Public Works and Transportation Committee
June 11, 2024
AGENDA REPORT
TO: Jestin D. Johnson FROM: Michael Kashiwagi
City Administrator Interim Director,
Oakland Public Works
SUBJECT: Contract With Ron Dupratt Ford, Ford
Parts And Service
DATE: June 11, 2024
City Administrator Approval Date:
RECOMMENDATION
Adopt A Resolution Authorizing The City Administrator To Award A Contract To Ron Dupratt Ford, The Lowest Responsive And Responsible Bidder, A Non-Local Business Enterprise, In An Amount Not-To-Exceed Eight Hundred Thousand Dollars ($800,000) Per Year For Ford Parts And Service For A Three (3) Year Term, September 10, 2024 To September 9, 2027 And Authorize Two (2) Additional One (1) Year Agreement Extensions For An Amount Of Eight Hundred Thousand Dollars ($800,000) Per Year, For A Total Not- To-Exceed Contract Amount Of Four Million Dollars ($4,000,000) For A Term Of Five (5) Years Without Returning To Council In Accordance To Its Bid Filed With The City Clerk October 30, 2023 In Response To Specification No. 24-060-00/RFQ 271223 And Waive The Local And Small Local Business Enterprise Program Requirements.
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt a resolution authorizing the City Administrator to award a contract to Ron Dupratt Ford in Dixon, California, the lowest responsive and responsible bidder, a non-local business enterprise, in an amount not-to-exceed $800,000 per year for Ford parts and service for a three (3) year term, September 10, 2024 to September 9, 2027 and authorize two (2) additional one (1)-year agreement extensions for an amount of $800,000 per year, for a total not-to-exceed contract amount of $4,000,000 for a term of five (5) years without returning to Council.
This contract with Ron Dupratt Ford will provide original equipment manufacturer (OEM) parts and warranty repair service required to maintain compliance with the factory warranty of the engine and drivetrain in the City's Ford vehicle fleet.
BACKGROUND / LEGISLATIVE HISTORY
The City of Oakland currently has a fleet of approximately 1800 vehicles comprised of staff and Jestin Johnson (May 29, 2024 21:06 PDT)
May 29, 2024
Jestin D. Johnson, City Administrator
Subject: Contract with Ron Dupratt Ford
Date: June 11, 2024 Page 2
Public Works and Transportation Committee
June 11, 2024
emergency response vehicles, of over 1000 are Fords. Equipment downtime due to routine preventative maintenance or breakdown must be minimized as much as possible to ensure response readiness. It is important to utilize factory service and repair parts as much as possible to ensure critical public safety equipment is maintained to the manufacturer's strict standards to guard against untimely equipment failures and ensure that factory warranties remain active.
Having access to a Ford authorized dealer is also crucial in ensuring that Ford fleet vehicle downtime is minimized when repairs cannot be performed by Equipment Services staff. Ron Dupratt Ford has special tools, trained staff, and shop capabilities to support Equipment Services in keeping the City of Oakland staff and emergency response fleet vehicles properly maintained and available for 24/7 routine and emergency response. By utilizing a factory authorized dealer, the manufacturer's warranty is maintained, which reduces the City's costs associated with owning, operating, and maintaining the City's fleet.
Oakland Public Works, Bureau of Maintenance and Internal Services, and Equipment Services Division will utilize this contract to complete work on vehicles in need of maintenance and warranty repairs to ensure their operational safety for the City's staff and public.
ANALYSIS AND POLICY ALTERNATIVES
Partnering with Ron Dupratt Ford for service and repairs on our Ford vehicles will fall into two Citywide Priorities. This contract would incorporate holistic community safety and a responsive, trustworthy government by ensuring that city vehicles are maintained to the highest of standards, thus allowing first responders and City staff to fulfill their duties to the public promptly and satisfactorily.
On September 25, 2023, Specification No. 24-060-00/Request For Qualifications (RFQ) 271223 to provide the City of Oakland with OEM (original equipment manufacturer) Ford car and truck parts, and/or factory-authorized service and repairs for Ford cars and trucks was sent to nine (9) local business and eight (8) non-local business enterprises, as well as posted on the City’s web page and advertised in the City’s official newspaper in accordance with Oakland Municipal Code (OMC) 2.04.050. OMC section 2.04.040 B 2. requires advertising and bidding where the cost of services, supplies, or combination for purchase orders or contracts required by the City exceeds $50,000.00.
