TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract with Ray Gaskin Service, of Fontana, CA, for the purchase of New Way, Perkins, and Wayne brand refuse truck parts and repair services, in an annual amount of $275,000, and authorize a 10 percent contingency in the amount of $27,500, for a total annual contract amount not to exceed $302,500, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Ray Gaskin Service, for the purchase of parts and service for maintenance of City refuse trucks. Ray Gaskin Service is the sole authorized distributor and service center for New Way, Perkins, and Wayne refuse truck parts and service in California.
There are 84 refuse trucks currently in service in the City of Long Beach (City) fleet. Of these trucks, 43 have either New Way or Wayne truck bodies and 41 have McNeilus truck bodies. Refuse trucks see heavy service throughout the City and their bodies are particularly maintenance-intensive. Regular parts replacement is essential to keep them safe and operational.
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.
The Fleet Services Bureau obtained sole source documentation letters from New Way, Perkins Manufacturing Company, and Wayne Engineering.
This matter was reviewed by Deputy City Attorney Monica J. Kilaita on June 8, 2018 and by Revenue Management Officer Geraldine Alejo on June 15, 2018.
SUSTAINABILITY
Maintenance of vehicles and equipment, including replacement of worn parts, ensures the refuse trucks operate at peak efficiency, reducing downtime and the use of older, less fuel-efficient trucks.
TIMING CONSIDERATIONS
City Council action is requested on July 17, 2018, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total cost of this contract, inclusive of the 10 percent contingency, will not exceed $302,500 annually. There is sufficient appropriation in the Fleet Services Fund (IS 386) in the Financial Management Department (FM) for these parts and services. Parts and service costs for refuse trucks are charged to user departments in the Fleet Services MOU and collected through the regular monthly billing process. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER