Title
Vehicle Maintenance and Repair - Contract Recommendation (Ordinance S-45704)
Description
Request to authorize the City Manager, or his designee, to enter into separate contracts with All Fleet Services, LLC; Courtesy Chevrolet; Kevin Baker, LLC dba Back to Basics Automotive; LHM Corp. MFD dba Larry H Miller Ford Mesa; Leroy Automotive Services, Inc. dba Fleet Services; Midway Chevrolet; Loomis Engine and Transmission, LLC dba Phoenix Transmission and Engine; Rodeo Ford, Inc.; Sands Motor Company; Freightliner of Arizona dba Velocity Truck Centers; Velocity Truck and Trailer; and The W. W. Williams Company, LLC to provide vehicle maintenance and repair services. This contract will have an aggregate total of $6,607,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Public Works Department is responsible for managing a diverse fleet of over 6,500 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 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 downtime of the City's fleet, third party vendors have been contracted to support the six major service centers, as well as the smaller satellite locations around the Valley.
Procurement Information
Invitation for Bid (IFB) 20-FSD-007 was conducted in accordance with Administrative Regulation 3.10. Two groups were identified in the bid submittal with the original equipment manufacturer (OEM) as Group I and the non-original equipment manufacturer (non-OEM) as Group 2, with multiple vehicle classes ranging from light duty up to class 8 trucks. Twelve bids were received, covering both authorized OEM vendors, and non-OEM vendors. Every class of vehicles listed in the IFB received a bid. The offers were evaluated based on price, responsiveness to specifications, and responsibility to provide the required goods and services.
The award recommendation can be found in Attachment A.
Contract Term
The initial one-year contract term shall begin on or about July 1, 2019, with four option years to extend in increments of up to one year, for a total contract option term of five years.
Financial Impact
This contract will have an estimated annual expenditure of $1,321,400, with a total aggregate amount of $6,607,000 over the life of the contract. Funds are available in the Aviation, Police, and Public Works departments' budgets.
Department
Responsible Department
This item is submitted by Assistant City Managers Deanna Jonovich and Milton Dohoney, Jr., and Deputy City Manager Karen Peters, and the Aviation, Police, and Public Works departments.