The City received one bid from one local business and four (4) non-local businesses. Based on the information provided in response to RFQ 271223, Ron Dupratt Ford was deemed the lowest responsible bidder. Attachment A includes the evaluation of all bids received.
Ordinances No.13101 C.M.S., No.13640 C.M.S., and No.13647 C.M.S. require a minimum 50- percent (50%) Local Business Enterprise/Small Local Business Enterprise (LBE/SLBE) participation for all purchases of commodities, goods, and associated services for contracts valued at or over $50,000 when there are at least three certified business listed in the industry, trade, or profession that constitutes a major category of work. The City Council may waive the City’s LBE/SLBE requirements for the purchase of commodities, goods, services, supplies, or Jestin D. Johnson, City Administrator
Subject: Contract with Ron Dupratt Ford
Date: June 11, 2024 Page 3
Public Works and Transportation Committee
June 11, 2024
combination thereof due to a lack or limited availability of SLBEs or LBEs pursuant to Part I of Oakland’s Local and Small Local Business Enterprise Program guidelines adopted by Ordinance No. 13647 C.M.S.
The City lacks the specialized and overall personnel capacity to perform the necessary work, and the performance of this contract is in the public interest because of the required standards for maintenance for Ford vehicles.
FISCAL IMPACT
All proposed contract expenditure allocations shall be expensed to the Oakland Public Works, Bureau of Maintenance and Infrastructure Services (BMIS), Equipment Services Fund (4100), Administrative Project (1000010), and Equipment Services Administration Organization (30541).
There is no minimum commitment to this contract, and funds will not be committed unless funding is identified.
PUBLIC OUTREACH / INTEREST
This item did not require any additional public outreach beyond the standard City Council agenda noticing procedures.
COORDINATION
Oakland Public Works, BIMS, and Equipment Services Division staff coordinated with the City Administrator's Office, the Department of Workplace and Employment Standards, the Budget Bureau, and the Office of the City Attorney in preparation of this report and resolution.
SUSTAINABLE OPPORTUNITIES
Economic: Fleet vehicle warranty repairs and related maintenance of the City's fleet ensures the long-term efficiency and extended life-cycle of these items, while simultaneously reducing financial impacts in comparison to full replacement costs.
Environmental: Maintaining the City’s fleet through a Ford-approved parts and service dealership will ensure that City vehicles comply with California’s emission regulations.
Race and Equity: Continually maintaining operational efficiencies for City of Oakland vehicles, inclusive of public safety vehicles, will aid towards ensuring that Oakland neighborhoods are places where residents can thrive in a safe and healthy environment.
Jestin D. Johnson, City Administrator
Subject: Contract with Ron Dupratt Ford
Date: June 11, 2024 Page 4
Public Works and Transportation Committee
June 11, 2024
ACTION REQUESTED OF THE CITY COUNCIL
Adopt A Resolution Authorizing The City Administrator To Award A Contract To Ron Dupratt Ford, The Lowest Responsive And Responsible Bidder, A Non-Local Business Enterprise, In An Amount Not-To-Exceed Eight Hundred Thousand Dollars ($800,000) Per Year For Ford Parts And Service For A Three (3) Year Term, September 10, 2024 To September 9, 2027 And Authorize Two (2) Additional One (1) Year Agreement Extensions For An Amount Of Eight Hundred Thousand Dollars ($800,000) Per Year, For A Total Not-To-Exceed Contract Amount Of Four Million Dollars ($4,000,000) For A Term Of Five (5) Years Without Returning To Council In Accordance To Its Bid Filed With The City Clerk October 30, 2023 In Response To Specification No. 24-060-00/RFQ 271223. And Waive The Local And Small Local Business Enterprise Program Requirements.
For questions regarding this report, please contact Joseph Williams , Equipment Services Manager, at (510) 615-5489.
Respectfully submitted,
MICHAEL KASHIWAGI
Interim Director, Oakland Public Works
Reviewed by:
Richard Battersby, Assistant Director
Oakland Public Works
Prepared by:
Joseph Williams, Equipment Services Manager
Equipment Services Division
Attachments (1):
A - Bid Evaluation, Buyer
B – Bid Evaluation, Subject Matter Experts