Report Prepared by: Ken F. Elwin, PE, Public Works Director
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approve Purchases of Parts, Equipment, Supplies, and Services Necessary for Public Works Maintenance and Operations From Golden State Emergency Vehicle Service, Inc., in the Amount not to Exceed $150,000; From Merced Truck & Trailer, Inc., in the Amount not to Exceed $150,000; From Razzari-Dodge, Inc., in the Amount not to Exceed $100,000; From Ron Smith Buick GMC, L.P., in the Amount not to Exceed $100,000; From with Ruckstell California Sales Co., Inc., in the Amount not to Exceed $115,000; and From Schoettler Tire, Inc., in the Amount not to Exceed $175,000 Through June 30, 2023
REPORT IN BRIEF
Considers waiving the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 and approving the purchase of various parts, equipment, supplies, and services for Public Works maintenance and operations.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 for annual supplies and services agreements; and,
B. Approving the agreement for Supplies and Services with Golden State Emergency Vehicle Service, Inc., in the amount not to exceed $150,000 in Fiscal Year 2022/2023; and,
C. Approving the agreement for Supplies and Services with Merced Truck & Trailer, Inc., in the amount not to exceed $150,000 in Fiscal Year 2022/2023; and,
D. Approving the agreement for Supplies and Services with Razzari-Dodge, Inc., in the amount not to exceed $100,000 in Fiscal Year 2022/2023; and,
E. Approving the agreement for Supplies and Services with Ron Smith Buick GMC, L.P., in the amount not to exceed $100,000 in Fiscal Year 2022/2023; and,
F. Approving the agreement for Supplies and Services with Ruckstell California Sales Co., Inc., in the amount not to exceed $115,000 in Fiscal Year 2022/2023; and,
G. Approving the agreement for Purchase of Goods with Schoettler Tire, Inc. in the amount not to exceed $175,000 in Fiscal Year 2022/2023; and,
H. Authorizing the City Manager or the Deputy City Manager, to execute the necessary documents or contracts, and to approve change orders up to the City Manager’s purchasing authority.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
City of Merced Charter Section 3.04.210 - Exemptions from Competitive Bidding:
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000.00), the "bidding threshold”, may be waived with the approval of the city council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 2022/2023 adopted budget.
DISCUSSION
The City of Merced Public Works Department utilizes multiple vendors for the purchase of various parts, equipment, materials, supplies and services. These supplies and services are essential to daily operations and may be for ongoing maintenance, unforeseen repair work, or in response to an accident that damages City infrastructure.
Listed below are typical parts, supplies, and materials purchased from each vendor:
• Vehicle parts and vehicle repair/parts installation services:
o Golden State Emergency Vehicle Service, Inc., ($150,000 total)
o Merced Truck & Trailer, Inc. ($150,000 total)
o Razzari-Dodge, Inc. ($100,000 total)
o Ron Smith Buick GMC, L.P. ($100,000 total)
o Ruckstell California Sales Co. ($115,000 total)
• Vehicle and equipment tires:
o Schoettler Tire, Inc. ($175,000 total)
The Public Works Department is requesting Council waive competitive bidding requirements to allow for the continued purchase of various parts, equipment, materials, supplies and services used in ongoing Public Works maintenance and operations.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed; funding is available within the FY 2022/2023 adopted budget.
ATTACHMENTS
1. Golden State Emergency Agreement
2. Merced Truck & Trailer Agreement
3. Razzari-Dodge Agreement
4. Ron Smith Buick Agreement
5. Ruckstell CA Sales Agreement
6. Schoettler Tire Agreement