HomeMy WebLinkAboutItem 1h - Award Auto PartsDATE: November 4, 2014
TO: Honorable Mayor and City Council
STAFF REPORT
Public Works Services Department
FROM: Tom Tait, Public Works Services Director
Dave McVey, General Services Superintendent
By: Carmen Masud, Management Analyst
SUBJECT: PURCHASE ORDER WITH ERNIE'S AUTO PARTS FOR THE
PURCHASE OF AUTOMOBILE REPAIR PARTS FOR CITY VEHICLES
IN AN AMOUNT NOT TO EXCEED $55,757
Recommendation: Approve
SUMMARY
As part of the City's ongoing vehicle maintenance program, the Public Works Services
Department ( "PWSD ") purchases automotive parts and accessories for City vehicles.
To ensure that the City is receiving the most competitive prices for the purchase of
automobile parts, a formal bid process was conducted and Ernie's Auto Parts submitted
the lowest responsive bid.
It is recommended that the City Council approve a purchase order with Ernie's Auto
Parts for the purchase of automobile repair parts for City vehicles in an amount not to
exceed $55,757 annually beginning in Fiscal Year 2014 -15, with the option of three one -
year renewals.
DISCUSSION
The PWSD is responsible for the maintenance and repair of all City vehicles and for the
purchase of automotive parts and accessories. As part of the City's ongoing vehicle
maintenance program, the PWSD purchases automotive parts, accessories, emergency
lighting, and brake services for safety and non - safety equipment. To minimize
unnecessary vehicle down time, the PWSD orders automotive items from local part
suppliers who are able to provide needed automobile parts in a very short time frame.
To ensure that the City is receiving the most competitive prices for the purchase of
automobile parts, a formal bid was conducted. A Notice Inviting Bids was published in
the City's adjudicated newspaper and sent directly to automotive repair parts suppliers.
Purchase of Automobile Repair Parts
November 4, 2014
Page 2 of 2
On October 21, 2014, the Office of the City Clerk received and opened three sealed
bids with the following results:
FIRM
LOCATION
BID AMOUNT
Factory Motor Parts
Covina, CA
$52,446.96
Ernie's Auto Parts
Azusa, CA
$55,757.29
O'Reiley Auto Parts
Monrovia, CA
$67,007.42
All bid documents were reviewed for content and the supplier's ability to best meet the
City's needs as specified in the bid specifications. Although Factory Motor Parts
provided the lowest bid, it was determined that they were unable to meet the bid
specifications. Factory Motor Parts did not provide an approved equivalent for oil filters
as required in the bid specifications. The oil filter that Factory Motor Parts provided is of
lower quality and has less filter media than the oil filter that was specified in the bid
specifications. The filter media quality is important as it keeps contaminated oil from
getting into the engine. It is imperative to have a good quality oil filter to protect high
performance engines like those found in the City's police and fire vehicles. Based on
the evaluation of the bids, it was concluded that Ernie's Auto Parts is the lowest
responsive bidder capable of providing automotive parts for City vehicles.
FISCAL IMPACT
Sufficient funds are available in each Department's Fiscal Year 2014 -15 Vehicle
Maintenance Accounts for the purchase of automotive repair parts.
RECOMMENDATION
It is recommended that the City Council approve a purchase order with Ernie's Auto
Parts for the purchase of auto repair parts for City vehicles in an amount not to exceed
$55,757 annually beginning in Fiscal Year 2014 -15, with the option of three one -year
renewals.
Approved
Dominic Lazzarett
City Manager