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File #:
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20-0034
Version:
1
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Name:
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FM - Contracts for providing emergency vehicle parts and repair services
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Type:
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Contract
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Status:
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CCIS
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On agenda:
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1/14/2020
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Final action:
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1/14/2020
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Title:
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Recommendation to adopt Specifications No. ITB FS19-135 and award contracts to Halcore Group, Inc., dba Leader Emergency Vehicles or Leader Industries, of South El Monte, CA, Performance Truck Repair, Inc., of Azusa, CA, Derotic, LLC, of El Dorado Hills, CA, South Coast Emergency Vehicle Service, of Ontario, CA, Westrux International, Inc., of Santa Fe Springs, CA, Southern California Fleet Services, Inc., of Corona, CA, and Emergency Vehicle Group, Inc., of Anaheim, CA, for providing emergency vehicle parts and repair services, in an annual aggregate amount not to exceed $800,000, with a 10 percent contingency of $80,000, per year, for a total annual aggregate amount not to exceed $880,000, for a period of two years, with the option to renew for three additional one-year periods; and authorize City Manager, or designee, to execute all documents necessary to enter into these contracts, including any amendments. (Citywide)
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Attachments:
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1. 011420-C-7sr.pdf
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Related files:
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35477_002, 35508_000, 35469_004, 35490_000, 35476_001, 35469_002, 35469_003, 35476_002, 35490_001, 35468_000, 35469_000, 35477_000, 35476_000, 35483_000, 35469_001, 35477_001, 35483_001, 35508_001, 35468_001, 35468_002, 35476_003, 35468_003, 35490_002, 35508_002, 35483_002
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TITLE
Recommendation to adopt Specifications No. ITB FS19-135 and award contracts to Halcore Group, Inc., dba Leader Emergency Vehicles or Leader Industries, of South El Monte, CA, Performance Truck Repair, Inc., of Azusa, CA, Derotic, LLC, of El Dorado Hills, CA, South Coast Emergency Vehicle Service, of Ontario, CA, Westrux International, Inc., of Santa Fe Springs, CA, Southern California Fleet Services, Inc., of Corona, CA, and Emergency Vehicle Group, Inc., of Anaheim, CA, for providing emergency vehicle parts and repair services, in an annual aggregate amount not to exceed $800,000, with a 10 percent contingency of $80,000, per year, for a total annual aggregate amount not to exceed $880,000, for a period of two years, with the option to renew for three additional one-year periods; and authorize City Manager, or designee, to execute all documents necessary to enter into these contracts, including any amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into contracts with multiple vendors to enable the Fleet Services Bureau, in the Financial Management Department, to purchase parts and as-needed repair services for fire apparatus and ambulances. There are over 105 vehicles in the fire suppression fleet of various makes and models. Increased deployment and use of fire and emergency response vehicles require more frequent replacement of parts and increased service. The estimated annual aggregate cost for these parts and services is $800,000.
The bid was advertised in the Long Beach Press-Telegram on October 11, 2019, and 84 potential bidders specializing in emergency vehicle parts and services were notified of the bid opportunity. Of those bidders, 18 downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the sixth 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 22 local, minority, and women-owned business groups. Twelve bids were received on November 7, 2019. Of those bidders, none were Minority-Owned Business Enterprises (MBEs), one was a Women-Owned Business Enterprise (WBE), two were certified Small Business Enterprises (SBE), and one was a Long Beach business (Local). Derotic, LLC (SBE/WBE), Performance Truck Repair, Inc., South Coast Emergency Vehicle Service, Westrux International, Inc., Southern California Fleet Services, Inc., Emergency Vehicle Group, Inc., Halcore Group, Inc., dba Leader Emergency Vehicles or Leader Industries (not MBEs, WBEs, SBEs or Locals), were the lowest responsible bidders.
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, 10 Long Beach vendors were notified to submit bids, of which 1 downloaded and 1 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 December 24, 2019, by Purchasing Agent Tara Yeats on December 18, 2019, and by Revenue Management Officer Geraldine Alejo on December 26, 2019.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS19-135 and to award contracts concurrently is requested on January 14, 2020, to ensure that contracts are in place expeditiously.
FISCAL IMPACT
The total aggregate annual cost of the contracts will not exceed $880,000, inclusive of a 10 percent contingency. Sufficient appropriation for the contracts is budgeted in the Fleet Service Fund Group in the Financial Management Department. Parts and service costs are charged to multiple funds and departments through the Fleet Services Memorandum of Understanding (MOU) monthly billing process. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. The award of these contracts will provide continued support to our local economy by assisting in the preservation of employment for 19 employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER
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