Title
Vehicle Maintenance and Repair Services - IFB 24-FSD-001 - Request for Award (Ordinance S-49640)
Description
Request to authorize the City Manager, or his designee, to enter into separate contracts with Courtesy Chevrolet, Don Sanderson Ford, Earnhardt Chevrolet, Earnhardt Ford Sales Company, H&E Equipment Services, Inc., Rodeo Ford, Inc., Rush Truck Center-Phoenix, RWC International, Sands Chevrolet, San Tan Ford, All Fleet Services, LLC, Fleet Line Truck & Equipment Repair, S & K Transmission Service, Inc., Perez Auto, LLC, and Beuks Auto Group to provide vehicle maintenance and repair services. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contracts will not exceed $11,539,600.
Report
Summary
The Public Works Department is responsible for managing a diverse fleet of over 7,800 vehicles ranging from light-duty to heavy-duty vehicles. In addition, the Aviation Department manages a fleet of 450 vehicles and the Police Department manages its unmarked vehicle fleet. This contract will allow for the maintenance and repair of all vehicle/equipment components including, but not limited to, steering, suspension, fuel systems, brakes, refrigeration and heating, and hydraulics. Historically, to help minimize the downtime of the City's fleet, third-party vendors have been contracted to support the six major service centers, as well as smaller satellite locations around the valley.
Procurement Information
An Invitation for Bid (IFB) 24-FSD-001 procurement was processed in accordance with City of Phoenix Administrative Regulation 3.10. Two groups were identified in the bid submittal, with the original equipment manufacturer (OEM) Group 1, and the non-original equipment manufacturer (Non-OEM) as Group 2, with multiple vehicle classes ranging from light duty up to class 8 trucks. Fifteen bids were received, covering both authorized OEM vendors and non-OEM vendors. Every class of vehicles listed in the IFB received a bid.
All vendors that submitted bids were deemed to be responsive to posted specifications and responsible to provide the required goods and services. Following an evaluation based on price, the procurement officer recommends award to multiple vendors.
The award recommendation can be found in Attachment A.
Contract Term
The contracts will begin on or about July 1, 2023, for an initial three-year term with two one-year options to extend, in increments of up to one year, for a total contract term of five years.
Financial Impact
The value will not exceed $11,539,600.
Funding is available in the Aviation, Police and Public Works departments' budgets.
Department
Responsible Department
This item is submitted by Assistant City Manager Lori Bays and Deputy City Manager Mario Paniagua, and the Aviation, Police, and Public Works departments.