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HomeMy WebLinkAboutItem 11m - Purchase of Tires for City VehiclesPurchase Order for Tires & Related Services August 16, 2022 Page 1 of 3 DATE: August 16, 2022 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carmen Masud, Deputy Public Works Director SUBJECT: PURCHASE ORDER WITH DANIELS TIRE SERVICE, INC. FOR THE PURCHASE OF TIRES AND TIRE RELATED SERVICES FOR CITY VEHICLES IN ANAMOUNT NOT TO EXCEED $75,000 Recommendation: Approve SUMMARY The Public Works Services Department (“PWSD”) Fleet Section is responsible for purchasing and maintaining tires and accessories for all City of Arcadia (“City”) vehicles. Utilizing the National Association of State Procurement Officials (“NASPO”) cooperative purchasing program enables the City to streamline the process of procuring tires and tire related services, while receiving the best prices possible. It is recommended that the City Council approve a purchase order with Daniels Tire Service, Inc. for the purchase of tires and tire related services in an amount not to exceed $75,000. BACKGROUND The Public Works Services Fleet Section (“Fleet Services”) 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 in daily operations as well as 24-hour service for City vehicles and heavy-duty emergency equipment. DISCUSSION To accurately bid the project, a detailed list of items covering every required tire size, accessory, and related tire service was compiled to ensure that Fleet Services would have access to all items necessary for any repair that may arise. Last year, Fleet Services spent approximately $50,000 on tires, related tire accessories, and provided services, in order to ensure that there are acceptable quantities of tires available to Fleet Services, the quantities provided in the City’s purchase specifications are based on estimates. The City may purchase an amount less than the estimate given, according to the needs and Purchase Order for Tires & Related Services August 16, 2022 Page 2 of 3 requirements of the City. After exploring several cooperative purchasing programs, it was determined that NASPO provided the best value for quality products and services to best meet the City’s full range of potential needs. The California Government Code authorizes public agencies to participate in cooperative purchasing agreements such as those established by NASPO, while remaining within the City’s adopted rules and procedures for purchasing. By utilizing a cooperative purchasing program, the City is able to streamline the procurement process and purchase tires and related accessories at a lower cost than traditional competitive bidding. NASPO awarded a master agreement to Goodyear Tire & Rubber Company (“Goodyear”) for their full line of tires and related services. Under the master agreement, Goodyear, a global tire manufacturer and distributor, has certified and authorized specific independent dealers to provide tires and tire services related to the purchase of Goodyear tires. Daniels Tire Service, Inc. is a local authorized Goodyear dealer and has satisfactorily supplied tires and tire related services to the City for over 12 years. The bidding process and master agreement have been reviewed by the PWSD and it has been determined to meet the City’s procurement requirements. Therefore, it is recommended that the City Council approve a purchase order with Daniels Tire Service to obtain the necessary inventory and services. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The requested budget is based on the estimated need for supplies and services and is in an amount not to exceed $75,000. Sufficient funds are budgeted in the Fiscal Year 2022- 23 Operating Budget/Vehicle Maintenance for the purchase of tires and tire related services. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Daniels Tire Service, Inc. for the purchase of tires and tire related services for City vehicles in an amount not to exceed $75,000. Purchase Order for Tires & Related Services August 16, 2022 Page 3 of 3 Attachment: Goodyear NASPO Master Agreement Iowa Department of Administrative Services Contracts Declaration & Execution Page Title of COntract: I Bid Proposal Number I Contract Number lires, Tubes and Services -NASPO ValuePoint RFP1118005083 19101 This Agreement is entered into between the State of Iowa (by and through Its agency, the Departme nt of Administrative Services) and the Contractor named below: State Agency's Name: Iowa Department of Administrative Services -Central Procurement Bureau Contractor's Name: The Goodyear Tire & Rubber Company Contract to Begin: I Date of Expiration: I Annual Extensions: April 1, 2019 Ma.rch 31, 2024 None The parties agree to comply with the tenns and conditions and attachments which are by this reference made a part of the Agreement: Section 1-Terms & Conditions ...................................................................................................... -................. Page 2 Section 2 -Scope of Work ....................................... -..................... -.................................................................. Page 26 Section 3 -Pricing ................................................................................................................................................ Page 33 Section 4 -Contacts ............................................................................................................................................ Page 36 IN WITNESS WHEREOF, this Agreement ha s been executed by the parties hereto Con tracto r: Goodyear Tlr e.& Rubber Company Address 200 Innovation Way, Akron, OH 44316 St ate of Io wa: De partment of Ad ministrative Services -Central Procurement Bureau Printed Name and Title of Person Sig Allen Meyer, COO Address 1305 E. Walnut Street, Hoover Building, Floor 3, Des Moines, IA 50319 DateSlg7 d II o~