TITLE
Recommendation to adopt Specifications No. ITB FS19-015 and award a contract to Arizona Machinery, LLC, dba Stotz Equipment, of Montclair, CA, for the purchase of two John Deere agriculture tractors, in an amount not to exceed $359,660, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Arizona Machinery, LLC, dba Stotz Equipment, for the purchase of two John Deere Model 621R agriculture tractors for the Beach Maintenance Division in the Parks, Recreation and Marine Department.
The current units are five years past their useful life and have physical and mechanical damage due to the erosive forces of saltwater and sand. The new units were approved as part of the FY 16 vehicle replacement plan.
The bid was advertised in the Long Beach Press-Telegram on December 20, 2018, and 19 potential bidders specializing in agricultural equipment were notified of the bid opportunity. Of those bidders, nine 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 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 28 local, minority, and women-owned business groups. Two bids were received on January 8, 2019. Of those bidders, none were Minority-owned Business Enterprises (MBEs), Small Business Enterprises (SBEs), Women-owned Business Enterprises (WBEs), or Long Beach businesses (Local). Arizona Machinery, LLC, dba Stotz Equipment, of Montclair, CA (not a SBE, MBE, WBE, or Local), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download the bid specifications. Through outreach, two Long Beach vendors were notified to submit bids, of which one downloaded, but none 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 Taylor M. Anderson on February 4, 2019, by Purchasing and Business Services Manager Sandy Tsang-Palmer on February 13, 2019, and by Budget Management Officer Rhutu Amin Gharib on February 11, 2019.
SUSTAINABILITY
The new units are in full compliance with federal, state, and local air quality emission standards.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS19-015 and award a contract concurrently is requested on March 5, 2019, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total contract amount will not exceed $359,660, and is budgeted in the Fleet Services Fund (IS 386) in the Financial Management Department (FM). Costs for vehicle replacements are collected through regular capital charges to the Parks, Recreation and Marine Department (PR) through the Fleet Memorandum of Understanding (MOU) monthly billing process. 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