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HomeMy WebLinkAboutItem 12p - Purchase of Automotive Repair PartsPurchase Order for Automotive Repair Parts August 20, 2024 Page 1 of 3 DATE: August 20, 2024 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: PURCHASE ORDER WITH NAPA AUTO & TRUCK PARTS FOR THE PURCHASE OF AUTOMOTIVE REPAIR PARTS FOR CITY VEHICLES IN AN AMOUNT NOT TO EXCEED $63,643.65 CEQA: Not a Project Recommendation: Approve SUMMARY The Public Works Services Department (“PWSD”) Fleet Section is responsible for purchasing and maintaining automotive repair parts for all City vehicles. To ensure that the City is receiving the most competitive prices, a formal bid process was conducted for automotive repair parts. Napa Auto & Truck Parts submitted the lowest responsive bid. It is recommended that the City Council approve a purchase order with Napa Auto & Truck Parts for the purchase of automotive repair parts for City vehicles, in an amount not to exceed $63,643.65, with the option of three, one-year renewals at the City Manager’s discretion. 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 inventory of automotive repair parts to prevent an interruption in daily operations 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 repairs. 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 each Department. Purchase Order for Automotive Repair Parts August 20, 2024 Page 2 of 3 DISCUSSION A Notice Inviting Bids was published in accordance with City Council Resolution No. 7483, and bid packages were distributed directly to vendors that supply automotive repair parts. On July 23, 2024, the City Clerk opened five sealed bids with the following results: Bidder Location Bid Amount Napa Auto & Truck Parts El Monte, CA $63,643.65 Undercar Express DBA Undercar Plus Pasadena, CA $64,539.14 Advanced Auto Parts Raleigh, NC $83,668.51 Triangle Truck Parts Irwindale, CA $86,004.49 AC Delco H&H Wholesale Parts Arleta, CA $88,861.37 All bid documents were reviewed for content and the vendor’s ability to best meet the City’s needs as described in the bid specifications. Based on the evaluation of the bids, it was concluded that Napa Auto & Truck Parts is the lowest responsive bidder. Napa Auto & Truck Parts has successfully provided automotive repair parts for the Cities of Pasadena, Ontario, and Indio. 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. 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 $63,643.65. Sufficient funds are budgeted in the Fiscal Year 2024-25 Vehicle Maintenance Operating Budget for the purchase of automotive repair parts. RECOMMENDATION It is recommended the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Napa Auto & Truck Parts for the purchase of automotive repair parts for City vehicles, in an amount not to exceed $63,643.65, with the option of three, one-year renewals at the discretion of the City Manager, provided that any extensions remain within standard inflationary adjustments for the region. Purchase Order for Automotive Repair Parts August 20, 2024 Page 3 of 3