File #: 24-2056    Version: 1
Type: Consent Agenda Status: Agenda Ready
File created: 10/23/2024 In control: City Council
On agenda: 11/18/2024 Final action:
Title: Consideration to award two-year supply contract FY24-118 for the purchase of automotive parts for the Fleet Department to the following vendors: 1) Gonzalez Auto Parts, Laredo, Texas in a two-year amount of $700,000.00; Section I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, XV, XVI, and XVII, (Primary Vendor); 2) O'Reilly Auto Parts, Springfield, Missouri in a two-year amount of $300,000.00; Section I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, XV, XVI, and XVII, (Secondary Vendor); 3) Toro Automotive, Laredo, Texas in a two-year amount of $300,000.00; Section I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, XV, XVI, and XVII, (Secondary Vendor); 4) Advance Auto Parts, Raleigh, North Carolina in a two-year amount of $300,000.00; Section I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, XV, XVI, and XVII, (Secondary Vendor). This contract establishes annual purchase prices and a percentage discount on parts utilized during...
Attachments: 1. Contracts FY24-118, 2. FY24-118 Final Evaluation Scores, 3. FY24-118 Bid Tab, 4. FY24-118 Recommendation
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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SUBJECT

title

Consideration to award two-year supply contract FY24-118 for the purchase of automotive parts for the Fleet Department to the following vendors:

1)                     Gonzalez Auto Parts, Laredo, Texas in a two-year amount of $700,000.00;
Section I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, XV, XVI, and XVII,                     
(Primary Vendor);

2)                     O’Reilly Auto Parts, Springfield, Missouri in a two-year amount of $300,000.00;
Section I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, XV, XVI, and XVII,                     
(Secondary Vendor);

3)                     Toro Automotive, Laredo, Texas in a two-year amount of $300,000.00;
Section I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, XV, XVI, and XVII,                     
(Secondary Vendor);

4)                     Advance Auto Parts, Raleigh, North Carolina in a two-year amount of $300,000.00;
Section I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, XV, XVI, and XVII,                     
(Secondary Vendor).

This contract establishes annual purchase prices and a percentage discount on parts utilized during city vehicle repairs. All parts will be purchased on an as-needed basis. The term of this contract shall be for a period of two years beginning as of the date of its execution and is contingent upon the availability of appropriated funds. This contract can be renewed for three additional one year extension periods, upon the mutual agreement of the parties. Funding is available in the Fleet Management Fund.

 

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PREVIOUS COUNCIL ACTION

None.

 

BACKGROUND

The City received six (6) proposals through Cit-E-Bid for awarding an annual supply contract for automotive parts for the city's fleet vehicles. This contract establishes a percentage discount on automotive parts utilized during vehicle maintenance repairs. There will be one primary and three secondary vendors for each section. The term of this contract shall be for a period of two (2) year beginning as of the date of its execution. The contract may be extended for three, additional one (1) year periods. This contract shall be the responsibility of and administered by the vendor and the City of Laredo Fleet Department.

In determining the best value for the City of Laredo the following factors were considered by the Fleet Department, in accordance with corresponding weights, in the evaluating bids:

                     Weighted %
Pricing & Discount                                            50
Past Performance                                            10
Percentage of Stocked item# 's                     20
Local Service & Delivery Time                     20
Summary:

          Vendor                    Score
Gonzalez Auto Parts         93
Toro Automotive              85
O’Reilly Auto Parts          84
Advance Auto Parts          66
Andy’s Auto Air                 0
Rotex Truck Center            0

A complete bid tabulation is attached along with the evaluation scores.

 

COMMITTEE RECOMMENDATION

None.

 

STAFF RECOMMENDATION

recommendation

It is recommended that these contracts be approved.

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Fiscal Impact

 

Fiscal Year:                                                                                                          2025

Budgeted Y/N?:                                                                                    Yes

Source of Funds:                                                                                     Fleet Management Fund.

Account #:                                                                                                          59328105332071

Change Order: Exceeds 25% Y/N:                      No

 

FINANCIAL IMPACT:

All parts will be purchased on an as need basis. The purpose of this contract is to establish prices for the commodities or services needed should the City need to purchase these commodities or services. The City's obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void.