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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