Title:
Title
Installation and Repair of Response Equipment and Lighting (Two-Thirds Vote Required)
End
FileID
File ID: 2019-01472
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 below, in favor of a request for proposal (RFP) process for the purchase of Installation and Repair of Response Equipment and Lighting; 2) awarding an initial one-year contract with four one-year renewal options to Stommel, Inc. dba Lehr in an amount not to exceed $200,000 for the potential five-year term; 3) awarding an initial one-year contract with four one-year renewal options to Emergency Vehicle Outfitters, Inc. in an amount not to exceed $200,000 for the potential five-year term; and 4) 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-EVO Agreement
3-Stommel Agreement
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, has an ongoing requirement to purchase installation and repair of response equipment and lighting for the City’s fleet. The equipment could include radios, command centers, emergency and warning lighting and other items used by City employees to conduct their daily tasks.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56 which authorized City Council to suspend competitive bidding when, upon a two-thirds vote, it is determined that it is the best interest 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 September 6, 2019, the Department of Public Works, Fleet Management Division, in accordance with City Code Chapter 3.56, issued a Request for Proposals (RFP) for Installation and Repair of Response Equipment and Lighting. 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.
Two responses were received. Fleet Management evaluated the Proposals 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 two vendors: Stommel, Inc. dba Lehr and Emergency Vehicle Outfitters, Inc.
Financial Considerations: The bid amounts for a one-year period represent the total for the quantities selected for bid evaluation purposes only. The recommended contract amount of $200,000 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, Fleet Management Division’s Fiscal Year (FY) 2019/20 operating budget (Fleet Fund, Fund 6501) to purchase Installation and Repairs of Response Equipment and Lighting 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): Stommel, Inc. dba Lehr is an LBE vendor. Emergency Vehicle Outfitters, Inc. 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 prior to recommending that the LBE requirement be waived.