Agenda Item Wording:
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Contract for the Repair and Maintenance for Lube Systems - Authorize the City Manager to award a contract to Air & Lube Systems Inc. for the repair and maintenance of lube system components for the Fleet Maintenance Division in an amount not to exceed $30,000 annually, totaling $150,000 over the life of the contract, with an option to renew annually for up to (4) additional one-year terms.
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Deadline for Action: 5/5/2025
Submitting Department: Public Works
Contact Name and Phone Number:
Danny Galindo, Public Works Manager, danny.galindo@visalia.city , 713-4186
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city ,713-4052
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to award a contract to Air & Lube Systems Inc. in an amount not to exceed $30,000 annually, totaling $150,000 over the life of the contract, with an option to renew annually for up to (4) additional one-year terms.
Background Discussion:
The City of Visalia currently has twelve oil and lube pumps, fifty-two reels and numerous hoses that comprise the Fleet Maintenance lube system and distribute oil and grease throughout the shop. This annual contract will provide repairs and maintenance for the lube system. RFB 23-24-43 was advertised on February 20 & 25, 2025 in the Visalia Times-Delta, and on Bidnet February 20, 2025. The bid closed on March 20, 2025, and the purchasing division received only one bid for these services, from Air & Lube Systems Inc. of Tulare. The length of the contract will be one year, with four renewable one-year extensions available, at a cost not to exceed $30,000.00 per year.
Air & Lube Systems Inc:
Regular Labor $250/hr
Overtime Labor $300/hr
While only one bid was received under RFB 23-24-43, the proposed hourly rates are comparable to other specialty on-site mechanical maintenance and repair vendors utilized by the City for other types of work.
Fiscal Impact:
Funding for the repairs and maintenance for the lube systems is budgeted annually in Fleet Operations (5012).
Prior Council Action: On 10/21/2018, Council approved a 5-year contract for these services to Pro Tool.
Other: N/A
Alternatives: To not award this contract and go back out to bid. This is not recommended due to the delay in obtaining a vendor for this work. Additionally, there is no guarantee that going back out to bid will result in additional bidders, or in more favorable rates.
Recommended Motion (and Alternative Motions if expected):
recommendation
I motion to authorize the City Manager to award a contract to Air & Lube Systems Inc. for the repair and maintenance of lube system components for the Fleet Maintenance Division in an amount not to exceed $30,000 annually, totaling $150,000 over the life of the contract, with an option to renew annually for up to four (4) additional one-year terms.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments:
Lube System Bid Package (RFB 23-24-43)
Bid Summary
RFB 23-24-43
Lube Contract
Air & Lube Systems - Levine Act Statement