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HomeMy WebLinkAboutItem 1e: Contract to Undercar Plus for Automotive Repair PartsDATE: November 3, 2009 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager /Public Works Services Director Y Prepared b Dave McVey, General Services Superintendent p Y SUBJECT: AWARD A PURCHASE ORDER CONTRACT TO UNDERCAR PLUS FOR THE PURCHASE OF AUTOMOBILE REPAIR PARTS FOR CITY VEHICLES IN THE AMOUNT OF $29,778 Recommendation: Approve SUMMARY Public Works Services conducted a formal bidding process to award a purchase order contract for the purchase of automobile repair parts for City vehicles. However, on October 6, 2009, the City Council rejected all bids due to a printing error causing certain omissions in each bid submitted and directed staff to re -bid the contract. City staff conducted another formal bid to solicit a new contractor to provide automotive repair parts services. As a result, staff recommends that the City Council award a purchase order contract to Undercar Plus for the purchase of automobile repair parts for City vehicles in the amount of $29,778. DISCUSSION 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 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. On October 6, 2009, the City Council rejected all bids for the purchase of automotive repair parts for City vehicles due to a printing error causing certain omissions in each bid submitted and directed staff to re -bid the contract. City staff conducted another formal bid to solicit a new contractor. Page 1 of 2 STAFF REPORT Public Works Services Department Mayor and City Council November 3, 2009 Notice inviting bids was published in the adjudicated paper and bid packages were distributed to four (4) area contractors. The City Clerk publicly opened two (2) sealed bids on October 20, 2009 with the following results: Bidder Undercar Plus Ernie's Auto Parts Dick's Auto Supply South Western Auto Parts Staff has reviewed the bid documents for content and investigated the vendors' background and competency and concluded that Undercar Plus is the lowest responsible bidder. Therefore, staff recommends that the City Council award a purchase order contract to Undercar Plus in the amount of $29,778 for the purchase of automobile repair parts for City vehicles. FISCAL IMPACT Sufficient funds are budgeted in the 2009 -10 Operating Budget for the purchase of automobile repair parts and accessories for City vehicles. RECOMMENDATION 1. Award a contract to Undercar Plus in the amount of $29,778 for the purchase or automobile repair parts for City vehicles. 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 Location Amount Pasadena, CA Monrovia, CA Azusa, CA Covina, CA Page 2 of 2 $29,777.74 $32,693.26 No response No response Approved by:na-epT Donald Penman, City Manager