TITLE
Recommendation to adopt Specifications No. ITB FS15-094 and award a contract to FFBH Motors, LLC, dba Frontier Ford, of Santa Clara, CA, for the purchase of eight Ford F-250 CNG-fueled service trucks, in a total amount not to exceed $340,590, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Frontier Ford for the purchase of eight Ford F-250 CNG-fueled service trucks. These trucks will support the operations of multiple departments, including Parks, Recreation and Marine, Public Works and the Long Beach Airport. Sufficient replacement funds have been collected to replace these units. This equipment is part of the approved replacement plan for FY15.
The bid was advertised in the Long Beach Press-Telegram on April 17, 2015, and 1,003 potential bidders specializing in transportation, automotive parts and services were notified of the bid opportunity. Of those bidders, 20 downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Purchasing Division’s website at www.longbeach.gov/purchasing <http://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. Five bids were received on May 7, 2015. Of those bidders, one was a Minority-owned Business Enterprise (MBE), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBE), and one was a Long Beach business (Local). Frontier Ford, of Santa Clara, CA (not an MBE, WBE, DBE, SBE or Local), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 150 Long Beach vendors were notified to submit bids, of which one downloaded and 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 Kendra L. Carney on September 15, 2015 and by Budget Management Officer Victoria Bell on September 16, 2015.
SUSTAINABILITY
These new units are in full compliance with California Air Resources Board regulations for mileage and emissions standards, and will be fueled by cleaner burning, natural gas fuel.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS15-094 and award a contract concurrently is requested on October 6, 2015, to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The total purchase amount will not exceed $340,590, and is budgeted in the Fleet Services Fund (IS 386) in the Financial Management Department (FM). Purchase costs have been collected through regular capital replacement charges to multiple departments and funds. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER