HomeMy WebLinkAbout22C - AUTOMOTIVE PARTS AND REPAIRSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MARCH 2, 2009
TITLE:
CONTRACT AWARD AND RENEWALS FOR
AUTOMOTIVE PARTS AND REPAIRS
(SPEC. NO. 07-087 AND 09-009)
ITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1S` Reading
^ Ordinance on 2~a Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
1. Renew the contracts for Original Equipment Manufacturer vehicle parts
and repairs for a one-year period in the annual aggregate amount not
to exceed $160,000 with: Power Chevrolet Irvine, Showcase Chevrolet,
McCoy Motor Co. inc. d/b/a Mills Ford, Power Ford Tustin, and Villa
Ford.
2. Award a contract to Orange County Auto Parts Inc. for miscellaneous
automotive parts for a one-year period, with provision for two one-
year renewals in the annual amount not to exceed $50,000.
DISCUSSION
The Fleet Maintenance Division of the Finance and Management Services
Agency regularly requires automotive parts and service to manage the
City's extensive fleet. Frequently used parts are purchased and maintained
in a 1300 stock inventory at the City's Corporate Yard. Non-stock items
are ordered on an as-needed basis. When required to maintain warranty
coverage, the City purchases Original Equipment Manufacturer (OEM) and
contracts with Chevrolet and Ford certified shops for some repairs.
On November 5, 2007, the City Council awarded contracts to five vendors
for OEM parts and service for a one-year period with provisions for two
one-year renewals. The vendors have performed satisfactorily during the
past contract period and have agreed to renew the contracts without an
increase in pricing. Staff recommends the first renewal of the contracts
for OEM parts and repairs.
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Contracts Award for
March 2, 2009
Page 2
Automotive Parts & Repairs
Additionally, the City is seeking to establish a list of qualified vendors
to provide miscellaneous automotive parts for both inventory and those
requiring rush delivery to the Fleet Maintenance facility. Bids for
miscellaneous automotive parts were solicited and opened on February 13,
2009, and evaluated. A summary of the bid invitations and bids received
is as follows:
13 Requests For Bid mailed
4 Requests for Bid mailed to Santa Ana vendors
5 Bids received
2 Bids received from Santa Ana vendors
Staff recommends awarding contracts to Orange County Auto Parts and Warren
Distributing Inc, both Santa Ana vendors and Kay Automotive d/b/a/ Dealer
Source Distributors, Elliott Auto Supply Inc. d/b/a Factory Motor Parts
and CSK Auto Inc. to allow for solicitation of competitive quotes at time
of ordering. All listed vendors are responsive to the specifications and
meet the City's requirements.
Orange County Auto Parts Inc. carries an extensive inventory of brands and
parts required by the City and offers a 10 minute delivery window on rush
orders. Based on prior year purchases, staff recommends a contract of
$50,000. The remaining four vendor contract amounts will not exceed the
$25,000 annual limit that requires City Council approval.
FISCAL IMPACT
Funds are available in the Equipment Maintenance, Garage Operation account
(no. 75-111-6391).
~~ Francisco Gutierrez
~ Executive Director
Finance and Management Services Agency
FG/KM/07-087R,09-009
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