Agenda packet — Orange City Council, January 28, 2025 (part 2 of 3)

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Attachment A City of Santa Ana / Purchasing

ATTACHMENT A

BID SPECIFICATION TABLE
Saddlebag LED Lights w/sensor switch 63 17 2 361 727 1
Round Blue License Plate ID Light Kit 71 60 2 452 876 1 Convenience Options
BMW Motorad Battery Charger (2.5 Ah) 77 02 8 551 897 1
Additional Items Provided by Dealer
AR Assault Rifle Mount 71 60 2 452 894 1
AR/Shotgun Mounting Bracket 71 60 2 452 840 1
Police Side Stand Extension / Base 71 60 2 412 389 1
Pr24 / Flashlight Holder L/H 71 60 2452 389R 1
Note Pad Holder 71 60 2 452 888 1
Front 12v Power Outlet (lighter style) 71 60 2 407 785 1 Front Single USB Power Outlet w/ volt meter 71 60 2 446 871 1 Fused Front Power Socket Harness 71 60 2 409 958 1
Radar / Lidar Gun Adaptor Plate MY19→ 71 60 2 407 797 1 Clear Water Lights-Darla Fog Light Kit D51 R1250RTW 1
Radio Speaker Connector Plug 71 60 2 452 844 1
Helmet Headset Interface Connector Plug 71 60 2 407 782 1 Microphone Attachment Mount (need kit below) 71 60 2 452 875 1 Kustom/Stalker/MIC Remote Attachment Kit 71 60 2 452 841 1 Accessory Connection connector Plugs 71 60 2 452 846 3

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Attachment A City of Santa Ana / Purchasing

ATTACHMENT A

BID PROPOSAL FORM
The undersigned declares that they have carefully examined the specifications, have read the accompanying instructions to bidders, and hereby propose to provide vehicles in accordance with City needs and/or fund availability and the specifications provided herein.

Quantities listed are for bid comparison only and are subject to change. The City reserves the right to increase or decrease quantities based on current needs. All pricing below should be stated per vehicle.

Bidders not willing to be considered for a partial award must indicate “ALL OR NONE” on their bid submittal.

Latest date bid pricing is guaranteed: ___________________________ Guaranteed Delivery Date (after receipt of order): __________________________ Comments and clarifications to above (if any): ____________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ PRICING SHALL ALSO BE ENTERED IN PLANETBIDS.

ALL REQUIRED FORMS MUST BE COMPLETED AND UPLOADED WITH E-BIDS.

No. DESCRIPTION UOM UNIT PRICE

TAXABLE
(Y/N)
1 BMW – R 1250 RT-P Motorcycles EA
$
2 Documentation Fee EA $
3 Destination and delivery EA $
4 California Tire Fee (Non-Taxable) EA $
5 Total Sales Tax (9.25%) LOT $
6 Miscellaneous charges, incentives and/or fleet
discounts/rebates not included above. (Specify
below)
LOT
$
TOTAL BID PRICE PER VEHICLE $ ___________________________

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Attachment B City of Santa Ana / Purchasing Page 1

ATTACHMENT B
BIDDER’S STATEMENT AND

COMPANY INFORMATION

COMPANY INFORMATION
Company Full Legal Name:

Business Address:

Southern California Address: (if different)
Website Address:

Length of time firm has been in business:

Type of business:
(LLC, Partnership, or Corporation)
If incorporated,
State of
Incorporation:

LOCAL VENDOR PREFERENCE
Please check the applicable category below.
“Small” Santa Ana Business (7% preference)
“Small” Orange County Business (4% preference)
Other Santa Ana Business (1% preference)
None Apply
City of Santa Ana Business License
Number:

Orange County City: __________________
Business License No: _________________

PUBLIC WORK CONTRACTOR INFORMATION (IF APPLICABLE)
CSLB Number(s): DIR Registration Number:

Contractor’s License Classification(s):

PROJECT MANAGER CONTACT INFORMATION
Name: Phone: Email:

CONTRACT ADMINISTRATOR CONTACT INFORMATION
(insurance and other administrative questions)
Name: Phone: Email:

BIDDERS STATEMENT:

With my signature I confirm that I am authorized to bind the company. By submitting this Bid, I confirm I have read, understand, and accept the terms and conditions of this Invitation for Bid. Upon request, I will transfer and deliver all goods to the City in accordance with said terms and conditions. _________________________________ ___________________________ Signature Title
204

Attachment C City of Santa Ana / Purchasing Page 1 of 1

ATTACHMENT C

CERTIFICATION OF NONDISCRIMINATION

BY CONTRACTORS

As suppliers of goods or services to the City Of Santa Ana, the Firm listed below certifies that it will not discriminate in its employment practices against any employee or applicant for employment because of such person’s race, color, religion, sex or national origin, ancestry, sex, sexual orientation, age, physical handicap, mental disability, marital status, domestic partner status or medical condition; that it is in compliance with all federal, state and local directives and executive orders regarding nondiscrimination in employment; and that it agrees to demonstrate positively and aggressively the principle of equal opportunity in employment.

WE AGREE SPECIFICALLY:

1. To take affirmative steps to hire minority employees within the company;

2. To establish or observe employment policies which affirmatively promote opportunities for minority persons at all job levels; and

3. To communicate this policy to all persons concerned, including all company employees, outside recruiting service, especially those servicing minority communities, and to the minority communities at large.

Legal Name of Company Date

Authorized Signature Name (Print) and Title

Please include any additional information available regarding equal opportunity employment programs currently in effect within your company.

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Agenda Item
City Council
Item #: 3.13. 1/28/2025 File #: 25-0021
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director

1. SUBJECT
Authorize an increase to various purchase orders for vehicle parts, traffic control devices, signs, materials, and services from various vendors for the Public Works Department, Field Services Division.

2. SUMMARY
Request to authorize an increase of $275,000 to multiple existing purchase orders with various material and services vendors, on an as-needed basis, bringing the total purchase order amount to $635,000.

3. RECOMMENDED ACTION

1. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with SC Signs & Supplies, LLC for traffic control devices and signs.

2. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Irv Seaver Motorcycles for fleet parts and services.

3. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Pete’s Road Services for fleet parts and services.

4. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 with Quinn Group, Inc. Maintenance for fleet parts and services.

5. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Daniel Tire Services for fleet parts and services.

6. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $40,000 with Cal-State Auto Parts, Inc. for fleet parts.

7. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Southern Counties Lubricants for fleet parts.

8. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Parts Authority for fleet parts.

9. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $60,000 City of Orange Printed on 1/23/2025Page 1 of 3
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Item #: 3.13. 1/28/2025 File #: 25-0021
with RJ Noble for roadway products.

10. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with United Rental for roadway products.

11. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $50,000 with Vulcan for roadway products.

12. Approve an increase to a blanket purchase order for a total not-to-exceed amount of $55,000 with Bender Ready Mix for roadway products.

4. FISCAL IMPACT
The total expenditure for the blanket purchase orders is $635,000, of which $360,000 has already been encumbered. The additional increase for these blanket purchase orders is $275,000 and will be funded through:
710.5023.53710.00000 Parts and Supplies $130,000
263.5021.53840.00000 Roadway Materials $ 95,000
710.5023.53750.00000 Parts and Supplies $ 30,000
100.5073.53660.00000 Street Signs & Marker $ 20,000
Total: $275,000

5. STRATEGIC PLAN GOALS
Goal 2: Enhance Economic Development and Achieve Fiscal Sustainability Goal 5: Improve Infrastructure, Mobility, and Technology

6. DISCUSSION AND BACKGROUND
The Public Works Department Field Services Division purchases required materials using the informal bid process and government pricing. Staff requests quotes from at least three independent vendors to promptly ensure the City gets the best price.

Pursuant to Section 3.08.290 of the Orange Municipal Code, the City Council is authorized to approve the procurement of certain materials, supplies, equipment, and services unique to only one vendor.

The listed vendors offer some of the most competitive prices. Each of the twelve vendors has reached or is nearing the maximum limit of $30,000 for their respective blanket purchase orders. To continue purchasing from these vendors for the remaining balance of the Fiscal Year 2024-2025 (FY25), staff requests that the City Council authorize increases to the purchase orders up to the not- to-exceed amounts specified in the recommended actions. This request applies when vendors provide the lowest pricing, offer unique materials and services, or meet critical timing deadlines in emergencies.

The Public Works Department Field Services Division is responsible for procuring various types of parts and external services, which sometimes require specialized vendors. For example:
· Irv Seaver Motorcycles provides special parts and services specifically for police patrol motorcycles.
· Pete’sRoad Service, Inc. offers tires and 24-hour emergency roadside assistance for large vehicles, including fire apparatus. They also have the unique capability to service larger Class City of Orange Printed on 1/23/2025Page 2 of 3
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Item #: 3.13. 1/28/2025 File #: 25-0021
vehicles, including fire apparatus. They also have the unique capability to service larger Class 7 and Class 8 trucks, which the City’sgarage cannot accommodate due to weight capacity limitations.
· Quinn Group, Inc. specializes in parts and repair services for heavy diesel equipment and fire apparatus.
· Daniels Tire Services, Cal-State Auto Parts, Inc., Parts Authority, and Southern Counties Lubricants provide general auto parts and services at the lowest cost with readily available parts compared to other vendors.
· RJ Noble, Vulcan, and United Rentals provide various roadway products, including asphalt supplies for roadway surface repairs and concrete for street and sidewalk repairs. · SC Signs & Supplies continuously provides traffic control devices and signs for emergencies and special events to meet the city's needs.

The Field Services Division actively monitors and seeks the best-priced vendors to ensure it receives the best value.

7. ATTACHMENTS
· None
City of Orange Printed on 1/23/2025Page 3 of 3
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Agenda Item
City Council
Item #: 3.13. 1/28/2025 File #: 25-0021
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director