REPORT TO THE CITY COUNCIL FROM: JOE VARGAS, Director Department of Transportation BY: BRIAN BARR, Assistant Director Department of Transportation CLIFF TRAUGH, Business Manager Department of Transportation SUBJECT ..Title Award a one-year Requirements Contract with four one-year extensions to Douglas Truck Bodies of Bakersfield, California, for the purchase of utility, flatbed, and dump truck bodies as needed to complete municipal fleet vehicle acquisitions not to exceed the annual amount of $1,010,155, plus CPI adjustments (Bid File 9631). ..Body RECOMMENDATION Staff recommends Council approve the award of a one-year Requirements Contract with four one-year extensions to Douglas Truck Bodies of Bakersfield, California, for the purchase of utility, flatbed, and dump truck bodies as needed to complete municipal fleet vehicle acquisitions not to exceed the annual amount of $1,010,155, plus annual CPI adjustments. EXECUTIVE SUMMARY The Department of Transportation, Fleet Management Division is seeking to establish a requirements contract for new utility, flatbed, and dump truck bodies. A requirements contract gives the Fleet Management Division the ability to lock pricing on various truck bodies and make annual purchases not to exceed the award value. These bodies will be installed on City-owned trucks used by various departments within the City of Fresno. New truck bodies will be purchased as both replacements and additions to the municipal fleet as needed to complete vehicle purchases annually. The purchases from this contract will be funded through appropriations, subject to Council approval, within each adopted annual budget. The Municipal Fleet Division contacted dealerships located within the City of Fresno to gain interest prior to the release of the bid. One local vendor submitted a bid, however local preference was not enough to affect the determination of award. BACKGROUND A requirements contract is needed by the Fleet Management Division to purchase new utility, flatbed, and dump truck bodies for various departments within the City of Fresno. The requirements contract gives the Fleet Management Division the ability to lock pricing on various truck bodies and make annual purchases not to exceed the award. The truck bodies will be installed on new cab and chassis Ford F-250, F-350, F-450 or F-550 vehicles ordered separately by the Fleet Management Division. Utility, flatbed and dump trucks generally haul the tools and equipment necessary to complete maintenance and repairs to facilities, equipment, utilities and streets. These vehicles types are typically utilized by Airports, Department of Public Utilities, Department of Public Works, Department of Transportation, Fire Department, Code Enforcement, and Parks, After School, Recreation, and Community Services. Depending on the need, Fleet Management Division may require the vendor to install the following items on utility trucks: tool compartments, jackhammer holder, tow hitch, material rack, traffic cone holder, water jug holder, LED beacons, arrow stick, pneumatic hose reel, and a crane. Flatbed trucks may need multiple tool compartments, a material rack, LED beacons, and a crane installed. Dump trucks may require compartments under the body and tool holders installed. Light duty utility, flatbed and dump trucks are on a ten year or 100,000 mile replacement schedule which has been established by the Fleet Management Division as the optimum replacement time. Competitive bids were solicited for 16 utility, flatbed, and dump truck bodies on December 15, 2021 and advertised in the Fresno Business Journal. The Fleet Management Division contacted companies in which the city has conducted previous business with to gain interest. Two bids were received on January 11, 2022, and Douglass Truck Bodies was determined to be the lowest responsive and responsible bidder with a total bid price of $1,010,155. The Purchasing Division has approved this contract and recommends Council to approve. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a "project." LOCAL PREFERENCE Local preference was taken into consideration but did not affect the outcome of the bid award. FISCAL IMPACT The funding to cover the purchase cost of utility, flatbed, and dump truck bodies will be included in the respective fiscal year adopted budget per department, subject to Council approval. Attachment: Bid Evaluation