Agenda Item #13.5
For Council Meeting of: April 12, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: ZAC BRAND, FLEET SUPERINTENDENT
TRANSPORTATION AND PUBLIC WORKS
BRANDALYN TRAMEL, PURCHASING AGENT
FINANCE DEPARTMENT
SUBJECT: APPROVAL OF A BLANKET PURCHASE ORDER FOR EMERGENCY RESPONSE VEHICLE EQUIPMENT TO STOMMEL, INC. dba LEHR USING PRICING FROM PLACER COUNTY SUPPLIER CONTRACT SCN104242 AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works and Finance Departments that the Council, by resolution, approve issuance of a blanket purchase order for the purchase of equipment used to prepare Emergency Response Vehicles and other Public Service Vehicles operated by the City of Santa Rosa, under the pricing model in place provided by the solicitation and award of Placer County Supplier Contract SCN104242 with Stommel, Inc., dba LEHR, Sacramento, CA for a total amount of $500,000.
EXECUTIVE SUMMARY
Purchasing has received a purchase requisition from TPW for issuance of a blanket purchase order (BPO) utililizing the same product line discounts solicited and awarded by the County of Placer, CA from Stommel, Inc. dba LEHR under Supplier Contract SCN104242. The County of Placer opened its bid solicitation on July 30, 2019 and awarded the contract to Stommel, Inc., dba LEHR with a total of four optional one year renewal terms on September 24, 2019. Placer County’s current Supplier Contract with the discounted prices is on the second renewal term. Strommel, Inc. dba LEHR has agreed to make those same discounts available ot the City of Santa Rosa, and has agreed to use the City’s standard terms and conditions for procurement under a BPO that incorporates that discounted pricing.
BACKGROUND
The City of Santa Rosa Fleet Department provides vehicle preparation services to all City Departments utilizing vehicles and equipment. Typical preparation will include Traffic Safety Warning devices. Preparation for Emergency Response Vehicles can include restructure of the vehicle interiors, and installation of storage systems, electronic system controls, communications equipment, or safety equipment. Specific components or products are determined after vehicles are purchased and preparation needs are developed between Fleet and the end user.
The City of Santa Rosa currently has 28 Emergency Response Vehicles on order that will need equipment for preparation, in addition to the expected replacement vehicles through FY23/24.
In July 2020, the City of Santa Rosa completed a solicitation similar to that conducted by Placer County. Out of that prior City solicitation, the City issued PO 162384 to Stommel, Inc., dba LEHR, which included percentage discounts on a limited selection of product lines.
The vendor, Stommel, Inc., dba LEHR, has previously accepted the City of Santa Rosa Terms and Conditions and agrees to the City’s standard Terms and Conditions here.
PRIOR CITY COUNCIL REVIEW
Not applicable
ANALYSIS
The County of Placer opened a lowest responsive bid solicitation on July 30, 2019 and awarded the contract to Stommel, Inc., dba LEHR with a total of four optional one year renewal terms on September 24, 2019. Placer County’s current Supplier Contract is on the second renewal term where this pricing is provided by the vendor. Placer County’s bid language also allowed other entities to utilize the solicitation and pricing Placer County secured, and Stommel, Inc. dba LEHR agreed to offer the same pricing to the City, using the City’s BPO standard terms and conditions here. Several agencies, such as the ciities of Fresno, Beverly Hills, San Jose have also utilized this discounted pricing opportunity to procure Emergency Vehicle equipment.
Santa Rosa City Code Section 3-08.160 allows for cooperative purchases when advantageous to the City, including the “use of purchasing agreements maintained by the State, County, or other public agencies.” Section 3-08.160 requires, to the extent possible that where the City joins such purchases that the purchases be competitively awarded, and documentation as to the advantage of the cooperative purchase will be retained.
Based on the pricing the City obtains under the Placer County solicitation and the specialized nature of the Equipment for purchase, TPW and the Purchasing staff consider it advantageous to the City to use the cooperative purchase. Upon approval by Council, a blanket purchase order will be issued using the City’s standard Terms and Conditions for the equipment in an amount not-to-exceed $500,000. The BPO will reference the County of Placer Supplier Contract and Pricing Quote provided Stommel, Inc., dba LEHR as Exhibit A, and the vendor will accept City PO Terms and Conditions.
FISCAL IMPACT
Funds for this operational expense have been allocated in the FY 2021/22 budget under the TPW Internal Service Fund Key 300109-5341. All expenses to this key are distributed to End User Departments approved budget through the Fleet Work Order system. Approval of this action does not have any impact to the Internal Service Fund 1710.
ENVIRONMENTAL IMPACT
The Council finds that the proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and that no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Resolution/Exhibit A – Placer County Contract SCN104242 Discounted Pricing 10.1.2021 – 9.30.2022
CONTACT
Zac Brand, [email protected] 707-543-3717
Brandalyn Tramel, [email protected] 707-543-3706
APPROVAL OF A BLANKET PURCHASE ORDER TO STOMMEL, INC.,dba LEHR FOR THE PURCHASE OF EMERGENCY RESPONSE VEHICLE EQUIPMENT UNDER COUNTY OF PLACER SUPPLIER CONTRACT SCN104242