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5 CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD AN AGREEMENT FOR FLEET MAINTENANCE SERVICES WITH VECTOR FLEET MANAGEMENT LLC IN THE AMOUNT OF $2,261,226.42 WHEREAS, the City of San Mateo currently operates a fleet of over 300 rolling stock vehicles and equipment including sedans, trucks, street sweepers, tractors, police patrol vehicles, aerial lifts, motorcycles, turf mowers, sewer trucks, etc.; and
WHEREAS, the City has contracted on site fleet and equipment maintenance since 1993 and the term of the current fleet maintenance agreement expires on June 30, 2025; and WHEREAS, in March 2025, staff issued a request for proposals (RFP) on the City website, in the local paper (San Mateo Daily Journal March 20,2025) and posted on Barker Blue’s Bid Board to seek qualified candidates; and
WHEREAS, staff received inquiries from multiple qualified participants, conducted an optional on-site facility walk through and received proposals for a two-year term; and WHERAS, staff analyzed each submitted proposal and evaluated each on the following factors:
Organization and Experience, Key Personnel, Approach and Understanding and Cost proposal; and WHEREAS, staff selected Vector Fleet Management LLC as the recommended firm based on a review of its proposal; and
WHERAS, sufficient funding is available in the Vehicle and Equipment Maintenance Fund for these fleet maintenance services; and
WHEREAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contacts of $100,000 or more; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it is in the best interest of the City; and WHEREAS, based on these circumstances, staff recommends award of an agreement to Vector Fleet Management LLC in the amount of $2,261,226.42 for fleet maintenance services and;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. Adoption of this resolution approving an alternative purchasing procedure to award an agreement to Vector Fleet Management LLC is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that fleet maintenance services may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
2. In accordance with San Mateo Municipal Code Section 3.60.070(h)(3), the award of an agreement to Vector Fleet Management LLC based on an RFP is in the City’s best interest for these reasons:
a.The RFP process is more beneficial to the City because the City is not required to accept the lowest bid but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding. 1 1
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5 b.The RFP process is in the best interest of the City as it allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists.
c.The RFP process is in the best interest of the City as proposals are considered upon ability along with Cost savings to the City.
3. The award of a fleet maintenance services agreement to Vector Fleet Management LLC in the amount of $2,261,226.42, with a contingency reserve in the amount of $75,000 per contract year, is approved.
4. The Public Works Director is authorized to issue change orders within the contingency amount and execute the agreement in substantially the form presented.