HomeMy WebLinkAboutItem 1e: Professional Services Agreement for Official Police Garage Storage and Towing.DATE:
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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