City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00723 6/13/2023 Consent Item 28.
Suspend Competitive Bidding and Authorize Request for Proposals (RFP) Process for the Purchase of Light-Duty and Heavy-Duty Body Repairs (Two-Thirds Vote Required) File ID: 2023-00723
Location: Citywide
Recommendation: Adopt a Resolution: 1) finding that suspending competitive bidding is in the best interest of the City; and 2) authorizing issuance of a Request for Proposals (RFP) to solicit vendors for the purchase light-duty and heavy-duty body repairs.
Contact: Bobbie Small, Program Specialist, 916-808-6711, [email protected]; Alison Kerstetter, Fleet Manager, 916-808-1163, [email protected] Presenter: None
Attachments:
1-Description/Analysis
2-Resolution
Additional Description/Analysis
Issue Detail: The citywide standard City process for purchasing services is through a competitive bid process that awards the contract to the lowest bidder. In some cases, other factors other than just low bids are critical to ensure services meet City needs. Staff recommends using a Request for Proposals (RFP) process for selection of light-duty and heavy-duty body repairs vendors to ensure the procured repair services are high quality, cost effective, meet city standards, and able to consider capacity, performance, timeliness of service, and price. Selecting a vendor with only consideration of the lowest cost may not best fit the needs and could result in greater expenses in repairs over the expected life of City vehicles and equipment.
Policy Considerations: Using the RFP process instead of the City’s standard low bid process requires a suspension of the bid process. City Code Section 3.56.230(c) authorizes the City Council to suspend competitive bidding for the purchase of supplies and services when, upon a
File ID: 2023-00723 6/13/2023 Consent Item 28.
two-thirds vote, the City Council determines it is in the best interest of the City to do so.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): Issuing an RFP is an administrative activity that does not constitute a project as defined by section 15378 of the California Environmental Quality Act (CEQA) Guidelines and is otherwise exempt pursuant to sections 15061(b)(3); 15378(b)(2).
Sustainability: Not Applicable.
Commission/Committee Action: None
Rationale for Recommendation: The RFP process will allow staff to select multiple vendors who are able to provide high quality body repairs to light and heavy-duty vehicles.
Staff recommends suspension of competitive bidding due to the RFP benefits mentioned above.
Accordingly, staff is seeking City Council authorization for selection of vendors through the use of a RFP process instead of the low bidding process specified in City Code Chapter 3.56.
Financial Considerations: Not applicable.
Local Business Enterprise (LBE): There will be an additional five preference points awarded to all firms that qualify as an LBE.
RESOLUTION NO. 2023-0000
Adopted by the Sacramento City Council
June 13, 2023
SUSPEND COMPETITIVE BIDDING AND AUTHORIZE REQUEST FOR PROPOSALS (RFP)
PROCESS FOR THE PURCHASE OF LIGHT-DUTY AND HEAVY-DUTY
BODY REPAIRS
BACKGROUND
A. In a continuing effort to obtain the of high quality, cost effective, meet City standards, staff recommends the City Council act to suspend the typical competitive bid process and instead use an RFP process.
B. City Code Section 3.56.230(c) authorizes the City Council to suspend competitive bidding for the purchase of supplies when, upon a two-thirds vote, the City Council determines it is in the best interests of the City to do so. It is in the City’s best interest to suspend competitive bidding in order to select multiple vendors that offer body repair services which fit the varying needs of the City.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. In the best interests of the City, competitive bidding is suspended and is replaced by the RFP process to identify multiple vendors to provide light-duty and heavy-duty body repairs.