TITLE
Recommendation to adopt Specifications No. ITB FS15-186 and award a contract to FFBH Motors, LLC, dba Frontier Ford, of Santa Clara, CA, for the purchase of three Ford F-150 CNG-fueled, Regular Cab trucks, in a total amount not to exceed $122,032, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Frontier Ford for the purchase of three Ford F-150, CNG-fueled, Regular Cab pickup trucks. The units will support the operations of the Health and Human Services Department, Vector Control and the Public Works Department, Parking Meter Operations. Due to extensive usage, these units have an average of 113,220 miles and are experiencing high fuel costs. Sufficient replacement funds have been collected to replace these units, as they were originally scheduled in the FY15 approved replacement plan. The new units are the same make and model of current vehicles being used by Vector Control and Parking Meter Operations, therefore, enabling operational equipment to be transferred instead of replacing with new equipment. The new units are also CNG-fueled, which is less expensive and more environmentally beneficial alternative to the current gasoline fueled trucks.
The bid was advertised in the Long Beach Press-Telegram on September 10, 2015, and 1080 potential bidders specializing in transportation, automotive parts and services were notified of the bid opportunity. Of those bidders, 11 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 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 groups that represent local, minority and women-owned businesses. Two bids were received on September 29, 2015. Of those bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and one was a Long Beach business (Local). Frontier Ford, of Santa Clara, CA, (not an MBE, WBE, 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, 154 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. Kalaita on November 17, 2015 and by Assistant Finance Director Lea Eriksen on November 19, 2015.
SUSTAINABILITY
The new units are in full compliance with California Air Resources Board regulations for mileage and emission standards, and will be fueled by less expensive, cleaner burning, natural gas fuel.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS15-186 and award a contract concurrently is requested on December 8, 2015 to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The total purchase amount will not exceed $122,032, 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 the Health and Human Services Department (HE) in the Special Revenue Fund (SR 130) and in the Public Works Department (PW) in the General Fund (GF). The incremental cost for the CNG fueling option on these trucks is being funded through the FY15 AB2766 grant allocation to the Fleet Bureau. 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