SUBJECT
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Consideration to award two-year supply contract FY25-061 for the purchase of Ford Original Equipment Manufacturer (OEM) automotive parts for the City’s fleet vehicles with:
1. Sames Motor Company, Laredo, Texas in an annual amount up to $300,000.00 and two-year amount of $600,000.00;
2. Gillie Hyde Ford, Glasgow, Kentucky in an annual amount up to $175,000.00 and two-year amount of $350,000.00.
All parts will be secured 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 may be extended for three additional one-year periods upon 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 two (2) bids through Cit-E-Bid for awarding a two-year parts contract. This contract establishes discount pricing for the purchase of Ford original equipment manufacturer (OEM) automotive parts most commonly used in repairing the City’s general vehicle fleet. The term of this contract shall be for a period of two years beginning as of the date of its execution. This contract can be renewed for three additional one-year periods upon mutual agreement of the parties. This contract shall be the responsibility of and administered by the vendor and the City of Laredo Fleet Department.
Summary:
Discount Offered Product I.D.
Sames Motor Co. 31.5% Avg. Discount Ford
Gillie Hyde Ford Under Dealer Cost: 1% Ford
A complete bid tabulation is attached.
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 #: 593-2810-533-2071.
Change Order: Exceeds 25% Y/N: No.
FINANCIAL IMPACT:
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.