Title
Heavy Duty Fleet, Construction and Agricultural/Industrial Parts, Service and Accessories - COOP 21-067 (Ordinance S-47490)
Description
Request to authorize the City Manager, or his designee, to enter into a cooperative participating agreement with Balar Holding Corporation dba Balar Equipment, Don Sanderson Ford Inc. dba Sanderson Ford, Drake Truck Bodies LLC, FleetPride Inc. and The WW Williams Company dba Auto Safety House to purchase heavy duty fleet, construction and agricultural/industrial parts, services and accessories. A cooperative contract was established by Maricopa County under solicitation number 200209-C. Further request to authorize the City Controller to disburse all funds related to this item. The aggregate agreement value will not exceed $4,295,000.
Report
Summary
The Public Works Department is responsible for maintaining a diverse fleet of over 7,300 vehicles and equipment, of which 2,344 are categorized as heavy-duty, 310 off-road equipment, and 256 stationary generators. These pieces of equipment are maintained not only at Public Works service centers but within operations at the City’s transfer stations, landfill, and remote locations for generators. The adoption of this agreement will supplement existing City agreements to ensure that Public Works has the appropriate level of vendor support for these specialized vehicles.
Procurement Information
In accordance with Administrative Regulation 3.10, a participating agreement is required when the City uses a cooperative agreement from another public agency. The agreement was awarded through competitive processes consistent with the City's procurement processes, as set forth in the Phoenix City Code, Chapter 43.
The Maricopa County agreement covers the purchase of heavy-duty fleet, construction and agricultural/industrial parts, services and accessories as required by the Public Works Department. The agreement began Oct. 1, 2020 and use of this cooperative will provide the City competitive discounts on these products. Additionally, review of pricing and availability from registered small and local businesses indicates that this cooperative agreement offers the best value to the City.
Upon City Council approval of this item, agreements incorporating the City’s terms and conditions will be fully executed between the referenced vendors and the City.
Both the American Bar Association and National Institute of Government Purchasing endorse the use of Cooperative Agreements by municipalities and other public institutions. An established best practice in government procurement, Cooperative Agreements provide extensive benefits to procurement officials by leveraging volume purchasing for maximum cost benefit and ensuring best value.
The Deputy Finance Director recommends that the cooperative participating agreement with Balar Holding Corporation dba Balar Equipment, Don Sanderson Ford Inc. dba Sanderson Ford, Drake Truck Bodies LLC, FleetPride Inc. and The WW Williams Company dba Auto Safety House be accepted.
Contract Term
The five-year agreement term will begin on or about June 1, 2021.
Financial Impact
The aggregate agreement value will not exceed $4,295,000. Funding is available in the Public Works Department’s budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.