Title
Fluid Analysis - Agreement Recommendation (Ordinance S-47472)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with Empire Southwest, LLC to provide fluid analysis on the City's fleet vehicles and equipment. Further request to authorize the City Controller to disburse all funds related to this item. This item will have an aggregate amount of $235,000.
Report
Summary
The Public Works Department maintains a fleet of over 6,800 vehicles and equipment, including light, medium, and heavy-duty units. This agreement will provide the ability for technicians to collect and ship fluid, such as oil or transmission fluid, to a local vendor for the purpose of analyzing the fluid for contaminants. The units tested under this agreement range from daily driven fleet cars and trucks to emergency response vehicles and equipment such as fire apparatus and police patrol units. This agreement will be used to support fleet managed by Public Works and the Aviation departments.
Procurement Information
Invitation for Bid (IFB) 21-FSD-020 was conducted in accordance with Administrative Regulation 3.10. The Public Works Department received four bids, with an overall group total determining low bid. The vendor below was the only successful bid to be deemed responsive and responsible and is being recommended for award.
Empire Southwest, LLC: $23,160
Contract Term
The initial one-year agreement term shall begin on or about Council approval on April 21, 2021, with four option years to be exercised in increments of up to one year, for a total agreement option term of five years.
Financial Impact
This agreement will have an estimated annual expenditure of $47,000, with a total aggregate amount of $235,000 over the life of the agreement. Funding is available in the Aviation and Public Works departments' budgets.
Department
Responsible Department
This item is submitted by Deputy City Managers Mario Paniagua and Karen Peters, and the Aviation and Public Works departments.