TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract with Los Angeles Truck Centers, LLC, of Whittier, CA, for the purchase of Sterling and Autocar heavy-duty truck parts, in an annual amount of $160,000, with a 15 percent contingency in the amount of $24,000, for a total annual amount not to exceed $184,000, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Los Angeles Truck Centers, LLC, for the purchase of Sterling and Autocar heavy-duty truck parts for use by the Public Works and Parks, Recreation and Marine Departments.
There are 62 vehicles in the City’s fleet consisting of refuse trucks, street sweepers, dump trucks, and truck tractors requiring Sterling or Autocar parts. The Fleet Services Bureau, in the Financial Management Department (FM), maintains and repairs these units as part of the City’s fleet maintenance program. Refuse trucks and street sweepers are maintenance-intensive and require regular service and parts to sustain trash collection and sweeping operations. Los Angeles Truck Centers, LLC, is the sole authorized distributor for Sterling and Autocar refuse truck parts in Southern California. Therefore, approval of a new contract with this vendor is being requested.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Taylor M. Anderson on June 19, 2019, Purchasing Agent Tara Yeats on June 12, 2019, and by Revenue Management Officer Geraldine Alejo on June 26, 2019.
SUSTAINABILITY
Maintenance of the City’s heavy-duty trucks, including replacement of worn parts, ensures optimal efficiency, operational performance, and safety requirements for operators and the public.
TIMING CONSIDERATIONS
City Council action is requested on July 16, 2019, to ensure a new contract is in place expeditiously.
FISCAL IMPACT
The total annual cost of the contract will not exceed $184,000, including a 15 percent contingency. Sufficient appropriation is budgeted in the Fleet Fund Group in the Financial Management Department. These costs are charged to user departments through the Fleet Services Memorandum of Understanding (MOU) and are collected through the regular monthly billing process. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER