Agenda Item
City Council
Item #: 3.19. 1/10/2023 File #: 22-0721
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, Interim City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Authorize purchase of signage, traffic control devices, vehicle parts, and labor services for the Public Works Field Services Division.
2. SUMMARY
Authorize purchase orders in excess of the $30,000 per vendor purchasing limit with BC Traffic Specialists for signage and traffic control devices, Irv Seaver Motorcycles, Daniels Tire Service, Pete’sRoad Service, Inc., Quinn Group Inc-Maintenance, Southern Counties Lubricants, DWWWVF, Inc. (Villa Ford), West Coast Batteries, and Western States Converters & Transmissions to support fleet maintenance, including specialized parts and services for emergency service vehicles.
3. RECOMMENDED ACTION
1. Approve purchase order for traffic control devices and signage with BC Traffic Specialists for $50,000.
2. Approve purchase order for parts and services with Irv Seaver Motorcycles for $60,000.
3. Approve purchase order for parts and services with Daniels Tire Service for $50,000.
4. Approve purchase order for parts and services with Pete’s Road Service, Inc. for $60,000.
5. Approve purchase order for parts and services with Quinn Group Inc-Maintenance for $60,000.
6. Approve purchase order for parts and services with Southern Counties Lubricants for $60,000.
7. Approve purchase order for parts and services with DWWWVF, Inc. for $60,000.
8. Approve purchase order for parts and services with West Coast Batteries for $40,000.
9. Approve purchase order for parts and services with Western States Converters & Transmissions for $60,000.
4. FISCAL IMPACT
The total expenditure for these purchases is $500,000 and will be funded through:
General Fund (100) $ 50,000
Equipment Expense (710) 450,000
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Item #: 3.19. 1/10/2023 File #: 22-0721
Total: $500,000
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a Safe Community
b. Provide and maintain infrastructure necessary to ensure the safety of the public Goal 4: Provide Outstanding Public Service
b. Provide facilities and services to meet customer expectations
6. DISCUSSION AND BACKGROUND
The Field Services Division of the Public Works Department uses the informal bid process and government pricing to purchase required materials. Staff requests bids from at least three independent vendors to ensure the City gets the best price in a timely manner.
The vendors detailed below provide some of the lowest prices and, as such, the City routinely spends over the $30,000 per year limit per vendor. To continue purchasing from these vendors when they offer the lowest bid, provide unique material and services, or meet timing deadlines in emergency situations, staff is requesting the City Council authorize the purchase orders, on an as-needed basis and for the amounts shown in the above recommended actions, for Fiscal Year 2022-23.
Council is also authorized to approve the procurement of certain materials, supplies, equipment, and services that are unique to only one vendor, pursuant to Section 3.08.290 of the Orange Municipal Code.
BC Traffic Specialists continuously provides different traffic control devices, and signs to meet the Field Services Division needs.
The Field Services Division purchases many different types of parts and outside services, which at times requires a unique provider for each. Irv Seaver Motorcycles provides special parts and services strictly for Police patrol motorcycles. Pete’s Road Service, Inc. provides both tires and 24-hour emergency roadside service for our large vehicles (i.e. fire apparatus). They also have the distinctive local ability to service larger Class 7 and 8 trucks, which, due to weight capacity limitations, cannot be accommodated by the City’sgarage. Quinn Group Inc-Maintenance provides parts and repair services for our heavy diesel equipment and fire apparatus.
Daniels Tire Service, Southern Counties Lubricants, DWWWVF, West Coast Batteries, and Western States Converters & Transmissions provides general auto parts and services at the lowest cost compared to other vendors.
7. ATTACHMENTS
· None
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