SR 04-10-2018 3G
City Council
Report
City Council Meeting: April 10, 2018
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Request for Change Orders with Four Vendors for Fleet Maintenance Goods
and Services
Recommended Action
Staff recommends that the City Council:
1. Authorize the Purchasing Services Manager to issue a change order for interim
funding for the next six months to purchase order #28093-OF in the amount of
$31,090 with American Moving Parts, LLC, a California-based company, for the
purchase and delivery of brake parts, supplies, and service for passenger cars,
and light-, medium-, and heavy-duty vehicles, until the goods can be bid. This
would result in a revised purchase order total not to exceed $208,127, with future
year funding contingent on Council budget approval.
2. Authorize the Purchasing Services Manager to issue a change order for interim
funding for the next six months to purchase order #28016-OF in the amount of
$26,779 with Battery Power, Inc., a California-based company, for the purchase
and delivery of vehicle batteries and pickup of battery cores, until the goods can
be bid. This would result in a revised purchase order total not to exceed
$182,985, with future year funding contingent on Council budget approval.
3. Authorize the Purchasing Services Manager to issue a change order for interim
funding for the next six months to purchase order #28020-OF in the amount of
$42,388 with Los Angeles Freightliner, a California-based company, to furnish
and deliver OEM Crane Carrier brand parts, until the goods can be bid. This
would result in a revised purchase order total not to exceed $207,227, with future
year funding contingent on Council budget approval.
4. Authorize the Purchasing Services Manager to issue a change order for interim
funding for the next six months to purchase order #28024-OF in the amount of
$63,858 with Natural Gas Systems, Inc., a California-based company, to furnish
all labor, parts, materials, equipment, and supervision necessary to provide
maintenance and repair services for the natural gas station at the City Yards
facility, until the goods can be bid. This would result in a revised purchase order
total amount not to exceed $233,878 with future year funding contingent on
Council budget approval.
Executive Summary
Staff is requesting change orders for interim funding for the next six months until the
goods and services currently provided by American Moving Parts, LLC, Battery Power,
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Inc., Los Angeles Freightliner, and Natural Gas Systems can be formally bid. Due to
staff turnover and vacancies, Fleet Management was not able to address these bids
prior to their expiration dates. Modifying the purchase orders to provide interim funding
for six months would allow Fleet Management to bid out the goods and services used in
the maintenance and repair of City vehicles, and the CNG fueling stations at the City
Yards facility, while maintaining adherence to City purchasing policies. Staff
recommends that the City Council approve change orders for American Moving Parts,
LLC, Battery Power, Inc., Los Angeles Freightliner, and Natural Gas Systems to provide
interim funding for a six-month period. This would result in a cumulative, modified
purchase order amount not to exceed $164,115, with a new total amount not to exceed
$832,217, with future year funding contingent on Council budget approval.
Background
Fleet Management is responsible for ensuring that the City’s diverse fleet of vehicles
and other automotive-related equipment, such as power washers and generators, and
fueling infrastructure are available, dependable, meet the highest environmental
standards for a sustainable fleet, and are safe to operate from acquisition through
disposal. Fleet Management attempts to balance maintenance costs, while ensuring
vehicle and fueling infrastructure reliability. The vendors American Moving Parts, LLC,
Battery Power, Inc., Los Angeles Freightliner, and Natural Gas Systems, were awarded
informal bids based on the City’s purchasing guidelines. Battery Power, Inc.’s bid
expired in September 2017, and American Moving Parts and Natural Gas System’s bid
expired in October 2017. Due to staff turnover and vacancies, Fleet Management was
not able to get these goods and services out to bid prior to their purchase order
expiration dates. The vendors are willing to continue providing the goods and services
to the City until formal bids can be completed. Although Los Angeles Freightliner’s bid
does not expire until November 2018, it is anticipated that expenditures exceeding the
informal bid limit of $175,000 will occur with all four vendors prior to the completion of
formal bid processes. The following table summarizes the new current not to exceed
amount for each vendor to cover the next six months until the bid process can be
completed:
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Vendor Name Original Bid
Term Dates
Current
Amount Spent
Amount
Requested
Total Amount
not to Exceed
American Moving Parts, LLC 10/13/2014 –
10/12/2017
$177,037 $31,090 $208,127
Battery Power, Inc. 09/04/2014 –
09/03/2017
$156,206 $26,779 $182,985
Los Angeles Freightliner 11/10/2015 –
11/09/2018
$164,839 $42,388 $207,227
Natural Gas Systems 10/09/2014 –
10/08/2017
$170,020 $63,858 $233,878
Total: $668,102 $164,115 $832,217
Discussion
The goods and/or services provided by American Moving Parts, LLC, Battery Power,
Inc., Los Angeles Freightliner, and Natural Gas Systems are purchased to ensure that
the current fleet of vehicles and fueling infrastructure at the City Yards facility can be
maintained based on safety and manufacturer standards. Each of the following vendo rs
has agreed to extend the supply of goods and services provided until formal bids can be
completed.
American Moving Parts, LLC
American Moving Parts furnishes Fleet Management with all labor, materials,
equipment, and supervision necessary to provide brake supplies and off-site services
for passenger cars, as well as light- and heavy-duty trucks. Pricing is in accordance with
quote #46708-OG, dated October 13, 2014. The vendor has agreed to extend the
purchase order on the same terms and conditions, with a 5% price increase. The
change order for interim funding would result in a new total purchase order amount with
American Moving Parts, LLC, based in Los Angeles, California , not to exceed $208,127.
Battery Power, Inc.
Battery Power, Inc. furnishes and delivers vehicle batteries and picks up used battery
cores as required by Fleet Management. Pricing is in accordance with quote #46699 -
OG, dated September 4, 2014. The vendor has agreed to extend the purchase order at
the same price, terms, and conditions. The change order for interim funding would result
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in a new total purchase order amount with Battery Power, Inc., based in San Fernando,
California, not exceed $182,985.
Los Angeles Freightliner
Los Angeles Freightliner furnishes and delivers OEM Crane Carrier parts as required by
Fleet Management. Pricing is in accordance with quote #49943-OG dated November
10, 2015. The Resource Recovery and Recycling Division operates more than 30
refuse trucks that require OEM Crane Carrier brand parts. The vendor has agreed to
extend the purchase order with the same price, terms and conditions. The change order
for interim funding would result in a new total purchase order amount with Los Angeles
Freightliner, based in Whittier, California, not to exceed $207,227.
Natural Gas Systems
Natural Gas Systems furnishes all labor, materials, equipment, and supervision
necessary to provide maintenance and repair services for the CNG fueling station at the
City Yard Fleet and Water Division locations. Pricing is in accorda nce with quote
#46750-OG, dated October 9, 2014. The vendor has agreed to extend the purchase
order at the same price, terms, and conditions as in the previous years. The change
order for interim funding would result in a new total purchase order amount with Natural
Gas Systems, based in Corona Del Mar, California, not exceed $233,878.
Vendor/Consultant Selection
The items and services noted above were already informally, competitively bid by the
City of Santa Monica. Staff is requesting authorization for change orders for interim
funding for six months, until formal bid processes can be completed.
Financial Impacts and Budget Actions
The change orders for interim funding coverage are summarized below:
Vendor Change Order Amount Amended Not-to-
Exceed Amount
Account numbers to
Charge
American Moving Parts,
LLC
$31,090 $208,127 54459.522990
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Battery Power, Inc. $26,779 $182,985 54459.522990
Los Angeles Freightliner $42,388 $207,227 54459.522990
54459.522991
54459.522920
Natural Gas Systems $63,858 $233,878 54459.533123
54459.533126
Funds are available in the FY 2017-18 budget in the Public Works Department.
Future year funding is contingent on Council budget approval.
Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. American Moving Parts Oaks Form
B. Battery Power, Inc Oaks Form
C. Los Angeles Freightliner (VVG) Oaks Form
D. Natural Gas Systems, Inc Oaks Form
CITY OF SANTA MONICA
OAKS INITI ATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public off icial from receiving, and a person or entity from conferring, specified
personal benef its or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists f or persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
inf ormation must be updated and supplied every 12 months.
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________