Title:
Title
Ford Original Equipment Manufacturer (OEM) Parts and Repairs (Two-Thirds Vote Required)
End
FileID
File ID: 2019-00982
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) finding that it is in the best interests of the City to suspend competitive bidding for the reasons presented by staff, in favor of a request for proposal (RFP) process for the purchase of Ford Original Equipment Manufacturer (OEM) Parts and Repairs; 2) awarding an initial one-year contract with four one-year renewal options to Future Ford of Sacramento in an amount not to exceed $900,000 for the potential five-year term; 3) awarding an initial one-year contract with four one-year renewal options to Harrold Ford in an amount not to exceed $900,000 for the potential five-year term; 4) awarding an initial one-year contract with four one-year renewal options to Folsom Lake Ford in an amount not to exceed $900,000 for the potential five-year term; and 5) authorizing the City Manager or the City Manager’s designee to execute the contracts and renewal options specified above provided that sufficient funds are available in the adopted budget for the applicable fiscal years.
Contact: Alison Kerstetter, Program Specialist, (916) 808-1163; Mark Stevens, Fleet Manager, (916) 808-5869, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Agreements
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, has an ongoing requirement to purchase Ford Original Equipment Manufacturer (OEM) parts and repairs for the City’s fleet.
Policy Considerations: The recommendations in this report are in accordance with City Code City Code Chapter 3.56 which authorizes City Council to suspend competitive bidding when, upon a two-thirds vote, it is determined that it is the best interests of the City to do so.
Economic Impacts: None
Environmental Considerations: No environmental review is necessary because the recommendations in this report involve the purchase of services and are not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: Not Applicable
Commission/Committee Action: None
Rationale for Recommendation: On April 16, 2019, the Department of Public Works, Fleet Management Division, in accordance with City Code Chapter 3.56, issued a Request for Proposals (RFP) for Ford Original Equipment Manufacturer (OEM) parts and repairs. An RFP was utilized, rather than a competitive bid process, as it is in the City’s best interest to consider capacity, performance, and timeliness of service in addition to price, and to have the flexibility to select multiple vendors. Five responses were received. Fleet Management evaluated the RFPs based on the following criteria: references, pricing, demonstrated capacity, qualifications and performance time. The ability to select multiple contractors allows for flexibility to repair all City vehicles, including public safety vehicles, such as police patrol vehicles, fire trucks and medics, in a timely manner and ensure that selected contractors have demonstrated capacity. The proposals were ranked, and Fleet Management recommends awarding contracts to three vendors: Future Ford of Sacramento, Harrold Ford, and Folsom Lake Ford.
Financial Considerations: The bid amounts for a one-year period represents the total for the quantities selected for bid evaluation purposes only. The recommended contract amount of $900,000 for each vendor reflects the amount anticipated to be expended over the potential contract period maximum for five years.
Sufficient funding exists in the Department of Public Works Fiscal Year (FY) 2019/20 operating budget (Fleet Fund, Fund 6501) to purchase Ford OEM parts and repairs through June 30, 2020. Purchases made after June 30, 2020, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Future Ford of Sacramento and Harrold Ford are LBE vendors. Folsom Lake Ford is not an LBE vendor. The minimum LBE participation requirement was waived by the Director of Public Works. Staff conducted an extensive search within the local area as well as reviewed bid history for similar services to determine potential interest in the bid.