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  AGENDA ITEM NO. K.7.       
Meeting Date: 06/16/2020  

SUBJECT:
Consideration of Resolution No. 8081 approving annual purchase orders for the Facilities and Community Services Department for Fiscal Year 2020-21; and determination that the agreements are exempt from environmental review pursuant to Section 15301 of the State’s guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Boatman)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motion is provided:

"I move to approve Resolution No. 8081."
RECOMMENDATION:

Staff recommends City Council approve Resolution No. 8081 related to the annual purchase orders for the Facilities and Community Services Department for Fiscal Year 2020-21 including sole/single source annual purchase order requests with various vendors; an intergovernmental/ piggyback cooperative purchase order with Superior Automotive Warehouse c/o Napa Auto Parts; the award of contract to AW Associates, Inc., for the provision of fuel site Designated Operator, maintenance, and repair services; the award of contract to Bronson Investments, Inc., for lift equipment maintenance and repair; the award of contract to Fairview Ford Sales, Inc., for auto body repair services; the award of contract to On Power Industries for generator repair service and preventative maintenance; the award of contract to Quinn Company for maintenance and service for heavy-duty off-road equipment; the award of contract for solid waste refuse collectiontruck parts to Wastebuilt Environmental Solutions, LLC; and determination that the agreements are exempt from environmental review pursuant to Section 15301 of the State’s guidelines implementing the California Environmental Quality Act.
 
DISCUSSION:

The City's Facilities and Community Services Department regularly purchase a variety of supplies and services from various suppliers. These supplies and services include fuel a site designated operator, maintenance and repair services, parts and supplies for the City's fleet; service and maintenance for the LCNG fuel station; lift equipment maintenance and repair; disposal of bulky solid waste items; auto body repair services; generator repair service and preventative maintenance; maintenance and service for heavy-duty off-road equipment; and solid waste refuse collection truck parts. To accommodate these purchases, and in accordance with the City's purchasing policy, staff is seeking approval for the following:
  1. Various sole/single source purchases for which no bids were obtained. In accordance with the City's purchasing policy, these purchases require Council approval if in excess of $30,000. Requests for sole/single source purchase orders are reflected in Exhibit "A" of the Resolution for a variety of original equipment manufacturer (OEM) replacement vehicle parts, services needed to dispose of bulky solid waste items, and services needed to operate and maintain the City's fleet, including the LCNG fuel station.
     
  2. An intergovernmental/piggyback (cooperative) purchase order. In accordance with the City's purchasing policy, these purchases require Council approval if in excess of $50,000. The requests for a cooperative purchase order is reflected in Exhibit "B" of the Resolution for the supply of as-needed automotive repair parts.
     
  3. An agreement for the provision of fuel site Designated Operator, maintenance, and repair services.  In preparation of obtaining an annual purchase order for Fiscal Year 2020-21, staff advertised requests for bids. On April 20, 2020, the City Clerk received and opened four bids.  Staff evaluated the bids for verification of the total price as shown in the table below.  AW Associates, Inc., met all the bidding requirements and was deemed the apparent low bidder. The total annual agreement amount is not-to-exceed $64,330.00 for a period of one year, with two additional one-year renewal options bringing the total to an amount not-to-exceed $192,990.00.
     
    Vendor Name Bid Amount
    AW Associates, Inc. $64,330.00
    Fuel Equipment Services, Inc. $80,330.00
    California Hazardous Services, Inc. $86,000.000
    Fuel Pros, Inc. $87,180.00

     
  4. An agreement for auto body repair services.  In preparation of obtaining an annual purchase order for Fiscal Year 2020-21, staff advertised requests for bids. On March 25, 2020, the City Clerk received and opened three bids.  Staff evaluated the bids for verification of the total price as shown in the table below.  Fairview Ford Sales, Inc., met all the bidding requirements and was deemed the apparent low bidder. The total annual agreement amount is not-to-exceed $73,880.00 for a period of one year, with two additional one-year renewal options bringing the total to an amount not-to-exceed $221,640.00.
     
