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TO:
FROM:
Agenda Report
July 13, 2026
Honorable Mayor and City Council
Department of Public Works
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A FIVE-YEAR
CONTRACT WITH BETTS COMPANY DBA BETTS TRUCK PARTS
AND SERVICE FOR HEAVY-DUTY TRUCK SPRING, SUSPENSION,
AND ALIGNMENT SERVICES IN AN AMOUNT NOT-TO-EXCEED
$694,313
i
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 February 9, 2026, submitted by Betts Company DBA Betts Truck Parts and Service in response to the bid specifications for Heavy-Duty Truck Spring, Suspension, and Alignment Services, and authorize the City Manager to enter into a five-year contract for a total not-to-exceed amount of $694,313, which includes the base contract amount of $603,750 and a contingency of $90,563 to provide any necessary change orders; and
3. Authorize the City Manager to approve within contract authority, amendments to the subject contract including durational extensions.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division (BSFMD) maintains a fleet of heavy-duty vehicles that support essential City operations.
These vehicles include refuse trucks, fire apparatus, emergency response vehicles, vacuum trucks, utility trucks, and other heavy-duty vehicles. These vehicles are critical to providing public safety, emergency response, sanitation, utility, and infrastructure services throughout the City.
MEETING OF _07/13/2026_AGENDA ITEM NO.4
Five-Year Contract Award with Betts Company
July 13,2026
The safe and reliable operation of these vehicles depends on property functioning steering, suspension, and alignment systems. Heavy-duty spring, suspension, and alignment services are required to address component wear, suspension failures, steering concerns, and alignment deficiencies that occur through normal vehicle operation. Due to the specialized nature of heavy-duty spring, suspension, and alignment work, the City's current in-house staffing is not equipped with the specialized alignment equipment, lifting systems, and diagnostic tools necessary to perform many of these services. Heavy-duty alignment and suspension repairs require specialized equipment designed to accommodate large commercial vehicles and emergency apparatus, as well as technicians experienced in diagnosing and repairing complex steering and suspension systems.
Failure to properly maintain suspension and alignment systems can result in accelerated tire wear, increased maintenance costs, reduced vehicle stability, and diminished vehicle performance. For emergency response vehicles and other heavy- duty fleet assets, improper suspension or alignment conditions may also affect vehicle handling and operational readiness. Utilizing a qualified contractor ensures repairs are performed using industry-standard equipment and procedures to maintain vehicle safety, reliability, and service life.
A Notice Inviting Bids for Heavy-Duty Truck Spring, Suspension, and Alignment Services was posted on OpenGov Procurement on January 26, 2026. The posting generated notices to all vendors who had previously registered with the City for this commodity class. A total of 12 vendors downloaded the specifications. A total of two bids were received by the bid closing date, none of which were local.
Following advertising, bids were electronically received on February 9, 2026, and are as follows:
Bidder Location Amount ($)
1. Betts Company DBA Betts Truck Parts and Service Fresno, CA $120,750
2. Rush Truck Centers of California Inc. Sylmar, CA $202,125 It is recommended that Betts Company be awarded the contract as they are the lowest, most responsive and responsible bidder. The vendor is active and in good standing with the Secretary of State. Staff recommends this vendor be awarded a five-year contract term in an amount not-to-exceed $694,313. The proposed contract with Betts Company fully complies with the Pasadena Municipal Code Chapter 4.08 and Chapter 4.11 for Competitive Bidding and Living Wage Ordinances. The City has previously done business with this vendor, paying invoices totaling over $636,000 since Fiscal Year 2016.
Five-Year Contract Award with Betts Company
July 13,2026
The contract will be set up as follows:
Base Bid
ContinQency
$603,750
$ 90.563
Contract Not-to-Exceed Amount$694,313
A contingency of fifteen percent is allocated to this contract to allow for unforeseen operational needs during the life of the contract.
Payment to the contractor shall be made on an as-needed basis for spring, suspension, alignment, diagnostics, inspection, and related repair services actually requested and performed, in accordance with the unit prices submitted in the bid. The total contract amount represents a not-to-exceed amount based on projected operational needs.
COUNCIL POLICY CONSIDERATION:
This action supports the City Council's strategic planning goals to improve, maintain, and enhance public facilities and infrastructure, maintain fiscal responsibility and stability, and ensure the safe and reliable operation of City vehicles and equipment used to provide essential public safety, emergency response, sanitation, utility, and infrastructure services to the community.
ENVIRONMENTAL IMPACT:
The action proposed herein is not 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 proposed action consists of a contract for the maintenance, inspection, repair, and replacement of components associated with existing City-owned vehicles and equipment. This action does not authorize construction, physical improvements, or any direct physical change in the environment, nor does it create a reasonably foreseeable indirect physical change in the environment. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 ofCEQA and Section 15378 of the State CEQA Guidelines.
Since the action is not a project subject to CEQA, no environmental document is required.
Five-Year Contract Award with Belts Company
July 13, 2026
FISCAL IMPACT:
The total cost of the recommended action is $694,313 over five years. The Depari:ment will utilize 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.
The following table represents the contract summary.
Base Bid
Contingency
$
$
603,750
90,563
Total Fiscal Impact$ 694,313
Respectfully submitted,
GREQlDEVrNCK, P.E.
Director of Public Works
Prepared by:
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Gabriel Silva
BSFMD Administrator
Approved by:
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MATTHEW E/HAWKESWORTH
Interim City Manager