M&C Review


COUNCIL ACTION:  Approved on 3/21/2017 

DATE: 3/21/2017 REFERENCE NO.: P-12012 LOG NAME: 13P17-0144 AUTO PARTS LSJ PMD
CODE: P TYPE: NON-CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Execution of a Contract with Genuine Parts Company d/b/a NAPA Auto Parts in an Amount Up to $20,380,805.00 for the Initial Three and One-Half Year Term for Fleet Parts Management and Supply Services for the Property Management Department (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize the execution of a contract with Genuine Parts Company d/b/a NAPA Auto Parts in an amount up to $20,380,805.00 for the initial three and one-half year term for fleet parts management and supply services for the Property Management Department.

 
DISCUSSION:

The Property Management Department's Fleet Division (Fleet) will use this Agreement for equipment and vehicle parts management and to acquire equipment maintenance parts. Fleet is responsible for acquisition, preventive maintenance, repairs and fueling for the City's mixed fleet of vehicles, off-road equipment and related equipment.

ADVERTISEMENT - A Request for Proposals (RFP) was advertised in the Fort Worth Star-Telegram on December 28, 2016, January 4, 2017, January 11, 2017 and January 18, 2017. The RFP included requirements for prospective contractors to provide parts, supplies, staffing and management for Fleet's Parts Distribution and Maintenance Centers. The Purchasing Division solicited 52 vendors from the City's purchasing database system for this service; two proposals were received.

Proposals were received and reviewed by an evaluation committee comprised of five City staff members from the Police, Fire and Property Management Departments. Evaluation factors included demonstrated ability to perform the scope of work, plan for managing customer relationships, prior experience managing the required services at similar size governmental or fleet operations, management and staff structure, budget and internal controls, and cost of management services and parts. Genuine Parts Company d/b/a NAPA Auto Parts (NAPA) was rated to have submitted the best proposal based upon the rating criteria. Staff recommends that NAPA be awarded the contract to supply parts, staffing and management for the City's Parts Distribution and Maintenance Centers. NAPA will provide all parts, staffing and systems for parts management at each of Fleet's Parts Distribution and Maintenance Centers.

PRICE ANALYSIS − The pricing reflects a 10.62 percent reduction from the current cost awarded December 13, 2011 (M&C C-25375).  NAPA will provide 17 staff members and an additional 3 staff members when the new Water and North Service Centers open in late 2017. The management fee will increase by 19 percent when the additional staff members are provided.

The initial term of the contract shall be three and one-half years in order to complete this year and align the contract with the City's fiscal year. Anticipated annual contract expenditures are as follows:




Initial Term:

Remainder of FY2017

$ 2,676,202.00
FY2018$ 5,727,977.00
FY2019$ 5,899,816.00
FY2020 $ 6,076,810.00


Option Years:

FY2021            $ 6,259,115.00
FY2022$ 6,446,888.00


ADMINISTRATIVE INCREASE - An administrative increase or change order for this contract may be made by the City Manager or his designee for an amount up to $50,000.00 and does not require specific City Council approval so long as sufficient funds have been appropriated.

M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.

AGREEMENT TERMS - Upon City Council's approval, the initial Agreement term will begin April 1, 2017 and end September 30, 2020.

RENEWAL OPTIONS - This Agreement may be renewed for up to one, two-year term at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal term.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budgets, as appropriated, of the Equipment Services Fund. Prior to an expenditure being made, the Property Management Department has the responsibility to validate the availability of funds.






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Submitted for City Manager's Office by:
Jay Chapa (5804)
Originating Department Head:
Aaron Bovos (8517)
Additional Information Contact:
Jack Dale (8357)
LaKita Slack-Johnson (8314)

 
 
ATTACHMENTS
  CFW 2017 HB1295 Notarized.pdf