HomeMy WebLinkAbout14 Heavy Duty Vehicle RepairsAGENDA ITEM #14
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MEETING DATE:March 1, 2023
To:Board of Directors
FROM:Michael Salmon, Chief Financial Officer
Brian Yohn, General Services Manager
SUBJECT:Consideration to Dispense With the Public Bid Process for
Heavy Duty Vehicle Repairs.
APPROVED BY______________________________
Brian C. Wright, General Manager
RECOMMENDATION:
a) Dispense with competitive bidding.
b) Authorize the General Manager to negotiate directly with vendors for Heavy Duty
Truck Repair services
DISCUSSION:
Code section 3.08.030 – Bid Procedure for Issuance of Service Contracts Over $15,000
Estimated amount for FY23: $55,000 Budget Account GL: 2.7.950.00.838
The District utilizes International and Freightliner brand heavy duty diesel trucks during the
normal maintenance and repair of electrical and water distribution systems within the
District. District mechanics can perform the vast majority of maintenance, service, and
repairs for all medium and heavy-duty service vehicles in use by the Electric and Water
Departments. However, certain repairs are extensive in nature and require specialized
facilities, equipment, and licensed re-certification by the manufacturer after completion of
repairs. There are occasional repair and maintenance needs for our heavy duty diesel fleet
that may exceed the capabilities of on-staff fleet mechanics due to limitations of
maintenance shop size and configuration and heavy duty vehicle repairs requiring specific
expertise.
During October and November of 2022, staff engaged the public bid process to solicit bids
for heavy duty vehicle repair services in preparation for the annual procurement approval
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process. No bids were received and the District was unable to establish an annual service
contract for heavy duty vehicle repairs for FY23.
ANALYSIS:
A current example of an extensive repair involves fleet Vehicle No. 225, a 2016
International/Navistar 7400 Digger Derrick. Vehicle No. 225, originally placed into service
for the Electric Department in 2016, is an essential vehicle that supports electric
operations with emergency outage response, electric line repairs, and planned electric
distribution infrastructure improvement projects. Vehicle No. 225 is currently out of service
and in need of heavy duty repairs. Staff is soliciting competitive quotes for the repairs;
however, establishing an annual service contract with a service vendor for these and future
heavy duty vehicle repair needs reduce out of service time impacts for the Districts heavy
duty vehicles.
The District fleet currently includes the following:
2 – International Bucket Trucks
2 – International Dump Trucks
2 – International Digger Derricks
1 – International VAC-CON
1 – Freightliner Bucket Truck
Pending approval to dispense with competitive bidding, staff would negotiate directly with
vendors and bring back a proposed service agreement for review and approval by the
Board.
This item is in support of the following objectives and goals identified by the District.
GOALS AND OBJECTIVES:
This item is in the support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
This item is related to approval by the Board of Directors to dispense with the competitive
bidding and to negotiate with vendors for heavy duty truck repair services with an
estimated cost of $55,000. The FY23 budget for account GL: 2.7.950.00.836/838 (vehicle
repair and maintenance accounts) combine for a total of $128,750 and is estimated to be
sufficient to fund this item. As indicated, the negotiation for contract resulting
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recommendation will be presented to Board at a subsequent board meeting for review and
consideration for approval.
ATTACHMENTS:
None.