Item 41 - Agreements for Automotive, Motorcycle, Truck, and Heavy Equipment Repair Services

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Automotive, Motorcycle, Truck, and Heavy Equipment Repair Services February 20, 2024 Page 2 repairs routinely require outside experts to diagnose and provide repair services. This ensures the highest level of fleet service and support to the City's various departments. The Request for Proposals (RFP) No. 23-098 was issued on August 29, 2023 on the City's online bid management and publication system, Planetbids. A summary of vendor participation and results is as follows: 76 Vendors notified 2 Santa Ana vendors notified 25 Vendors downloaded the bid packet 15 Proposals received 3 Proposals received from Santa Ana vendors Proposals were solicited, opened on October 26, 2023, and evaluated. Fifteen proposals were submitted by the RFP deadline and 11 were determined to be responsible, responsive to the specifications, and met the City's requirements. The proposals submitted by Leon's Transmissions, Mr. D's Automotive, Pomeroy's Muffler Inc., and Theodore Robins Ford were deemed non -responsive due to incomplete submissions and did not meet RFP specifications. The selection committee with experience in fleet automotive, motorcycle, truck, and heavy equipment repairs evaluated all proposals. Staff recommends awarding agreements to the 11 responsible, responsive firms to ensure sufficient resources are available based on the City's projected needs. The proposals submitted by the selected firms demonstrated the necessary expertise, capacity, and experience in one to all four repair categories as specified in the RFP. Additionally, the rates provided by the firms are reasonable, within industry standard, and provide the best value for the City. Local Outreach Efforts The Purchasing Division advertised this project on the City's online bid management and publication system, which directly notified two Santa Ana vendors. Additionally, Purchasing Staff performed supplemental outreach by personally contacting recommended local vendors by telephone and email to notify them of the bidding opportunity, provide registration instructions, and other general information about the bidding process. Three vendors downloaded the RFP and submitted a proposal for consideration. FISCAL IMPACT Funding is available in the FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. The following table summarizes the funds budgeted and available for expenditure to deliver agreement services.