TITLE
Recommendation to adopt Specifications No. ITB FS15-164 REBID and award a contract to Lake Chevrolet, of Lake Elsinore, CA, for the purchase of two Chevrolet Suburban utility vehicles, in a total amount not to exceed $102,097, inclusive of taxes and fees. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Lake Chevrolet for the purchase of two Chevrolet Suburban utility vehicles. These two-dog units will support the operations of the Long Beach Police Department K-9 section. Sufficient replacement funds have been collected to replace these units. This equipment is past its scheduled replacement date and was originally part of the approved replacement plan for FY 14. The original bid closed on September 2015 with no responses due to limited vehicle production. The bid was re-advertised successfully and closed on October 12, 2015.
The bid was advertised in the Long Beach Press-Telegram on September 30, 2015, and 510 potential bidders specializing in transportation, automotive parts and services were notified of the bid opportunity. Of those bidders, nine 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 business groups that represent local, minority and women-owned businesses. Two bids were received on October 12, 2015. Of those bidders, none were a Minority-owned Business Enterprises (MBEs), Women-owned Business Enterprises (WBEs), certified Small Business Enterprises (SBEs), or Long Beach businesses (Local). Lake Chevrolet, of Lake Elsinore, 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, 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 Arturo D. Sanchez on October 27, 2015 and by Budget Management Officer Victoria Bell on October 29, 2015.
SUSTAINABILITY
The newer, more efficient engines in these vehicles will reduce fuel consumption, as well as significantly reducing air emissions. The new units are in full compliance with California Air Resources Board regulations.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FS15-164 REBID and award a contract concurrently is requested on November 17, 2015, to ensure that a contract is in place expeditiously.
FISCAL IMPACT
The total purchase amount will not exceed $102,097, 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 Police Department (PD). 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