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Agenda Report
June 2, 2025
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE Cinr MANAGER TO ENTER INTO A CONTRACT WITH
LOS ANGELES TRUCK CENTERS, LLC FOR AUTHORIZED CUMMINS
ENGINE PARTS, SERVICE, AND REPAIR FOR AN AMOUNT NOT-TO- EXCEED $3,060,000 FOR UP TO FIVE YEARS
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required;
2. Award contract to lowest and best bid dated March 26, 2025, submitted by Los Angeles Truck Centers, LLC in response to project plans and specifications for Authorized Cummins Engine Parts, Service, and Repair, authorize the City Manager to enter into a five-year contract for an amount not-to-exceed $3,060,000, which includes the base contract amount of $2,550,000 and a contingency of $510,000 to provide for any necessary change orders; and
3. Authorize the City Manager to approve no-cost amendments to the subject contract including durational extensions.
BACKGROUND:
The Building Systems and Fleet Management Division (BSFMD) repairs and maintains the City's fleet of over 1,100 vehicles and equipment, including heavy duty vehicles such as refuse trucks, sewer trucks, and fire apparatus and pumper engines. While City employees continue to perform a range of maintenance and repairs on City-owned vehicles and equipment, BSFMD outsources specialized and highly technical labor to outside vendors on an as-needed basis to ensure timeliness of repairs and to provide availability of the vehicles with minimal downtime.
MEETING OF 6/2/2025AGENDA ITEM NO.3
Contract Award to Los Angeles Truck Centers, LLC
June 2, 2025
A Notice Inviting Bids for Authorized Cummins Engine Parts, Service, and Repair was posted on OpenGov Procurement and published in the local newspaper on March 6, 2025.
The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. A total of 16 vendors downloaded the specifications, none of which were local. Three bids were received electronically by the bid opening date.
Bid Results:
Per the bid specification, bidders were asked to provide pricing for replacement parts to be delivered to the City for use in repairs performed by City staff. Bidders were also asked to provide hourly rates for labor performed by the vendor on an as-needed basis.
The bid results are as follows:
BidderAmount($)
1. Los Angeles Truck Centers, LLC, Whittier, CA
2. Rush Truck Centers of California, Inc., Whittier, CA
3. Harbor Diesel & Equipment, Inc., Long Beach, CA
$153,000
$173,000
$176,000
The lowest and most responsive bidder is Los Angeles Truck Centers, LLC. The proposed contract with Los Angeles Truck Centers, LLC fully complies with the Competitive Bidding and Living Wage Ordinances. Staff recommends this vendor be awarded a five-year contract term. The City has previously done business with this vendor, paying invoices totaling over $8 million since Fiscal Year 2016 for vehicle purchases, as well as purchases of replacement parts and repair services for Freightliner, Caterpillar, Crane Carrier, and Autocar. Utilizing prior year's quantities of Cummins parts and repair services, staff estimates an annual need of $510,000 based on FY 2025 quantities and increased costs.
The proposed contract will be established as follows:
Annual Amount x 5 years
Contingency Allowance
Total:
$2,550,000
$ 510.000
$3,060,000
The 20% contingency allowance is to allow for unforeseen parts and service needs during the life of the contract.
COUNCIL POLICY CONSIDERATION:
This action is consistent with the City Council's strategic goal to improve mobility and accessibility throughout the City of Pasadena and maintain fiscal responsibility and stability.
Contract Award to Los Angeles Truck Centers, LLC
June 2, 2025
ENVIRONMENTAL IMPACT:
The action proposed herein is not a project subject to the California Environmental Quality Act (CEQA) in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060(c)(2), 15060(c)(3), and 15378. The authorization of a contract for supplementary labor to be available for routine maintenance is a continuing administrative and maintenance activity. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines. Since the action is not a project subject to CEQA, no environmental document is required.
FISCAL IMPACT:
The cost of the recommended action is $3,060,000 over five years. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Fleet Maintenance Fund (Fund 511) to support the first year of contract costs. Future contract costs will be budgeted as part of the department's annual operating budget. There is no impact to the General Fund.
Respectfully submitted,
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GREGDEVINCK,P.E.
Director of Public Works
Prepared by:
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Thanos Gauthier
Public Works Administrator BSFMD
Approved by:
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"MARQUEZ
City Manager