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HomeMy WebLinkAboutItem 1e: Professional Services Agreement for Official Police Garage Storage and Towing.DATE: TO: FROM: e1 i STAFF REPORT March 19, 2013 Mayor and Members of the City Council Robert Guthrie, Chief of Police Adriana Garcia, Management Analyst Police Department SUBJECT: Authorize and direct the City Manager to execute a Professional Services Agreement with Jan's Towing, Inc. for Official Police Garage Storage and Tow Service from April 8, 2013, to April 7, 2016. Recommendation: Approve. SUMMARY Jan's Towing, Inc. is the City's current official police garage storage and tow service and their contract will expire on April 7, 2013. Even though Jan's Towing, Inc. has provided adequate towing and storage services for the City for the past six years, a request for proposals was sent out in February to ensure that the City contracted for the best tow service for the community. On February 26, 2013, three tow companies submitted proposals. A staff committee conducted evaluations based on a point system and found Jan's Towing, Inc. to be the most qualified and best suited towing service for the City. It is recommended that the City Council authorize the City Manager to enter into a three -year contract with Jan's Towing, Inc., with the option to renew on a year -to -year basis, not to exceed three additional one -year periods. BACKGROUND Given that it had been six years since the City last bid the contract for towing and storage services, it was appropriate to see if another tow company could provide a better service to the City. While past practice has always provided preference to local towing vendors, the City's purchasing guidelines state that local vendor and convenience, unless it is cost effective and in the best interest of the City to do so, are not acceptable reasons for awarding a bid to a company other than the lowest responsive, responsible bidder. Professional Services Agreement with Jan's Towing, Inc. March 19, 2013 Page 2 of 3 A Request for Proposals was sent to four tow companies and three proposals were received. The Request for Proposals specified that the tow companies must be located within a five -mile radius of Arcadia's City limits. The proposals were evaluated by a committee comprised of five staff members from the Police, Fire, and Public Works Services Departments. The proposals were evaluated according to experience, references, and quality of proposal. In the case of towing services, all vendors are required to meet state towing cost guidelines; therefore, factors other than price were weighted higher in the review process. Upon completion of the evaluation process, the committee ranked the companies as follows: RANK TOW COMPANY LOCATION 1 Jan's Towing, Inc. 1045 W. Kirkwall, Azusa 2 Freddie Macs, Inc. 2740 N. Bruin, South El Monte 3 Foothill Towing 150 E. Pomona Ave, Monrovia Some of the reasons given by the committee members on their selection included: response time, type of service, office and storage location, hours of operation, security of office /storage facility, office setting, willingness to work with the City, and community involvement. DISCUSSION Jan's Towing, Inc. has been in the towing industry for over 30 years. They currently have contracts with Azusa, Covina, Glendora, Irwindale, San Dimas, and Temple City Sheriff's Departments. Reference checks were made, and the contract cities praised Jan's services. In order to meet the 20- minute response time required in the Request for Proposals, Jan's Towing, Inc. will have two roaming tow trucks within the City limits at all times. They anticipate a 10- minute response time for all service requests. Jan's Towing, Inc. also has every type of tow truck available, from light- to heavy -duty, and will have at least one Class 1 (large vehicle) driver available 24/7. Additionally, their heavy tow trucks are onsite and are not leased or rented to other agencies. Jan's Towing, Inc. also has an ADA- equipped vehicle that is used to pick -up and drop - off handicapped individuals. They have an emergency response unit that is outfitted with cones, lights, signs, and other equipment that can be used for various incidents. They have portable generators, motorcycle tow, off -road recovery equipment, and over - the -side equipment. Contract cities are allowed to use Jan's equipment free of charge. Professional Services Agreement with Jan's Towing, Inc. March 19, 2013 Page 3 of 3 Jan's Towing, Inc. has organized evidence storage bays and equipment storage areas. Their storage site is very secure, with proper fencing and lighting. A security guard is onsite 24/7, and they have video cameras at all their locations, which are monitored by dispatch at all times. Jan's Towing, Inc. also has staff available to answer service requests 24/7. As defined in the agreement, the towing and storage fees for Jan's Towing, Inc. will be consistent with rates set by the California Highway Patrol. Jan's Towing, Inc. will tow all City vehicles free of charge. Additionally, for each vehicle stored or impounded by order of the City, Jan's Towing, Inc. will pay the City a Franchise Fee of 25% of the total amount collected. Jan's Towing, Inc. shall not be responsible for payment of Franchise Fees for private person tow requests, such as AAA. With respect to vehicles that have been towed and subsequently sold via lien sale for an amount over $500.00, Jan's Towing, Inc. will pay a Franchise Fee of 10% of the sale price, with no other fees due to the City. Jan's Towing, Inc. has demonstrated that they are qualified to complete the required work and will offer the best service to the community. It is recommended that the City Council authorize the City Manager to enter into a professional services agreement for three years, with the option to renew on a year -to -year basis not to exceed three additional one -year periods. FISCAL IMPACT There will be no cost for City- initiated vehicle towing; impound and storage fees are paid for by the owners of vehicles who have their cars towed. The City impounds approximately 1,000 vehicles per year, and its 25% Franchise Fee over the past three (3) years has averaged $87,511.02. RECOMMENDATION Authorize and direct the City Manager to execute a Professional Services Agreement with Jan's Towing, Inc. for official police garage storage and tow service from April 8, 2013, to April 7, 2016. Approved: Dominic Laz7arett6 City Manager