly more efficient and utilize advanced emission reduction technology, decreasing their environmental impact, especially compared to the 15-year old units being replaced. The new units are in compliance with California and South Coast Air Quality Management District rules and regulations for off-road equipment engine requirements for diesel particulate emissions.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS15-075 and award a contract concurrently is requested on August 18, 2015, to ensure that appropriate equipment is in place at the Airport to comply with Federal Aviation Administration regulations for airfield maintenance.
FISCAL IMPACT
The total purchase amount will not exceed $258,560 and is budgeted in the Fleet Services Fund (IS 386) in the Financial Management Department (FM). Contract costs have been collected through regular capital replacement charges to the Airport Fund (EF 320) in the Airport Department (AP). There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER