TO:
FROM:
Honorable Mayor and City Council
Department of Public Works
p rt
January 9, 2023
SUBJECT: CONTRACT AWARD TO SOUTH COAST EMERGENCY VEHICLE
SERVICE TO FURNISH PIERCE FIRE TRUCK OEM PARTS FOR AN
AMOUNT NOT-TO-EXCEED $495,000 FOR UP TO FIVE YEARS
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment; and
2. Accept the bid dated December 2, 2022 submitted by South Coast Emergency Vehicle Service (South Coast Emergency), in response to the specifications for Pierce Certified Original Equipment Manufacturer (OEM) Parts; reject all other bids; and authorize the City Manager to enter into a contract for three years in an amount not-to-exceed $297,000 (which includes a $27,000 contingency), with the option for two additional one-year extensions, in the annual amount of $99,000 (which includes a $9,000 contingency) at the discretion of the City Manager, for a maximum total contract length of five years and a grand total contract amount of $495,000.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division (BSFMD) repairs and maintains the City's fleet of over 1,100 vehicles and equipment, including seven fire trucks manufactured by Pierce. As such, it is necessary for BSFMD to purchase and stock replacement automotive parts and supplies and related items for use in repair and maintenance for these specific fire trucks.
On November 16, 2022, a Notice Inviting Bids for Pierce Certified Original Equipment Manufacturer (OEM) Parts was posted on OpenGov and was published in the local paper on November 24, 2022. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. Staff referenced a list of local vendors in the City's business license database as well as online web searches in an attempt to reach potential local vendors that can provide the scope of MEETING OF _ O_l_J_o_9_J_2_o_2_3_ AGENDA ITEM NO. __ B __ _ Contract Award to South Coast Emergency Vehicle for Pierce OEM Parts January 9, 2023
work detailed in the solicitation. Local vendors contacted regarding the bid opportunity did not submit bids. A total of six vendors downloaded the specifications of which none were local.
BID RESULT:
Bids were received by the December 7, 2022 bid opening date. One bidder was deemed non-responsive due to incomplete submission and for failure to meet the minimum qualifications as per bid specifications. The bid results are as follows:
Bidder
1. South Coast Emergency Vehicle Service
2. Fire Apparatus Solutions.
Ontario, CA
Rialto, CA
Amount($)
$65,000
Non-Responsive
South Coast Emergency Vehicle, founded in 1996, supplies various fire apparatus equipment, parts, and services and is also an authorized Pierce dealer. The City has previously done business with South Coast Emergency, issuing purchase orders totaling $571,713 since Fiscal Year 2016 specifically for Pierce fire truck OEM parts, supplies and repairs. Based on prior years' actual expenditures and the increasing number of Pierce manufactured fire apparatus purchased by the City as an addition or replacement to its fleet, staff proposes an annual amount of $99,000 for this contract as noted below.
South Coast Emergency is the lowest responsive and responsible bidder. Staff therefore recommends that this vendor be awarded a three-year contract term with an option for two one-year extension periods, renewable at the discretion of the City Manager. This proposed contract with South Coast Emergency fully complies with the Competitive Bidding and Living Wage Ordinances.
The contract will be set out as follows:
Year 1 to 3 · Year 4 Optional Year 5 Optional
Base Bid
Contingency Allowance
$270,000
$ 27,000
$297,000
1st Extension 2nd Extension
$90,000
$ 9,000
$99,000
TOTAL
$90,000
$ 9,000
$99,000
$495,000
The 10% contingency allowance is to address any commodity price fluctuation during the life of the contract especially critical to address ongoing supply chain issues driving unpredictable market conditions and increases in cost of goods.
Contract Award to South Coast Emergency Vehicle for Pierce OEM Parts January 9, 2023
COUNCIL POLICY CONSIDERATION:
By providing the departments with the proper equipment to perform their function, the proposed purchase furthers the City Council's Strategic Plan goals to ensure public safety, increase conservation and sustainability, and maintain fiscal responsibility and stability.
ENVIRONMENTAL IMPACT:
This action is exempt from CEQA pursuant to State CEQA Guidelines Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment.
FISCAL IMPACT:
The cost of this contract is $297,000 and the total cost of this action is $495,000.
Funding for this project will be addressed by utilization of existing budgeted appropriations in the Fleet Maintenance Fund budget account 51122058-810100.
There is no anticipated impact to other operational programs, General Fund, or capital projects as a result of this action.
Respectfully submitted,
TON~~
Director of Public Works
Prepared by:
Mark McCullough
Public Works Administrator BSFMD
Approved by:
~J~
MIGUE~QUEZ
City Manager