TITLE
Recommendation to adopt Specifications No. ITB FS16-091 and award a contract to Cabe Toyota, of Long Beach, CA, for the purchase of 32 Toyota RAV4 hybrid utility vehicles, in a total amount not to exceed $1,040,160, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Cabe Toyota for the purchase of 32 Toyota RAV4 hybrid utility vehicles. These vehicles will support the operations of various departments, including Public Works, Development Services, Parks, Recreation and Marine, Gas and Oil, Fire, and the Long Beach Airport. All of these units are past their useful life. Sufficient replacement funds have been collected to replace the units. This equipment is part of the approved replacement plans for FY 14 and FY 15.
The bid was advertised in the Press-Telegram on January 28, 2016, and 1,131 potential bidders specializing in transportation, automotive parts, and services were notified of the bid opportunity. Of those bidders, 13 downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Purchasing Division’s website at www.longbeach.gov/purchasing <http://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 22 local, minority and women-owned business groups. Three bids were received on February 25, 2016. Of those bidders, one was a Minority-owned Business Enterprise (MBE), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and one was a Long Beach business (Local). Cabe Toyota, of Long Beach, CA (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, 160 Long Beach vendors were notified to submit bids, of which one downloaded and 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 Monica J. Kilaita on March 28, 2016 and by Budget Management Officer Victoria Bell on March 25, 2016.
SUSTAINABILITY
The new hybrid utility vehicles reduce fuel consumption, getting an average of 33 miles per gallon, as well as significantly reducing air emissions. They are in full compliance with California Air Resources Board regulations.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS16-091 and award a contract concurrently is requested on April 19, 2016, to ensure that the contract is in place and sufficient lead time is allocated to procure and outfit the units with the requested lighting accessories.
FISCAL IMPACT
The total purchase amount will not exceed $1,040,160 and is budgeted in the Fleet Services Fund (IS 386) in the Financial Management Department (FM). Purchase costs have been collected through regular capital replacement charges to various departments and funds. The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for 62 full-time employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER