TITLE
Recommendation to adopt Specifications No. ITB FS16-011 REBID and award a contract to Reynolds Buick, of Covina, CA, for the purchase of three Chevrolet G3500 CNG-fueled, cargo vans, in a total amount not to exceed $146,350, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Reynolds Buick for the purchase of three Chevrolet G3500, CNG-fueled, cargo vans. These units will support the operations of the Public Works Department, Engineering Bureau. Sufficient replacement funds have been collected to replace these units. The units being replaced are part of the approved replacement plan for FY 15. Currently, the Engineering Bureau is operating with 2002 Chevrolet G3500 cargo vans that are four years past their useful life.
The bid was advertised in the Long Beach Press-Telegram on November 2, 2015, and 514 potential bidders specializing in transportation, automotive parts, and services were notified of the bid opportunity. Of those bidders, six downloaded the bid via the City’s 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. One bid was received on November 11, 2015. Reynolds Buick, of Covina, CA, not a Minority-owned Business Enterprise (MBE), a Women-owned Business Enterprise (WBE), a certified Small Business Enterprise (SBE), or a Long Beach business (Local), was the sole responsive 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, 89 Long Beach vendors were notified to submit bids, of which none downloaded or 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 Monica J. Kilaita on December 21, 2015, and by Budget Management Officer Victoria Bell on December 24, 2015.
SUSTAINABILITY
The new units are CNG-fueled, which will save the Public Works Department about $0.50 per gallon in fuel costs, or roughly $87,000 over the life of the vehicles. The new units are in full compliance with California Air Resources Board regulations for mileage and emission standards, and will be fueled by less expensive, cleaner burning, and natural gas fuel.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS16-011 REBID and award a contract concurrently is requested on January 19, 2016, to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The total purchase amount will not exceed $143,350, 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 the General Fund (GF) in the Public Works Department (PW). 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