SUBJECT
title
Consideration to award annual supply contract FY24-108 to the following bidders:
1). Velco Inc., Laredo, Texas in an annual amount up to $70,000.00 (Primary Vendor);
2). Gonzalez Auto Parts, Laredo, Texas in an annual amount up to $40,000.00 (Secondary Vendor).
for the fabrication of hydraulic hoses with fittings for the City’s heavy equipment. The term of this contract shall be for a period of one year beginning as of the date of its execution. The contract may be extended for three additional one year periods, each upon mutual agreement of the parties and contingent upon future funding appropriations. All hoses will be purchased on as needed basis. Funding is available in the Fleet Management Fund.
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PREVIOUS COUNCIL ACTION
None.
BACKGROUND
The city received three (3) bids through Cit-E-Bid for awarding an annual supply contract for the fabrication of hydraulic hoses with fittings for the City’s heavy equipment. Staff is recommending that this contract be awarded to Velco Inc, as primary vendor and Gonzalez Auto Parts as secondary vendor.
The term of this contract shall be for a period of one (1) year beginning as of the date of its execution. The contract may be extended for three additional one (1) year periods. Should the vendor desire to extend the contract for the additional one-year period, it must so notify the City in writing no later than sixty (60) days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and signed by the City’s Purchasing Manager & City Manager or his designee, without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contracts shall bound by the terms of the bid documents. The City shall also have the right to extend this contract under the same terms and conditions beyond the original term of any renewal thereof, on a month to month basis, not to exceed 3 months. Said month to month extensions shall be in writing, signed by the City’s Purchasing Manager & City Manager or his designee, and shall not require City Council approval, subject to and contingent upon appropriation of funding therefore. The City reserves the right to renew or rebid this contract, if the appropriated funds initially approved by City Council are exhausted before the contract expiration date.
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 #: 593-2810-533-2078
Change Order: Exceeds 25% Y/N: No.
FINANCIAL IMPACT:
The purpose of the 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 purchase can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void.