Title
Fuel System Service and Parts - Contract Recommendation (Ordinance S-45681)
Description
Request to authorize the City Manager, or his designee, to enter into separate contracts with Eaton Sales and Service, LLC and Northwest Pump and Equipment Co. to provide fuel system maintenance, service and parts for the Public Works Department. This contract will have a total aggregate value of $650,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Public Works Department is responsible for maintenance and repair of 85 fuel sites, including 76 underground and 87 above ground tanks. Routine tests and maintenance must be performed, as well as certifications performed in accordance with regulations set forth by the U.S. Environmental Protection Agency, Arizona Department of Environmental Quality, and State, County, and City fire codes and standards. To provide the best coverage to keep fuel sites up and running, both in-house fuel staff and outside vendors are used.
Procurement Information
Invitation for Bid (IFB) 19-FSD-054 was conducted in accordance with Administrative Regulation 3.10. Four groups were identified in the bid submittal, including one service group and three parts groups (Gasboy Part, OPW Parts and Veeder Root Parts). Eaton Sales and Service, LLC bid on all four groups, and Northwest Pump and Equipment Co. bid on the three parts groups. The offers were evaluated based on price, responsiveness to specifications, and responsibility to provide the required goods and services. Both vendors are being recommended accordingly below:
Eaton Sales and Service, LLC: Group I - Services, $50,923.55; Group II - Gasboy Parts, $10,156.58
Northwest Pump and Equipment Co.: Group III - OPW Parts, $6,258.53; Group IV - Veeder Root Parts, $5,252.25
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 $130,000 annual expenditure, with a total aggregate amount of $650,000 over the life of the contract. Funds are 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.