HomeMy WebLinkAboutItem 2e: Reject the bid for the purchase of tires and direct staff to re-bidDATE: August 7, 2012
STAFF REPORT
Public Works Services Department
TO: Honorable Mayor and City Council
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FROM: Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT: REJECT THE BID FOR THE PURCHASE OF TIRES AND TIRE
RELATED SERVICES FOR CITY VEHICLES AND DIRECT STAFF TO
RE -BID THE CONTRACT
Recommendation: Approve
SUMMARY
On July 10, 2012, the Public Works Services Department conducted a formal bidding
process to award an annual contract for the purchase of tires and tire related services
for City vehicles. However, of the two bids received, only one was determined
responsive. In order to receive more bids, which could result in more competitive
prices, it is recommended that the City Council reject the bid submitted for the purchase
of tires and tire related services for City vehicles, and direct staff to re -bid the contract.
DISCUSSION
The Public Works Services Fleet Section is responsible for purchasing and maintaining
tires and accessories for all City vehicles. It is critical that Fleet Services maintain the
proper on -hand inventory of tires to prevent an interruption of day -to -day operations.
Tire changing services are essential for heavy duty equipment, which require specific
expertise and specialty equipment that the City does not have. Last year, the Public
Works Services Fleet Section purchased 390 tires and properly disposed 353 tires that
were no longer operable.
On July 10, 2012, the Public Works Services Department conducted a formal bidding
process to award an annual contract for the purchase of tires and tire related services
for City vehicles. Last fiscal year, $45,850 was expended for the purchase of tires and
tire - related services. The bid specification contains a specific list of items covering
every possible tire brand, size, and related services for the City's fleet. This will ensure
that under the purchase agreement, Fleet Services will have access to items necessary
for any and all repairs that may arise.
Honorable Mayor and City Council
August 7, 2012
Page 2 of 2
The notice inviting bids was published in the City's adjudicated newspaper. However, of
the two bids received, only one was determined to be responsive. The bid result
included the following:
Bidder
Daniels Tire Service
Y Tire Sales
Location
Santa Fe Springs, CA
Azusa, CA
Amount
$143,371.53
Unavailable
The bidder Y Tire Sales was deemed unresponsive because their bid application was
incomplete. It is anticipated that extending the bidding time period and having staff
follow up with prospective bidders on the status of completing their bid will result in
receiving more bids. Staff feels that the bid received from Daniels Tire Service was
representative and competitive; however, receiving additional bids will validate that the
City is receiving the best cost for tires and related services. In addition, the bidding time
period is being increased, in order to encourage additional bidders.
Therefore, it is recommended that the City Council reject the one bid submitted for the
purchase of tire and tire related services for City vehicles, and direct staff to re -bid the
contract.
FISCAL IMPACT
Funds have been budgeted under each Department's Vehicle Maintenance Accounts in
Fiscal Year 2012 -13 Operating Budget for this contract.
RECOMMENDATION
It is recommended that the City Council approve the following:
1. Reject all bids for the purchase of tires and tire related services for City
vehicles.
2. Direct staff to re -bid the contract.
APPROVED:
Dominic Lazza
City Manager