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Agenda Report
March 27, 2023
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TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: CONTRACT AWARD FOR SERVICE, REPAIR, AND MAINTENANCE
FOR SEAGRAVE AND PIERCE TRUCKS WITH FIRE APPARATUS
SOLUTIONS FOR $1,250,000, SOUTHERN CALIFORNIA FLEET
SERVICES, INC. FOR $500,000, AND SOUTH COAST EMERGENCY
VEHICLE SERVICE FOR $500,000 IN A COMBINED GRAND TOTAL
AMOUNT NOT-TO-EXCEED $2,250,000 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); and
2. Accept the bid dated December 15, 2022 submitted by Fire Apparatus Solutions in response to the specifications for Service, Repair, and Maintenance for Seagrave and Pierce Fire Trucks, and authorize the City Manager to enter into a contract for an amount not-to-exceed $750,000 (which includes a $75,000 contingency) over a three-year period, with the option for two additional one-year extensions, in the annual amount of $250,000 (which includes a $25,000 contingency) at the discretion of the City Manager, for a maximum total contract length of five years and a grand total contract amount of $1 ,250,000;
3. Accept the bid dated January 9, 2023 submitted by Southern California Fleet Services, Inc. in response to the specifications for Service, Repair, and Maintenance For Seagrave and Pierce Fire Trucks, and authorize the City Manager enter into a contract for an amount not-to-exceed $300,000 (which includes a $30,000 contingency) over a three-year period, with the option for two additional one-year extensions, in the annual amount of $100,000 (which includes a $10,000 contingency) at the discretion of the City Manager, for a maximum total contract length of five years and a grand total contract amount of $500,000;
4. Accept the bid dated January 6, 2023 submitted by South Coast Emergency Vehicle Service in response to the specifications for Service, Repair, Maintenance For Seagrave and Pierce Fire Trucks, and authorize the City Manager to enter into a !
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MEETING OF ___03/27/2023AGENDA ITEM NO.2
Contract Award to Fire Apparatus Solutions
March 27,2023
contract for an amount not-to-exceed $300,000 (which includes a $30,000 contingency) over a three-year period, with the option for two additional one-year extensions, in the annual amount of $100,000 (which includes a $10,000 contingency) at the discretion of the City Manager, for a maximum total contract length of five years and a grand total contract amount of $500,000.
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 approximately 22 Seagrave and Pierce emergency fire apparatus (1 tank truck, 7 ladder trucks, and 14 pumper engine trucks). While City employees continue to perform a range of maintenance and repairs on City-owned vehicles, BSFMD outsources these specialized and highly technical work to outside vendors on an as- needed basis to ensure timeliness of repairs and to provide availability of the vehicles with minimal downtime especially for safety vehicles used to provide essential services to the community.
A Notice Inviting Bids for Service, Repair, and Maintenance for Seagrave and Pierce Fire Trucks was posted on OpenGov and posted in the local paper on December 13, 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 work detailed in the solicitation. There were no local vendors found.
A total of six vendors downloaded the specifications of which none were local. Three non-local bids were received by the January 26, 2023 bid opening date.
BID RESULT:
Per the bid specification, bidders were asked to provide hourly labor rates for services at vendor's location, in the field, onsite at City premises, and after-hours. Bidders were also asked to provide a one-way flat rate for pick-up and delivery charges as well as a universal percentage discount off of the Manufacturer's Stated List Price for parts, supplies, and accessories utilized in repair orders. Actual contract pricing will be based upon anticipated quantities of fire apparatus requiring services and budget availability.
The bid results are as follows:
BidderAmount ($)
1. Fire Apparatus Solutions Rialto, CA
2. Southern California Fleet Services, Inc. Corona, CA
3. South Coast Emergency Vehicle Service Ontario, CA
$116,250
$120,750
$130,650
Contract Award to Fire Apparatus Solutions
March 27, 2023
Vendors qualified to perform emergency fire apparatus repair services are highly specialized and limited. They service numerous clients across several municipalities, which sometimes leads to scheduling challenges. To address the unique and time- sensitive nature of the labor work required for these safety emergency vehicles, staff recommends awarding to multiple bidders. In the event the lowest bidder is unable to schedule, perform, or complete the task as requested, the City will have an option to avail of the services from the second and third lowest bidder in strict sequential order.
The lowest responsive and responsible bidder is Fire Apparatus Solutions (FAS). The City has previously done business with FAS, issuing purchase orders totaling approximately $637,533 since Fiscal Year 2018. As the lowest responsive and responsible bidder, staff 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.
The proposed contract with FAS is as follows:
Year 1 to 3
Base Bid
Contingency Allowance
$675,000
$ 75.000
$750,000
Year 4 Optional
1st Extension
$225,000
$ 25.000
$250,000
TOTAL
Year 5 Optional
2nd Extension
$225,000
$ 25.000
$250,000
$1,250,000
The second lowest responsive and responsible bidder is Southern California Fleet Services, Inc. (SoCal Fleet). The City has previously done business with SoCal Fleet, issuing purchase orders totaling approximately $1,242,724 since Fiscal Year 2016. As the second lowest responsive and responsible bidder, staff 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. If FAS is unable to fulfill part or all of a specified work order, BSFMD staff will utilize the services of SoCal Fleet to fulfill the work order.
The proposed contract with SoCal Fleet is as follows:
Base Bid
Contingency Allowance
Year 1 to 3
$270,000
$ 30,000
$300,000
Year 4 Optional
1st Extension
$90,000
$ 10.000
$100,000
TOTAL
Year 5 Optional
2nd Extension
$90,000
$ 10.000
$100,000
$500,000
Contract Award to Fire Apparatus Solutions
March 27, 2023
The third lowest responsive and responsible bidder is South Coast Emergency Vehicle Service (South Coast EV). The City has previously done business with South Coast EV, issuing purchase orders totaling approximately $571,714 since Fiscal Year 2016.
As the third lowest responsive and bidder, staff 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. If SoCal Fleet is unable to fulfill part or all of a specified work order, BSFMD staff will utilize the services of South Coast EV to fulfill the work order.
The proposed contract with South Coast EV is as follows:
Year 1 to 3
Base Bid
Contingency Allowance
$270,000
$ 30,000
$300,000
Year 4 Optional
1st Extension
$90,000
$ 10.000
$100,000
TOTAL
Year 5 Optional
2nd Extension
$90,000
$ 10.000
$100,000
$500,000
The contingency allowances in each proposed contract are to address any commodity price index fluctuation during the life of the contract.
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.
Contract Award to Fire Apparatus Solutions
March 27, 2023
FISCAL IMPACT:
The total cost of these contracts are $750,000 with FAS, $300,000 with SoCal Fleet, and $300,000 with South Coast EV. The total cost of this action is $2,250,000. Funding for this project will be addressed by utilization of existing budgeted appropriations in the Fleet Maintenance Fund account 51122058-823600. There are no anticipated impacts to other operational programs, the General Fund, or capital projects as a result of this action.
Respectfully submitted,
TONY OLMCVS, P.E.
Director of Public Works
Prepared by:
Grace Wu
Acting Administrator BSFMD
Approved by:
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MIGUEL I^TARQUEZ
City Manager