Public Works Agency
www.santa-ana.org/public-works
Item # 41
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
February 20, 2024
TOPIC: Automotive, Motorcycle, Truck, and Heavy Equipment Repair Services
AGENDA TITLE
Approve Agreements for Automotive, Motorcycle, Truck, and Heavy Equipment Repair Services in an Aggregate Amount Not to Exceed $2,500,000 (Specification No. 23-098) (Non-General Fund).
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with the vendors listed below to provide automotive, motorcycle, truck, and heavy equipment repair services in an annual aggregate amount not to exceed $500,000, and total aggregate amount not to exceed $2,500,000 for an initial three-year term beginning February 20, 2024 and expiring February 19, 2027, with provisions for two, 1-year extensions (Core Agreement No. A-2024-XXX).
Vendor Name Location
Santa Ana Guaranty Chevrolet Motors, Inc. Santa Ana, CA Joe MacPherson Ford dba AutoNation Ford Tustin Tustin, CA Bragg Investment Company, Inc. dba Coastline Equipment Long Beach, CA Elite Automotive Services, LLC Lake Forest, CA
Fleetworks, Inc. Santa Fe Springs, CA
Seavco dba Irv Seaver Motorcycles Orange, CA
Los Angeles Truck Centers, LLC dba Velocity Truck Centers Whittier, CA Cerritos Ford, Inc. dba Norm Reeves Ford Superstore Cerritos, CA Plumbers Depot Inc. Hawthorne, CA
R. C. A. Investments, Inc. dba Long Beach BMW
Motorcycles
Long Beach, CA
Cerritos Ford, Inc. dba Tuttle-Click Ford Lincoln Irvine, CA GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency’s Parks, Fleet, and Facilities Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The existing City fleet comprises of over 700 vehicles and equipment that require preventative maintenance and unscheduled repair services. Such unscheduled
Automotive, Motorcycle, Truck, and Heavy Equipment Repair Services February 20, 2024
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2 6
repairs routinely require outside experts to diagnose and provide repair services. This ensures the highest level of fleet service and support to the City’s various departments.
The Request for Proposals (RFP) No. 23-098 was issued on August 29, 2023 on the City’s online bid management and publication system, Planetbids. A summary of vendor participation and results is as follows:
76 Vendors notified
2 Santa Ana vendors notified
25 Vendors downloaded the bid packet
15 Proposals received
3 Proposals received from Santa Ana
vendors
Proposals were solicited, opened on October 26, 2023, and evaluated. Fifteen proposals were submitted by the RFP deadline and 11 were determined to be responsible, responsive to the specifications, and met the City’s requirements. The proposals submitted by Leon’s Transmissions, Mr. D’s Automotive, Pomeroy’s Muffler Inc., and Theodore Robins Ford were deemed non-responsive due to incomplete submissions and did not meet RFP specifications. The selection committee with experience in fleet automotive, motorcycle, truck, and heavy equipment repairs evaluated all proposals.
Staff recommends awarding agreements to the 11 responsible, responsive firms to ensure sufficient resources are available based on the City’s projected needs. The proposals submitted by the selected firms demonstrated the necessary expertise, capacity, and experience in one to all four repair categories as specified in the RFP.
Additionally, the rates provided by the firms are reasonable, within industry standard, and provide the best value for the City.
Local Outreach Efforts
The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified two Santa Ana vendors. Additionally, Purchasing Staff performed supplemental outreach by personally contacting recommended local vendors by telephone and email to notify them of the bidding opportunity, provide registration instructions, and other general information about the bidding process. Three vendors downloaded the RFP and submitted a proposal for consideration.
FISCAL IMPACT
Funding is available in the FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. The following table summarizes the funds budgeted and available for expenditure to deliver agreement services.
Automotive, Motorcycle, Truck, and Heavy Equipment Repair Services February 20, 2024
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Fiscal
Year
Accounting
Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
2023-24
(Feb-Jun)
07517100-
62322
Fleet
Maintenance
EQUIP MAINT-GARAGE
OPERATION,
Maintenance & Repair
Machinery & Equipment
$181,034
2024-25 07517100-
62322
Fleet
Maintenance
EQUIP MAINT-GARAGE
OPERATION,
Maintenance & Repair
Machinery & Equipment
$500,000
2025-26 07517100-
62322
Fleet
Maintenance
EQUIP MAINT-GARAGE
OPERATION,
Maintenance & Repair
Machinery & Equipment
$500,000
2026-27 07517100-
62322
Fleet
Maintenance
EQUIP MAINT-GARAGE
OPERATION,
Maintenance & Repair
Machinery & Equipment
$500,000
2027-28 07517100-
62322
Fleet
Maintenance
EQUIP MAINT-GARAGE
OPERATION,
Maintenance & Repair
Machinery & Equipment
$500,000
2028-29
(Jul-Feb)
07517100-
62322
Fleet
Maintenance
EQUIP MAINT-GARAGE
OPERATION,
Maintenance & Repair
Machinery & Equipment
$318,966
TOTAL $2,500,000
EXHIBIT(S)
1. Agreement with Santa Ana Guaranty Chevrolet Motors, Inc.
2. Agreement with Joe MacPherson Ford dba AutoNation Ford Tustin
3. Agreement with Bragg Investment Company, Inc. dba Coastline Equipment
4. Agreement with Elite Automotive Services, LLC
5. Agreement with Fleetworks, Inc.
6. Agreement with Seavco dba Irv Seaver Motorcycles
7. Agreement with Los Angeles Truck Centers, LLC dba Velocity Truck Centers
8. Agreement with Cerritos Ford, Inc. dba Norm Reeves Ford Superstore
9. Agreement with Plumbers Depot, Inc.
10. Agreement with R. C. A. Investments Inc. dba Long Beach BMW Motorcycles
11.Agreement with Cerritos Ford, Inc. dba Tuttle-Click Ford Lincoln Automotive, Motorcycle, Truck, and Heavy Equipment Repair Services February 20, 2024
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Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager