TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager
FROM: Christopher Cash, Public Works Director
1. Subject
title
Purchase of vehicle parts, materials and services from Irv Seaver BMW Inc., Pete’s Road Service, and 911 Vehicle as sole source vendors.
body
2. Summary
Request to authorize purchase orders for safety vehicle parts and labor services, in the amount of $60,000 each, with Irv Seaver Motorcycles, Pete’s Road Service, Inc., and 911 Vehicle.
3. Recommended Action
recommendation
Approve the purchase of parts, materials and services from the following sole source vendors for an annual not to exceed amount of $60,000 each, on an as needed basis: Irv Seaver Motorcycles, Pete’s Road Service, and 911 Vehicle.
end
4. Fiscal Impact
The total expenditure for these purchases is $180,000 and will be funded through Equipment (710) and Equipment Replacement (720).
5. Strategic Plan Goals
Goal 1: Provide for a safe community
a: Provide staffing and resources to deliver services that ensure public safety.
Goal 2: Be a fiscally healthy community
a: Expend fiscal resources responsibly.
6. Discussion and Background
The City, in most cases, requires factory, original equipment manufacturer (OEM) replacement parts and service for its emergency services motorcycles. Council has previously authorized Irv Seaver Motorcycles (BMW) as a sole source vendor that is a certified OEM supplier and servicer.
Pete’s Road Service, Inc. provides both tires and 24-hour emergency roadside service for our large vehicles (i.e. fire apparatus). Pete’s Road Service, Inc. is the only local supplier that can provide this emergency tire service for the full range of tires used by the City’s fleet. Fleet Services uses Pete’s Road Service, Inc. to change tires that are larger than our in-house tire changing equipment capacity, most of which are large trucks (Class 7 & 8) and our large emergency service vehicles. This accounts for approximately one-half of the cost of tires for vehicles in our fleet. Pete’s Road Service, Inc. has eleven Southern California locations with the closest stores in Fullerton and Santa Ana, putting the response time to within two hours or less.
911 Vehicle provides specialized communication systems and Code 3 lighting on Orange Fire Department (OFD) apparatus and vehicles. Consistency in operation, installation repairs and upgrades are paramount in the communications aspect of emergency response. 911 Vehicle is the only local vendor able to meet OFD outfitting standards on apparatus while providing turnkey installation. They provide design, engineering, fabrication, and installations that are fully warrantied. OFD has three vehicles that need outfitting this year. Units 1814 and 1816 vehicle purchases were approved by City Council in late 2019. These two vehicle deliveries were delayed until September 2020 due to manufacturer closure from the pandemic. The purchase of an additional vehicle that requires outfitting, Unit 2101, was approved by Council in August 2020. The total estimated outfitting cost for all three vehicles is $60,000.
Fleet Services has secured discounted and governmental pricing from the above three vendors and will monitor services to ensure price concessions are met.
7. ATTACHMENTS
• None