SR-09-10-2013-3G - 205-008 / 515-000-01Yar City Council Report
CitSanta Monica'
City Council Meeting: September 10, 2013
Agenda Item: 3__CL
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Fleet Management Purchase Orders with Multiple Renewal Option Years
Exceeding $100,000
Recommended Action
Staff recommends that the City Council extend renewal options and authorize the
issuance of new purchase orders for the attached list of Fleet Management's vendors
whose cumulative authorized purchase amount would exceed $100,000 in fiscal year
2013-14. The total cumulative amount of the purchase orders would not exceed
$555,863 (includes a 10% contingency).
Executive Summary
The City informally bids goods or services throughout the fiscal year where vendors
have the ability in their bid response to extend renewal options typically up to two years.
Additionally, staff conducts new bid processes that result in award of a new contract to
an incumbent vendor for an ongoing purchase of a good or service. The attached
vendors would exceed $100,000 for the same good or service with the execution of the
renewal option and with an award of a new purchase order.
Discussion
The City's Fleet Management section bids goods or services as required for the
maintenance of the City's vehicle fleet throughout the fiscal year. The range of services
provided includes service on refuse trucks, preventive maintenance on
scrubber/sweepers used by Promenade Maintenance as well as stenciling and
repainting services. Goods provided range from tires and differential units to
miscellaneous parts and propane fuel. The original dollar amount for the purchase
order as projected by Fleet Management staff is based on the fiscal year needs at the
time of bidding, with no presumption of renewal options.
1
This report presents a list of vendors (Attachment A) used by Fleet Management who
experienced one of the following situations:
1. Through execution of a renewal option, will exceed $100,000 in cumulative
purchases over multiple fiscal years.
2. After an informal bid process, a new purchase order was issued to an incumbent
provider for the same good or service, where the cumulative amount exceeded
$100,000.
The list of vendors in Attachment A represents purchases that fall under one of the two
categories above, and were previously determined to fall under the City's informal
purchasing requirements yet exceed a cumulative amount of $100,000 to the same
vendor for the same good or service. Each of the listed vendors has a history of
providing quality service and delivery to the City, and as such, staff is requesting to
utilize the renewal options for FY2013-14. In order to follow adopted Council policy
requiring Council authorization for purchases in excess of $100,000, and to ensure
continuity of delivery of necessary goods or services, staff recommends that Council
approve the vendors listed in the attachment to provide the specified good or service
through June 30, 2014.
Vendor Selection
Bids for each of the goods or services were posted on the City's online bidding system
in accordance with the City Charter and Municipal Code provisions related to vendor
selection, and selected vendors were determined to be the best bidder as defined in
section 2.24.072 of the Municipal Code.
E
Financial Impacts & Budget Actions
The total cumulative amount of the purchase orders extended and authorized would not
exceed $555,863. Funds are included in the FY 2013-14 budget in division 54459, and
will be charged to appropriate division operating budget accounts as necessary. Funds
are also available in the FY2013-14 Capital Improvement Program in account
0540167.589200. Budget authority in subsequent years will be requested in each
budget cycle for Council approval. Future funding is contingent upon Council approval.
Prepared by: Ryan Kraemer, Sr. Administrative Analyst
roved:
c
Martin Pastucha
Director of Public Works
Forwarded to Council:
Rod Gould
City Manager
Attachment:
A — List of Vendors Exercising Renewal Options / New Purchase Orders
M
Attachment A -Vendors Exercising Renewal Options/ New Purchase Orders
RENEWAL
NEWPO
Vendor#
VENDORNAME
DESCRIPTION OF SERVICE/GOODS
AWARDDATE
BID NUMBER
2 -YEAR HISTORY
TOTALOFPOS
OPTION YEAR
AMOUNT
Provide vehicle batteries and pick up old
Utilizing final
200143
Advanced Battery Systems
battery cores
04/11/2011
3031
renewal option
$ 42,610.00
$
64,749.61
$
107,359.61
Provide differentials, PTO, parts, and
Informal RFQ
Utilizing 2nd -year
295248
American Moving Parts
06/15/2011
$ 49,585.00
$
88,063.37
$
137,648.37
services
#37779 -OG
renewal option
Provide OEM International Harvester
Informal RFQ
Utilizing final
200505
Boerner Truck Center
Truck Company and Crane Carrier
04/05/2011
$ 53,395.00
$
74,984.25
$
128,379.25
#3026
renewal option
Company parts.
Provide passenger and light-duty vehicle
Informal RFQ
Utilizing 2nd -year
$ 81,741.98
$
127,863.91
$
209,605.89
200587
Byron Woodley Tres
tires
02/28/2012
#3073
renewal option
Informal RFQ
Utilizing final
211467
Mutual Propane
Provide propane fuel for City vehicles
04/23/2011
$ 48,180.00
$
80,809.98
$
128,989.98
#38184 -OG
renewal option
Provide parts and services for heavy-duty
Informal RFQ
Utilizing final
$ 65,225.00
121,022.80
$
186,247.80
202811
Ray Gaskin Service
refuse trucks
06/21/2011
#37856 -OG
renewal option
$
Provide 4year lease and monthly
preventative maintenance forthe (3) new
Tennant M30 Sweeper/ Scrubbers for
Utilizing final
336136
U.S. Bank
06/08/2010
Sole Source
$ 88,918.00
$
156,303.87
$
245,221.87
Promenade Maintenance (580) under
renewal option
Tennant Flex Clean four-year Maintenance
agreement
Utilizing City of
Furnish and deliver various auto and light
Los Angeles
Utilizing final
203509
Warren Distributing, Inc.
01/29/2013
$ 75,675.00
$
81,185.19
$
156,860.19
truck repair parts and related materials.
Contract
renewal option
#58578
Subtotal:
$ 505,329.98
$
794,982.98
$
1,300,312.96
10% contingency:
$ 50,533.00
$
-
$
50,533.00
Total:
$ 555,862.98
$
794,982.98
$
1,350,845.96