TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Southern California Fleet Services, Inc., of Corona, CA, to provide Seagrave fire apparatus parts and service on an as-needed basis, in an annual amount of $200,000, plus a 10 percent contingency, in the amount of $20,000, for a total annual not to exceed $220,000 for a period of two years, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Southern California Fleet Services, Inc. (So Cal Fleet), for as-needed Seagrave parts and service for the City’s fire trucks and engines. Currently, there are 31 active units in the City fleet that require regular replacement of parts that wear out with consistent use. The Fleet Services Bureau performs preventive maintenance and repairs for these units as part of the City's fleet maintenance program.
Seagrave Fire Apparatus, LLC, of Clintonville, WI, the original manufacturer of Seagrave fire equipment, has designated So Cal Fleet as their authorized dealer and service center for Seagrave fire apparatus in the Southern California region. So Cal Fleet’s fire services section have certified mechanics to provide warranty repair service in their 11,000 square foot facility. Therefore, no useful purpose would be served by advertising for bids, and to do so would constitute an unproductive use of time and an unnecessary expenditure of public funds.
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 Monica J. Kilaita on December 21, 2015 and by Budget Management Officer Victoria Bell on December 24, 2015.
SUSTAINABILITY
Use of original equipment manufacturers and certified parts distributors and service providers ensures that emergency response equipment is safe and operating properly. This reduces the emission of particulate matter and greenhouse gases into the air in Long Beach.
TIMING CONSIDERATIONS
City Council action to adopt the attached Resolution and award a contract concurrently is requested on January 19, 2016, to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The total annual contract amount will not exceed $220,000, and is budgeted in the Fleet Services Fund (IS 386) in the Financial Management Department (FM). The costs are recovered through user charges billed to the department customer through the Fleet MOU. There is no local job impact associated with this recommendation.
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 SOUTHERN CALIFORNIA FLEET SERVICES, INC., WITHOUT ADVERTISING FOR BIDS, TO PROVIDE SEAGRAVE FIRE APPARATUS PARTS AND SERVICE ON AN AS-NEEDED BASIS FOR A PERIOD OF TWO YEARS WITH THE OPTION TO RENEW FOR TWO ADDITIONAL ONE-YEAR PERIODS IN AN ANNUAL AMOUNT NOT TO EXCEED $220,000
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER