HomeMy WebLinkAboutItem 1d: Contract to Ernie's Auto Parts for Automotive Repair Parts for City VehiclesSUMMARY
DISCUSSION
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STAFF REPORT
Public Works Services Department
DATE: November 2, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director !N
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AWARD A PURCHASE ORDER CONTRACT TO ERNIE'S AUTO
PARTS FOR THE PURCHASE OF AUTOMOBILE REPAIR PARTS FOR
CITY VEHICLES IN THE AMOUNT OF $31,877.01
Recommendation: Approve
The Public Works Services Department purchases automotive parts, accessories,
emergency lighting and brake services for all City vehicles. The Fleet Services Section
schedules and performs preventative maintenance for all City vehicles. To ensure auto
parts and accessories are purchased at the best price and delivered in a timely manner,
staff conducted a competitive bidding process for the day -to -day purchase of
automobile parts and brake services.
The City Clerk opened sealed bids on November 14, 2010. Staff evaluated all of the bid
documents and found the most responsive /responsible bidder to be Ernie's Auto Parts.
Therefore, staff recommends that the City Council award a purchase order contract to
Ernie's Auto Parts for the purchase of automobile repair parts for City vehicles in the
amount of $31,877.01.
The Public Works Services Fleet Section is responsible for the maintenance of all City
vehicles and the purchase of parts and accessories. As part of the City's ongoing
vehicle and equipment maintenance program, the Public Works Services Department
purchases automotive parts, accessories, emergency lighting, and brake services for
safety and non - safety equipment. To minimize unnecessary vehicle down time, it is
necessary to order items from local part suppliers who are able to provide needed parts
in a very short time frame.
Notice inviting bids was published in the adjudicated paper and bid packages were
distributed to area contractors. The City Clerk publicly opened bids on November 14,
2010, with the following results:
Mayor and City Council
November 2, 2010
Bidder
Ernie's Auto Parts Monrovia, CA
Temple City Auto Parts Temple City, CA
Location Amount
$31,877.01
$32,835.83
The bid specifically requires that auto parts and accessories must be delivered within
one (1) hour from the time the order is placed. Therefore, it is critical that suppliers are
local and within very close proximity to be able to deliver these materials or allow staff to
pick them up within a short time frame. In addition to publicly advertising the bid in local
newspapers, staff made the effort to contact local auto parts vendors within the area
who staff felt had adequate inventory of auto parts and accessories; and who staff
believed could best meet our delivery requirements.
When staff investigated why one vendor did not turn in their bid, it was conveyed that
the person in charge of filling out the bid documents had failed to complete the bid
package. Even though only two bids were received, staff feels that both bids received
are very competitive and are within the quantities of what is budgeted in the
department's budget.
Staff has reviewed the bid documents for content and investigated the vendors'
background and competency and concluded that Ernie's Auto Parts is the lowest
responsible bidder. Therefore, staff recommends that the City Council award a
purchase order contract to Ernie's Auto Parts for the purchase of automobile repair
parts for City vehicles in the amount of $31,877.01.
FISCAL IMPACT
Sufficient funds are budgeted in the 2010 -11 Operating Budget for the purchase of
automobile repair parts and accessories for City vehicles.
RECOMMENDATION
1. Award a contract to Ernie's Auto Parts for the purchase of automobile
repair parts for City vehicles in the amount of $31,877.01.
2. Waive any informality in the bid or bidding process.
3. Authorize the City Manager to execute a contract in a form approved by the
City Attorney.
PM:DM
Approved
Donald Penman, City Manager
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