TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Haaker Equipment Company for Elgin Pelican street sweeper parts in an amount not to exceed $300,000 plus a 10 percent contingency if necessary, for a period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to enter into a contract to purchase parts for the City's Elgin Pelican brand street sweepers. Elgin is the manufacturer for the parts and the City needs to maintain its Elgin equipment. Haaker Equipment Company is the sole distributor for Southern California. The original contract entered into in December 2004 was for $250,000; but due to an increase in the costs for the core materials of parts we are now requesting $300,000.
The Public Works Department, Fleet Services Bureau, maintains numerous Elgin street sweepers and needs to purchase repair and replacement parts to perform routine maintenance. Repair and replacement parts for Elgin street sweepers must be provided by an authorized distributor and service center. Haaker Equipment Company, located in Pomona, California, is the only authorized distributor in the area that supplies these parts;
therefore, no useful purpose would be served by advertising for bids. Their sole source status has not changed as required by Resolution No. C-28497, which was adopted by the City Council on December 21,2004.
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 City Council.
This matter was reviewed by Deputy City Attorney Amy Burton and Budget Management Officer Victoria Bell on May 2, 2008.
TIMING CONSIDERATIONS
City Council action is requested on May 13, 2008 to ensure the availability of parts required to maintain City equipment and services to the public.
FISCAL IMPACT
The funds to support the contract are in the Fleet Services Fund (IS 386) in the Department of Public Works (PW). The City will have the option of adding expenditures up to 10 percent (or $30,000) above the contract amount if required and funds are available.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH HAAKER EQUIPMENT COMPANY, WITHOUT ADVERTISING FOR BIDS, FOR ELGIN PELICAN STREET SWEEPER PARTS IN AN AMOUNT NOT TO EXCEED $300,000
Respectfully Submitted,
Lori Ann Farrell
Director of Financial Management/CFO
Michael P. Conway
Dirctor of Public Workds
NAME |
APPROVED: |
TITLE |
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PATRICK H. WEST |
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CITY MANAGER |