Title
Recommendation to Authorize the City Manager to Negotiate and Execute a Three-Year Contract with Auto Plus Towing for Zero Compensation. (Police 10031100)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) Police Department (APD) needs a vendor to provide contractual emergency and abandoned vehicle towing services. After conducting a competitive bidding process, Auto Plus Towing has been identified as the police department's preferred choice for a reliable and efficient solution.
BACKGROUND
APD is currently in a non-contractual agreement with S and F Towing for emergency and abandoned vehicle towing services. This agreement was reached after an unexpected business closure with the previous contractual tow service provider: Ken Betts. The current agreement does not have the protection of contractual language to ensure the desires of the City are met regarding fees imposed on vehicle owners, storage, and capability.
Previously, APD was in a contractual agreement with Ken Betts Towing; however the company ceased operations after the owner passed away in October 2020. This change occurred with less than one month's warning. Given the urgency to continue maintaining tow services to the community, APD staff determined the best solution was to enter into a short-term agreement with S and F Towing.
DISCUSSION
In the interest of obtaining a new contract with a qualified vendor to provide emergency and abandoned vehicle towing services, APD published a Request for Proposals (RFP) on January 24, 2023.The RFP was well-publicized through print media and the City's website. The RFP was open to all tow vendors in the local tow industry. Police staff was not contacted regarding any follow-up questions or concerns from any vendors. APD received one proposal from Auto Plus Towing on February 21, 2023. S and F Towing did not submit a bid in response to the RFP. S and F Towing is continuing to provide towing services until the City enters into a new contract with another towing company.
In analyzing the bid and developing a recommendation, staff considered such factors as specification compliance, fees imposed on vehicle owners, convenience, and safety. It should be noted that fees charged to the registered owners of towed vehicles were considered in this process. A “gate fee” is charged to registered owners who need to retrieve their vehicle or property from their vehicle, after hours or on weekends. Gate fees range in price and enforcement across tow companies. Currently, S and F Towing imposes a mandatory $97.50 gate fee on vehicle owners when they pick up their cars after hours. By comparison, Auto Plus imposes a gate fee of $75 for after-hours pick up. Auto Plus’s comparatively lower gate fee will benefit Alameda residents who need to pick up their vehicle after hours.
A thorough inspection of Auto Plus Towing was conducted to confirm their capabilities. The overall appearance of the facility was orderly and well-staffed. Auto Plus Towing is on active tow rotation lists, which services other cities. Auto Plus Towing is currently being used by the Oakland Police Department, Berkeley Police Department, and the California Highway Patrol. Auto Plus Towing has phone lines dedicated to law enforcement that will be answered by their dispatcher 24 hours a day and will consider all APD tows a priority. They have a large fleet of vehicles and several drivers capable of meeting and/or exceeding the City’s emergency and abandoned vehicle tow needs. They offer good security with CCTV and a 24-hour security guard on the premises. Auto Plus Towing has the ability to store vehicles indoors, and it also has a secured evidence room. S and F Towing has neither of these capabilities.
Auto Plus Towing's bid was reflective of their capability. All claims made regarding facilities and equipment were validated in person.
ALTERNATIVES
• Approve the proposal and enter into contract with Auto Plus Towing.
• Maintain a non-contractual agreement with S and F Towing. This option could be more expensive for residents due to not being regulated by contract; S and F Towing could subsequently change its fees and charge a higher gate fee on residents. This option is also not congruent with City policies regarding contractual services.
FINANCIAL IMPACT
Auto Plus Towing does not charge the City for its services. Rather, it collects fees from vehicle owners when owners pick up their vehicles.
Separately, the City collects one of two kinds of administrative fees from vehicle owners, who must obtain a release from APD before they can pick up their car from the towing Company. These administrative fees cover the City’s costs for its employees’ time spent on required computer entries when the vehicle is towed, as well as time to process the vehicle release when the owner comes to claim the vehicle.
When an emergency tow occurs, APD collects a $125 Administrative Tow Fee per vehicle when the owner comes to obtain a release from APD. If the vehicle was cited as abandoned, APD collects a $150 Administrative Tow Fee per vehicle when the owner comes to obtain a release. If the owner never picks up their vehicle, then APD does not receive any administrative fees.
The administrative fees from emergency and abandoned vehicle tows generate approximately $60,000 per year. These fees are not impacted by the City’s choice of towing company.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is authorized under Alameda Administrative Instruction 5 and Alameda Municipal Code Section 2-62.5, which exempts contracts with any single or sole source supplier for supplies, materials, equipment, or other personal property from the City's local purchasing policy.
Vehicles are towed pursuant to Alameda Municipal Code Section 8-22.
ENVIRONMENTAL REVIEW
This action does not constitute a "project" as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378, and therefore, no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to negotiate and execute a three-year contract with Auto Plus Towing for zero compensation.
Respectfully submitted,
Matthew McMullen, Captain
By,
Ryan DeRespini, Police Lieutenant
Financial Impact section reviewed,
Margaret O'Brien, Finance Director
Exhibits:
1. Bid from Auto Plus Towing
2. Tow Facility Inspection