Title
Consider a memorandum/resolution awarding Bid No. 23-03, Tire Services, to Colliver Tire Service in an amount of $316,000 in FY 2023.
Summary
DATE: October 18, 2022
TO: Kent Cagle, City Manager
FROM: Judith Tangalin, Interim Executive Director of Finance
SUBJECT: Award of Bid #23-03 Tire Services to Colliver Tire Services
BACKGROUND AND FINDINGS:
The City’s fleet tire services contract was advertised for bid in August 2022. This service is primarily associated with heavy trucks and off-road equipment on an as-needed basis and includes delivery, removal/installation, repair, rotating, evaluation, retreading, and disposal. The average annual cost over the last five years was $267,231. In FY 2022, the total expense was $306,160.
On September 13, 2022, at 2:15 pm, three bids for Bid #23-03, Tire Services, were opened and read aloud. After review of the three bids, Colliver Tire Service is the recommended vendor for bid award. Colliver Tire Service has submitted the most cost-effective pricing and has proven exemplary performance with the City since 2005.
Due to market volatility, the contract awarded under this bid is based upon unit pricing and would be for a term of six (6) months with the option to renew for five (5) additional six (6) month periods, making the total contract with renewal periods three (3) years. The aggregate unit price increase is limited to 10% for any contract period extension.
THE ALTERNATIVES CONSIDERED:
1.) Reject all bids and rebid tire services
2.) Authorize award of bid to Colliver Tire Service
Which alternative is recommended? Why?
The second alternative to award the bid to Colliver Tire Service is recommended because they submitted the most cost-effective pricing and has proven exemplary performance with the City since 2005.
CONFORMITY TO CITY POLICY:
This resolution conforms to City policies and Texas Local Government Code, Section 252.021.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The estimated amount to be spent in FY 2023 for tire services is $316,000. Tire services are an ongoing annual expense required for the City’s fleet. Future expenditures should be comparable.
Is this a one-time or recurring expenditure?
Recurring
Is this expenditure budgeted?
Yes, in each fund, department, and division’s 42-51 (on-road) and/or 42-33 (off-road) repairs and maintenance accounts.
If not, where will the money come from?
NA
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City Council authorize the award of Bid #23-03, Tire Services to Colliver Tire Service in an amount of $316,000 in FY 2023 and authorize the City Manager or his designee to execute any and all change orders within the amounts set by State and Local law.
DEPARTMENTAL CLEARANCES:
Fleet Services
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Bid Tabulation
Agreement
Digital Agreement
Certificate of Interested Parties