Agenda Item Wording:
title
Award a Contract for Vehicle Front End Alignment and Suspension Work - Authorize the City Manager to award an annual contract for vehicle front end alignment and suspension work to Barnes & Davidson DBA Gross and Stevens in an amount not to exceed $100,000 annually, totaling $500,000 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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Deadline for Action: 2/18/2025
Submitting Department: Public Works
Contact Name and Phone Number:
Danny Galindo, Public Works Manager, danny.galindo@visalia.city <mailto:danny.galindo@visalia.city> , 713-4186
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city <mailto:nick.bartsch@visalia.city> ,713-4052
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to award an annual contract to Barnes & Davidson DBA Gross and Stevens for vehicle front end alignment and suspension work in an amount not to exceed $100,000 annually, totaling $500,000 over the life of the contract. This is a one-year contract, with an option to renew annually for up to four (4) additional one-year terms.
Background Discussion:
Due to the expiration of the prior contract for front end alignment and suspension work, Staff solicited bid proposals through Request for Bid (RFB) 23-24-63. The Purchasing Division advertised the RFB on December 27, 2024 & January 2, 2025, in the Visalia Times Delta newspaper, on Bidnet, and sent out letters to local companies. Bids were publicly opened on January 29, 2024, and the City received the following two bids:
1. Valley Tire & Brake $515.00
2. Gross & Stevens $914.70
Valley Tire & Brake were disqualified by the Purchasing Division because their bid was incomplete as they did not provide a bid amount for Heavy Duty Vehicles. RFB 23-24-63 clearly stated that the successful Bidder must be able to perform work on light-, medium-, and heavy-duty vehicles. Their price was significantly lower given that non all work was included.
This annual contract will have a not-to-exceed amount of $100,000, which will be sufficient to cover all necessary work. Based on the average volume of work needed, the anticipated annual cost has increased significantly due to the increased costs of parts, as reflected in the bid pricing received. Prior years spendings are as follows:
2023 - $45,680
2024 - $82,336
2025 - $43,290 (actual cost thru 12/31/24 - Projections estimated at $86,000 for FY25)
Staff notes that the price is significantly higher than in 2023, which is directly related to cost increases that are being realized in this and other contracts being bid by the City.
Fiscal Impact:
Vehicle alignment and suspension work is budgeted annually in the Fleet Maintenance Division (5012), and there is currently sufficient funding allocated for these costs.
The 5-year projection with the typical 3% CPI increase built-in is as follows:
Yr-1: $87,000
Yr-2: $89,610
Yr-3: $92,298
Yr-4: $95,067
Yr-5: $97,919
Prior Council Action: On March 4, 2019, City Council authorized the City Manager to award a 5-year contract to Gross and Stevens for front end alignment and suspension work.
Other: N/A
Alternatives: Not to award this contract and put it back out to bid through the City’s Purchasing Division. This is not recommended due to the added delay and impact to the ongoing maintenance needs of the City’s fleet. Additionally, based on the amount of qualified interest in this contract received, it is unclear if re-bidding would result in any additional, or more competitive, quotes.
Recommended Motion (and Alternative Motions if expected):
recommendation
I motion to authorize the City Manager to award an annual contract to Barnes & Davidson DBA Gross and Stevens in the amount not to exceed $100,000 annually, totaling $500,000 over the life of the contract, for front end alignment and suspension work in accordance with the specifications of the Request for Bid (RFB) 23-24-63, 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: Bid Packet