TITLE
Recommendation to adopt Specifications No. ITB FS16-116 and award contracts to Scott Equipment, Inc., of Fontana, CA, for the purchase of a tractor, in the amount of $153,712; and to Volvo Road Machinery, Inc., dba Volvo Construction Equipment and Services, of Corona, CA, for the purchase of four wheel-loader tractors, in the amount of $611,123, for a total amount not to exceed $764,835, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with Scott Equipment, Inc., for the purchase of a tractor and with Volvo Road Machinery, Inc., for the purchase of three articulated wheel-loader tractors and one 4x4 wheel-loader tractor. These tractors will replace units for the Parks, Recreation and Marine Department, Beach Maintenance Division, and the Public Works Department, Street Trees and Street Maintenance Divisions, that have exceeded their useful life. The tractors are used by the Departments for debris removal and sand reclamation. Sufficient replacement funds have been collected to replace these units. This equipment is part of the approved replacement plan for FY 15.
The bid was advertised in the Long Beach Press-Telegram on March 8, 2016, and 1,171 potential bidders specializing in transportation, automotive parts, and services were notified of the bid opportunity. Of those bidders, 25 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. Seven bids were received on April 6, 2016. Of those bidders, none were Minority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprise (WBE), none were certified Small Business Enterprises (SBEs), and one was a Long Beach business (Local). Scott Equipment, Inc., of Fontana, CA (not an MBE, WBE, SBE or Local) and Volvo Road Machinery, Inc., dba Volvo Construction Equipment and Services, of Corona, CA (not an MBE, WBE, SBE or Local), 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 bid specifications. Through outreach, 165 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 Monica J. Kilaita on April 26, 2016 and by Budget Management Officer Victoria Bell on April 28, 2016.
SUSTAINABILITY
The new units are in full compliance with California Air Resources Board regulations for mileage and emission standards.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS16-116 and award contracts concurrently is requested on May 17, 2016, to ensure that contracts are in place expeditiously.
FISCAL IMPACT
The total purchase amount for the five units will not exceed $764,835, 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 user departments and related funds. 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