TITLE
Recommendation to adopt Specifications No. PA-01413 and award contracts to Field Technology, Inc., a Long Beach-based business (Local, SBE; not a WBE or MBE), and Multi W. Systems, Inc., of El Monte, CA (SBE, MBE; not a Local or WBE), to provide pump maintenance and repair services, in a combined annual amount not to exceed $490,000, for a period of two years, with options 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 annual contracts with Field Technology, Inc., and Multi W. Systems, Inc., to provide pump maintenance and repair services for the Departments of Public Works, Parks, Recreation and Marine, and Harbor.
The Department of Public Works utilizes these contracts to maintain the City's 23 storm drain pump stations. The pump stations were built in the 1960s and require routine maintenance and repair. The pumps prevent storm drains from overflowing during times of heavy rain, which can lead to flooding. In addition, this contract will be used to handle emergency repairs. The Parks, Recreation and Marine Department requires urgent pump and motor repairs to keep pools, lakes, ponds, streams, large ornamental fountains and biological bodies of water running with proper water circulation. This eliminates stagnant water, which can become a health and safety issue for the public and wildlife. The pumps and motors are also used by boat owners in the marinas to pump out human waste. In addition, the pumps and motors are used in the marinas to boost the fire hose pump on the dock to a level acceptable for the Long Beach Fire Department's use. The Harbor Department utilizes these contracts to maintain sewer lift stations that, if inoperable, could result in sewage flooding.
The bid was advertised in the Press-Telegram on February 26, 2013, and 2,517 potential bidders specializing in pump maintenance and repair services were notified of the bid opportunity. Of those bidders, 44 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 March 14, 2013. Of those four bidders, one was a Minority-owned Business Enterprise (MBE), none were Women-owned Business Enterprises (WBEs), three were certified Small Business Enterprises (SBEs), and one was a Long Beach business (Local). Field Technology, Inc., a Long Beach-based business (Local, SBE; not a WBE or MBE), and Multi W. Systems, Inc., of El Monte, CA (SBE, MBE; not a Local or WBE), were the lowest responsible bidders.
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 the bid specifications. Through outreach, 303 Long Beach vendors were notified to submit bids, of which two downloaded and one 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 Amy R. Webber on April 22, 2013 and Budget Management Officer Victoria Bell on April 24, 2013.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-01413 and award contracts concurrently is requested on May 14, 2013 to ensure that the contracts are in place expeditiously.
FISCAL IMPACT
The combined not to exceed annual cost of these contracts is $490,000. Of that amount, $300,000 is budgeted in the Gas Tax Street Improvement Fund (SR 181) in the Department of Public Works (PW); $150,000 in the Tidelands Operations Fund (TF 401) and the General Fund (GP) in the Department of Parks, Recreation and Marine (PR); and, $40,000 in the Harbor Operations Fund (HR 430) in the Harbor Department (HA). The award of these contracts will provide continued support to our local economy by assisting in the preservation of one full-time employee and one part-time employee residing in Long Beach with employment.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER