Rules & Legislation Committee
October 16, 2025

APPROVED AS TO FORM AND LEGALITY________________________ CITY ATTORNEY’S OFFICEOAKLAND CITY COUNCIL RESOLUTION NO. ______________ C.M.S. RESOLUTION: AWARDING A CONTRACT TO THE W.W. WILLIAMS COMPANY LLC, THE SOLE RESPONSIVE AND RESPONSIBLE OFFER OBTAINED BY OPEN MARKET PER OMC 2.04.050(J) TO FORMAL CALLS FOR BIDS ON SPECIFICATION NO. 25-928.00 TO PROVIDE ALLISON TRANSMISSION PARTS AND REPAIR SERVICES IN THE AMOUNT NOT TO EXCEED SEVEN HUNDRED FIFTY THOUSAND DOLLARS ($750,000) PER YEAR FOR A FIVE YEAR TERM, NOVEMBER 15, 2025, TO NOVEMBER 15, 2030, FOR A TOTAL NOT TO EXCEED CONTRACT AMOUNT OF THREE MILLION SEVEN HUNDRED AND FIFTY THOUSAND DOLLARS ($3,750,000) OVER A FIVE YEAR TERM; AND (2) WAIVING THE LOCAL BUSINESS/SMALL LOCAL BUSINESS ENTERPRISE PROGRAM UTILIZATION REQUIREMENT; (3) AND MAKING APPROPRIATE CALIFORNIA ENVIRONMENTAL QUALITY ACT FINDINGS WHEREAS, the City of Oakland currently maintains a fleet of approximately 1,900 vehicles and equipment comprised of staff and emergency response vehicles, with nearly 100 assets equipped with Allison transmissions. Within Oakland Public Works (OPW), the Equipment Services Division is the primary source for these assets' maintenance and repairs. WHEREAS, during peak demands or excessive workload, the Equipment Services Division will rely on vendors specializing in transmission repairs to provide parts and services to reduce the equipment’s out-of-service or downtime. Equipment downtime due to routine preventative maintenance or mechanical breakdown in the field must be minimized as much as possible to ensure response readiness. OPW’s Bureau of Maintenance and Internal Services (BMIS), Equipment Services Division uses this contract to complete repairs and maintenance on equipment to ensure their operational safety for the City’s staff and public. WHEREAS, due to the high average age of the City’s owned heavy equipment, currently at 13.2 years old, the heavy equipment assets are now experiencing more costly repairs and extended downtime. This increase in downtime is negatively impacting many departments, including Keep Oakland Clean and Beautiful (KOCB), the Department of Transportation (DOT), the OPW Sewers Division, and the Oakland Fire Department (OFD); and WHEREAS,on December 13, 2024, Request For Quotation (RFQ) No. 313519-2 to provide Allison transmission parts and repair services to City owned equipment was published in accordance with the Oakland Municipal Code (OMC) 2.04.050. The notice was also published on the City’s website and issued through Oracle Sourcing which includes hundreds of registered vendors. Four local and seven non-local business enterprise were identified and solicited directly; andWHEREAS, RFQ No. 313519-2 was closed on January 13, 2025, with no bids received. The Buyer then solicited vendors to submit a bid via the open market process (Specification No. 25-928.00). Only one complete bid was received, from The W.W.Williams Company LLC. Following an evaluation of results, contract requirements, and capacity needs, The W.W. Williams Company LLC was identified as the lowest responsive and responsible bidder. As a result, the company is qualified to provide Allison transmission parts and repair services for City-owned equipment; and WHEREAS, City of Oakland Ordinance Number 13640 and 13647 C.M.S. requires a minimum 50-percent (50%) Local Business Enterprise/Small Local Business Enterprise (LBE/SLBE) participation for all purchase of commodities, goods and associated services for contracts valued at or over fifty thousand dollars ($50,000) when there are at least three certified business listed in the industry, trade, or profession that constitutes a major category of work; and WHEREAS, the Council may waive the City’s LBE/SLBE requirements for the purchase of commodities, goods, services, supplies or 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.; and WHEREAS, under Ord. Nos. 13640 and 13647 C.M.S. and the Local/Small Local Business Enterprise (L/SLBE) Program Guidelines, a 50% L/SLBE utilization requirement applies to purchases of commodities, goods, and associated services when at least three certified firms are listed in the relevant category; and WHEREAS, the Department of Workplace and Employment Standards has determined capable of performing Allison transmission parts supply and repair services within the scope of WHEREAS, based on this determination and outreach, the Council finds it is in the best interests of the City to waive the L/SLBE utilization requirement for this contract pursuant to Ord. No. 13647 C.M.S.; WHEREAS, the City Council finds and determines that the performance of this contract shall not result in the loss of employment or salary by any person having permanent status in the competitive service now; and WHEREAS, pursuant to Charter § 902(e), the Council finds that entering into this services contract is in the public interest because of economy and better performance, including nd contract will not result in the loss of employment or salary by any person having permanent status in the competitive service; WHEREAS, funding for this contract is available in the Equipment Services Fund 4100; Equipment Services Administration Organization 30541; Repair and Maintenance 54619; Administrative Project 1000010; Fleet Management and Maintenance Program IN01. Funding will be included in the baseline budget for Oakland Public Works. There is no minimum commitment to this contract, and funds will not be committed unless funding is identified; now, therefore, be it RESOLVED: That a contract be awarded to the W.W.Williams Company LLC, the sole § 2.04.050(J),following a formal advertisement that yielded no bids in response to RFQ #313519-2, to provide Allison transmission parts and repair services in the amount not to exceed seven hundred fifty thousand dollars ($750,000) per year for a five year term, July 1, 2025, To June 30, 2030, for a total not to exceed contract amount of three million seven hundred fifty thousand dollars ($3,750,000) over a five year term; and be it FURTHER RESOLVED: There is no minimum commitment to this contract, funds will not be committed beforehand unless funding is identified; and be it FURTHER RESOLVED: The Council waives the L/SLBE utilization requirement for this contract due to lack or limited availability of qualified certified firms as documented by DWES and the procurement record and because this is in the best interest of the City; and be it FURTHER RESOLVED: The Council finds this action is not a project under CEQA (Pub. Res. Code § 21065; CEQA Guidelines § 15378(b)(2) and (5)) because it constitutes administrative/organizational activities and the acquisition of parts and services for ongoing maintenance that will not result in any direct or reasonably foreseeable indirect physical change in the environment. Alternatively, and independently, the Council finds the action is exempt under CEQA Guidelines § 15061(b)(3) because there is no possibility of a significant environmental effect; and be it FURTHER RESOLVED: The City Administrator is authorized to negotiate and execute amendments, changes, or modifications, including exercising options and making administrative changes, provided sucextend the term; and be it FURTHER RESOLVED: That the contract shall be approved for form and legality by the City Attorney and copies shall be on file in the City Clerk's Office.IN COUNCIL, OAKLAND, CALIFORNIA,PASSED BY THE FOLLOWING VOTE: AYES – BROWN, FIFE, GALLO, HOUSTON, RAMACHANDRAN, UNGER, WANG, AND PRESIDENT JENKINS NOES – ABSENT – ABSTENTION – ATTEST: ASHA REED City Clerk and Clerk of the Council of the City of Oakland, California