HomeMy WebLinkAboutItem 11f - Purchase of Automotive Repair Parts for City VehiclesPurchase Order for Automotive Repair Parts
November 01, 2022
Page 1 of 3
DATE: November 1, 2022
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Carmen Masud, Deputy Public Works Director
SUBJECT: REJECT LOW BID FROM BLUESKY DIVERSIFIED DBA PUENTE HILLS
FORD AND APPROVE PURCHASE ORDER WITH ERNIE’S AUTO
PARTS FOR THE PURCHASE OF AUTOMOTIVE REPAIR PARTS FOR
CITY VEHICLES IN THE AMOUNT NOT TO EXCEED $60,677.06
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) Fleet Section is responsible for
purchasing and maintaining automotive repair parts for all City of Arcadia (“City”) vehicles.
To ensure that the City is receiving the most competitive prices, a formal bid process was
conducted. Bluesky Diversified DBA Puente Hills Ford (“Puente Hills Ford”) submitted the
lowest bid. During the evaluation process, it was determined that bid items were not
included in the bid, deeming the Puente Hills Ford bid non-responsive. Ernie’s Auto Parts
was the second lowest bid received, which was determined to be responsive.
It is recommended that the City Council reject the low bid submitted by Puente Hills Ford
and approve a purchase order with Ernie’s Auto Parts for the purchase of automotive
repair parts for City vehicles in the amount not to exceed $60,677.06, with the option of
three, one-year renewals.
BACKGROUND
The Public Works Services Department’s Fleet Section (“Fleet Services”) is responsible
for purchasing and maintaining automotive repair parts for all City vehicles. It is critical
that Fleet Services maintain the proper on-hand inventory of automotive repair parts to
prevent an interruption in daily operations of City vehicles and heavy-duty emergency
equipment. To ensure that the City is receiving the most competitive prices, a formal bid
process was conducted. To accurately bid the project, a detailed list of items covering
every required automotive repair part was compiled to ensure that Fleet Services would
have access to all items necessary for any repair that may arise. 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 requirements of the
City.
Purchase Order for Automotive Repair Parts
November 01, 2022
Page 2 of 3
DISCUSSION
A Notice Inviting Bids was published in the City’s adjudicated newspaper and bid
packages were distributed to area vendors. On September 29, 2022, the City Clerk
received five sealed bids with the following results:
Bidder Location Bid Amount
Bluesky Diversified DBA Puente Hills Ford City of Industry, CA $ 59,778.48*
Ernie’s Auto Parts Azusa, CA $ 60,677.06
South Bay Ford Hawthorne, CA $ 60,798.98*
Undercar Express DBA Undercar Plus Pasadena, CA $ 61,569.04
Advance Auto Parts Monrovia, CA $127,962.10**
* Non-responsive bids
** Corrected bid total is $71,841.36
Puente Hills Ford submitted the lowest bid. During the evaluation process and review of
the bid received, staff found that Puente Hills Ford failed to provide bid prices for more
than half of the items listed in the bid. The bid clearly stated not to leave any items blank
on any schedules and that failure to provide all information on the bid form or on any
attachments would result in disqualification of the bid. Therefore, the Puente Hills Ford
bid is considered non-responsive and should be rejected. The second low bidder, Ernie’s
Auto Parts, is considered the lowest responsive bidder. Ernie’s Auto Parts bid was
reviewed and is complete.
It should be noted that South Bay Ford also failed to provide bid prices for half of the items
listed in the bid schedule and is also considered non-responsive. Furthermore, Advance
Auto Parts had some calculation errors in their bid total. The correct bid total for Advance
Auto Parts is $71,841.36, which is less than the total that was provided in their bid, but is
still well above the other qualified bids submitted.
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 purchase order amount is based on the estimated need for automotive
repair parts and is in an amount not to exceed $60,677.06. Sufficient funds are budgeted
in the Fiscal Year 2022-23 Operating Budget/Vehicle Maintenance for the purchase of
automotive repair parts.
Purchase Order for Automotive Repair Parts
November 01, 2022
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council determine that this project is exempt under the
California Environmental Quality Act (“CEQA”); and reject the low bid submitted by
Bluesky Diversified DBA Puente Hills Ford and approve a purchase order with Ernie’s
Auto Parts for the purchase of automotive repair parts for City vehicles in the amount not
to exceed $60,677.06, with the option of three, one-year renewals.