    Vendor Name Bid Amount
    Fairview Ford $73,880.00
    Fix Auto Redlands $76,300.00
    Velocity Truck Centers $94,300.00

     
  5. An agreement for lift equipment maintenance and repair. In preparation of obtaining an annual purchase order for Fiscal Year 2020-21, staff advertised requests for bids. On April 20, 2020, the City Clerk received and opened three bids.  Staff evaluated the bids for verification of the total price as shown in the table below.  Bronson Investments, Inc., met all the bidding requirements and was deemed the apparent low bidder. The total annual agreement amount is not-to-exceed $116,003.98 for a period of one year, with two additional one-year renewal options bringing the total to an amount not-to-exceed $348,011.94.
     
    Vendor Name Bid Amount
    Bronson Investments, Inc. $116,003.98
    Southwest Lift & Equipment $120,175.96
    Autolift Services $176,050.00

     
  6. An agreement for maintenance and service for heavy-duty off-road equipment.  In preparation of obtaining an annual purchase order for Fiscal Year 2020-21, staff advertised requests for bids. On April 30, 2020, the City Clerk received and opened one bid.  Staff evaluated the bids for verification of the total price as shown in the table below.  Quinn Company met all the bidding requirements and was deemed the apparent low bidder. The total annual agreement amount is not-to-exceed $204,500.00 for a period of one year, with two additional one-year renewal options bringing the total to an amount not-to-exceed $613,500.00.
     
    Vendor Name Bid Amount
    Quinn Company $204,500.00
  1. An agreement for generator repair service and preventative maintenance.  In preparation of obtaining an annual purchase order for Fiscal Year 2020-21, staff advertised requests for bids. On May 4, 2020, the City Clerk received and opened five bids.  Staff evaluated the bids for verification of the total price as shown in the table below.  On Power Industries met all the bidding requirements and was deemed the apparent low bidder. The total annual agreement amount is not-to-exceed $30,530.00 for a period of one year, with two additional one-year renewal options bringing the total to an amount not-to-exceed $91,590.00.
     

    Vendor Name Bid Amount
    On Power Industries $30,530.00
    Energy Management Corporation $35,389.00
    Duthie Power Services $38,470.63
    AG Engineering, Inc. $38,775.00
    Global Power Group, Inc. $41,987.00
  1. An agreement for solid waste refuse collection truck parts.  In preparation of obtaining an annual purchase order for Fiscal Year 2020-21, staff advertised requests for bids. On May 20, 2020, the City Clerk received and opened one bid.  Staff evaluated the bid for verification of the total price as shown in the table below.  Wastebuilt Environmental Solutions, LLC met all the bidding requirements and was deemed the apparent low bidder. The total annual agreement amount is not-to-exceed $129,370.10 for a period of one year, with two additional one-year renewal options bringing the total to an amount not-to-exceed $388,110.30.    
Vendor Name Bid Amount
Wastebuilt Environmental Solutions, LLC $129,370.10


The proposed projects are exempt from further environmental review pursuant to Section 15301 of the California Environmental Quality Act guidelines. This Section includes the operation, repair, and maintenance of existing facilities where there is no expansion of use. The proposed agreements are consistent with this exemption as they involve the purchase of goods and services that will be used to maintain existing facilities and will not expand the use of those facilities.

ALTERNATIVES:

City Council may choose to reject the requests for annual purchase orders and associated agreements, however, doing so would be detrimental to City services.
STRATEGIC PLAN:

Supports Objective A-2: Build Sustainable Enterprise Funds
Supports Focus Area C: Infrastructure
SUBMITTED BY:
Chris Boatman, Facilities and Community Services Director

RECOMMENDED BY:
Charles M. Duggan, Jr., City Manager

REVIEWED BY:
Daniel J. McHugh, City Attorney
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager

PREPARED BY:
Monica Duran, Senior Administrative Assistant
  

Fiscal Impact
Fiscal Year: FY 2020-21
Discussion:

Funding for these annual purchase orders is included in the Equipment Maintenance and Solid Waste Operating Budget requests for FY 2020-21.
Attachments
A. Resolution No. 8081
B. Agreement with AW Associates
C. Agreement with Bronson Investments
D. Agreement with Fairview Ford
E. Agreement with On Power Industires
F. Agreement with Quinn Company
G. Agreement with Wastebuilt Environmental Solutions
H. Bid Reports for Annual Purchase Orders
I. Sole Source Purchase Order Documents
J. COOP Purchase Order Documents


    

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