TITLE
Recommendation to adopt specifications No. PA-02605; and award contracts to Danny's Auto Painting, Prestige Auto Body Clinic, Inc., and Eddy's Auto Body & Paint for providing vehicular body, frame and refinishing repairs, in the estimated annual amount of $350,000 for the period of one year, with the option of renewing for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to enter into a contract for providing vehicular body, frame and refinishing repairs. The City enters into multiple contracts to secure the lowest possible price for each repair job. Based on expenditures for the past two years, the proposed contracts are estimated to total $350,000 annually.
The specifications were developed to enable the award to be made to the three lowest responsible bidders. Various service rates and performance criteria are established in the contract; however, the total price to complete a specific repair can vary by contractor based on labor hours and parts used to perform the repair. To ensure that the City receives the lowest possible price for each repair job, the department solicits bids from the three contractors for each repair job and awards the job to the contractor quoting the lowest price.
The bid was advertised on September 29, 2005, and 15 potential bidders specializing in providing vehicular body, frame and refinishing repairs were notified; three are Minorityowned Business Enterprises (MBEs), one is a Women-owned Business Enterprise (WBE), and four are Long Beach businesses. The bid document was made available from the Purchasing Division located on the Plaza Level of City Hall and the Division's website at www.Ibpurchasing.orq. A bid announcement was also included in the Purchasing Division's weekly update on Open Bid Opportunities, which is sent to 32 local, minority and women's groups. Bids were opened on October 20, 2005. Danny's Auto Painting, a Women-owned Business Enterprise of Long Beach, CA, Eddy's Auto Body & Paint, a Long Beach business, and Prestige Auto Body Clinic, Inc., of Signal Hill, CAI were the lowest responsible bidders.
This matter was reviewed by Senior Deputy City Attorney Donna F. Gwin on September 14,2005 and Budget Management Officer David Wodynski on November 11, 2005.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-02605 and award the contracts concurrently is requested on November 22, 2005 to ensure that the contracts are in place as soon as possible. The current contract expired on November 21, 2005.
FISCAL IMPACT
Of the total estimated annual cost of $350,000, $290,000 is budgeted in the Fleet Services Fund (IS 386) in the Department of Public Works (PW) and $60,000 is budgeted in the Harbor (HA) and Water (WA) Departments and their respective enterprise funds. This estimate is based on historical expenditures and reflects no increase from the amount estimated and approved in the previous contract. The City will have the option of adding expenditures up to 10 percent above the contract amount.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL KILLEBREW
DIRECTOR OF FINANCIAL MANAGEMENT
CHRISTINE F. ANDERSEN
DIRECTOR OF PUBLIC WORKS