TITLE
Recommendation to adopt Specifications No. PA-02112 authorizing City Manager to execute contracts with Galls, an Aramark Company, LLC, a Long Beach-based business (Local; not an MBE, WBE or SBE) and Quartermaster, Inc., of Cerritos, CA (not an MBE, WBE or SBE), to furnish, service and deliver uniforms and accessories to the Long Beach Fire Department (LBFD), in a total annual amount not to exceed $210,000, for a period of one year, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to enter into an annual contract with Galls, an Aramark Company, LLC (Galls), and Quartermaster, Inc. (Quartermaster), for furnishing, servicing, and delivering uniforms, accessories and miscellaneous equipment to maintain LBFD dress codes and standards for uniformed personnel.
This contract was previously inclusive of all City departments that required uniforms for their employees. However, under special circumstances, where detailed specifications are required in order to capture a specific department need, a separate bid is developed. By separation of contractual needs, the various departments will receive better pricing, service and quality, as each contract has a distinct set of requirements, independent from one another. This bid was designed to provide a detailed description of the specialized criteria required to meet safety and quality standards for uniformed personnel. The bid specifications include a requirement for an online ordering system that would be capable of providing order-tracking information, as well as usage reports for record-keeping purposes. The proposed contracts will be comprised of a primary and secondary supplier of uniforms in order to ensure the availability of uniforms, accessories, and miscellaneous equipment for LBFD. Galls will be the primary supplier and Quartermaster will be the secondary supplier for this contract based on submitted bid pricing.
The bid was advertised in the Press-Telegram on January 19, 2012, and 245 potential bidders specializing in uniforms, accessories and miscellaneous equipment were notified of the bid opportunity. Of those bidders, 22 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 Division's website at 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 30 local, minority and women-owned business groups. Three bids were received on February 23, 2012. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), none were certified Small Business Enterprises (SBEs), and one was a Long Beach business (Local). Galls, an Aramark Company, LLC, of Long Beach, CA (Local, not an MBE, WBE or SBE), was the lowest responsible bidder, and Quartermaster, Inc., of Cerritos, CA (not an MBE, WBE or SBE), was the second lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses were encouraged to submit bids for City contracts. The Purchasing Division also assisted businesses with registering on the Bids Online database to download the bid specifications. Through outreach, 13 Long Beach vendors were contacted 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 Amy R. Webber on April 17, 2012 and Budget Management Officer Victoria Bell on April 20, 2012.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. PA-02112 and award contracts is requested on May 15, 2012 to ensure that the contracts are in place expeditiously.
FISCAL IMPACT
The estimated combined annual amount of these contracts is $210,000. Of that amount, $176,000 is budgeted in the General Fund (GP) and $34,000 is budgeted in theTidelands Operating Fund (TF), both in the Long Beach Fire Department (LBFD). This action will provide continued support to our local economy by assisting in the preservation of employment for 25 full-time employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER