HomeMy WebLinkAboutItem 2g: Contract Extension with Daniels Tire Service for Tires and Related Services for City Vehicles of ARC
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Public Works Services Department
DATE: May 17, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
PURCHASE ORDER CONTRACT EXTENSION WITH DANIELS TIRE
SERVICE FOR THE PURCHASE OF TIRES AND TIRE RELATED
SERVICES FOR CITY VEHICLES IN THE AMOUNT NOT TO EXCEED
$70,000
Recommendation: Approve
SUMMARY
On July 20, 2010, the City Council approved a one (1) year purchase order agreement
with optional contract extensions to Daniels Tire Service for the purchase of tires and
related tire services for City vehicles. Daniels Tire Service is reaching the end of their
contract term and has submitted a written offer to extend the existing contract for an
additional one (1) year in accordance with the existing agreement. The contractor's
offer of extension does not reflect a change in price and all other conditions of the
agreement are to remain in effect.
Therefore, staff recommends that the City Council award a one (1) year purchase order
contract extension to Daniels Tire Service in the amount not to exceed $70,000 for the
purchase and delivery of tires and related tire services, which includes roadside
assistance for emergency tire change and repair.
DISCUSSION
The Public Works Services Fleet Section 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 of day -to -day operations.
Additionally, tire changing services are essential in cases when Public Works Fleet
Mechanics are not available or not equipped to handle the size of tire change for some
heavy duty equipment.
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Mayor and City Council
May 17, 2011
During 2010, the Public Works Services Fleet Section purchased two hundred fifty six
(256) tires from Daniels Tire Service and had them properly dispose of one hundred
ninety six (196) used tires which were no longer operable.
Last year staff conducted a formal bid process for the purchase of tires and related tire
services for City vehicles. On July 20, 2010, Daniels Tire Service was awarded the
contract with optional annual extensions. A specific list of items covering every possible
tire and related accessory for City vehicle use were listed in the bid specifications to
ensure that under the purchase agreement Fleet Services will have access to all items
necessary for any repairs that may arise.
Daniels Tire Service is reaching the end of their contract term and has submitted a
written offer to extend the existing contract for an additional one (1) year in accordance
with the existing agreement. This extension will be the first contract extension. The
contractor's offer of extension does not reflect a change in price and all other conditions
of the agreement are to remain in effect. Therefore, staff recommends that the City
Council authorize the City Manager to execute a one (1) year purchase order contract
extension for the purchase of tires and related tire services for City vehicles in an
amount not to exceed $70,000
FISCAL IMPACT
Sufficient funds are budgeted in the 2011 -12 Operating Budget for this contract.
RECOMMENDATION
1. Award a one (1) year purchase order contract extension to Daniels Tire
Service for the purchase of tires and related tire services for City vehicles
in the amount not to exceed $70,000.
2. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved by: �1]b,•e- =pi�e�•...�.��
Donald Penman, City Manager
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