TITLE
Recommendation to authorize City Manager to increase the existing purchase order number POPW10000039 with A-Z Emissions Solutions, dba A-Z Bus Sales, Inc., of Colton, California (not an MBE, WBE, SBE or Local), for the purchase of two additional Huss brand diesel particulate traps at a cost of $39,550, for a total not to exceed $112,200. (Citywide)
DISCUSSION
City Council approval is being requested authorizing the City Manager to increase purchase order number POPW1000039 for the purchase of two additional Huss brand diesel particulate traps to support the Department of Public Works, Fleet Services Bureau's vehicle maintenance and emissions compliance program, and reduce the release of polluting diesel particulates into the local environment. In January 2010, the Purchasing Division conducted an informal bid for the purchase and installation of Huss brand particulate traps to be installed on four off-road City vehicles. The lowest responsible bidder at that time was A-Z Emissions Solutions, DBA A-Z Bus Sales, Inc. A purchase order was issued in the amount of $72,700 on March 30, 2010.
The Fleet Services Bureau intended to purchase two Cleaire brand particulate traps for the two remaining off-road vehicles on the City's plan for emissions reduction in FY 10. Unfortunately, the South Coast Air Quality Management District (SCAQMD) recently decertified the Cleaire brand trap and the only remaining particulate trap that would be acceptable to the SCAQMD for these types of equipment is the Huss brand trap. A-Z Emissions Solutions, DBA A-Z Bus Sales, Inc., was contacted and agreed to provide two additional traps at the original bid price. The purchase and installation of these traps will keep the City in compliance with off-road diesel emission regulations.
The original bid for particulate traps was posted on BidsOnLine, the City's bid management 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 30 local, minority and women's business groups. Sixty-nine potential bidders were notified of this bid. Of those 69 bidders, seven downloaded the bid. Three bids were received and a bid opening occurred on February 3, 2010. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprise (WBE), none were Small Business Enterprises (SBEs) and none were Long Beach businesses (Local). A-Z Emissions Solutions, DBA A-Z Bus Sales, Inc., of Colton, CA (not an MBE, WBE, SBE or Local), was the lowest responsible bidder.
This matter was reviewed by Deputy City Attorney Amy R. Burton and Budget Management Officer Victoria Bell on July 14, 2010.
SUSTAINABILITY
· Environmental benefits - Installation of these traps will reduce the amount of diesel particulates emitted by the retrofitted vehicles in the City's fleet by 25,000 tons per year (85 percent of the total emissions).
· Economic benefits - Installing the traps now while grant funding is available will reduce the cost to the City by $22,100 in grant funds to reduce emissions into the environment. This is the last year that this funding will be available for these traps.
TIMING CONSIDERATIONS
City Council action authorizing the City Manager to approve the increase to the purchase order with A-Z Emissions Solutions, DBA A-Z Bus Sales, Inc., on August 3, 2010 will ensure the timely collection of grant funds, as well as hasten the reduction of polluting particulate matter from the local environment.
FISCAL IMPACT
The total cost of this purchase order is $112,250 and is budgeted in the Fleet Services Fund (IS 386) in the Department of Public Works (PW). These costs are funded by user charges to department customers and grant funds awarded by the South Coast Air Quality Management District (SCAQMD), through their Carl Moyer Program. There is no job impact associated with this request.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LORI ANN FARRELL
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
APPROVED:
PATRICK H. WEST
CITY MANAGER