09-11-2012 CC RPT 20 - Laserfiche WebLink

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° M City Council Memorandum TO: HONORABLE MAYOR AND CITY COUNCIL DATE: September 11, 2012 FROM: GENERAL SERVICES DEPARTMENT ITEM NO: 20 WARD: 4 SUBJECT: BID NO. 7099 — FLEET FLUID MANAGEMENT SYSTEM ISSUE: The issue for City Council consideration is award of Bid No. 7099 in the amount of $138,518 for the installation of a fluid management system in the CNG Vehicle Maintenance, Fleet Management and Fire Maintenance Garages. RECOMMENDATION: That the City Council award Bid No. 7099 to Orange Coast Petroleum, Inc. of Orange, California, in the amount of $138,518 for installation of a fleet fluid management system. BACKGROUND: The Purchasing Services Division, in cooperation with the General Services Department, recently solicited formal bids from suppliers of fluid management systems. This fluid management system will equip Parks, Recreation and Community Services' new Special Transportation fleet maintenance facility with the latest available technology for accuracy in fluid dispensing and inventory control. This installation will also upgrade the existing fleet management operations with state-of-the-art inventory management and dispensing technology. A recent City Manager's Office Internal Audit Division recommendation supports this type of fluid management system for increased inventory control and eliminating human error in the coding of fluids being dispensed. Four prospective bidders downloaded the bid documents and two bidders submitted a response. The bid received from Orange Coast Petroleum Equipment, Inc. was deemed responsive and there were no exceptions to the bid requirements. The Purchasing Services Manager and Parks, Recreation and Community Services Director concur with the recommendation above. 20-1