CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Bid 21-053, Medium-Heavy Duty Truck and Off-Road Equipment Repairs, to Aurora Truck Center and Interstate Power Systems for an amount not to exceed $229,180, and for a two-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Fleet Services Division (Fleet Services) is responsible for the maintenance and repair of the City’s fleet of vehicles and off-road heavy equipment. When those repairs cannot be done in-house, the vehicles are taken to an outside vendor.
Fleet Services has contracts with multiple vendors to cover warranty-related repairs and service. Original equipment manufacturers (OEMs) have designated authorized dealerships that may repair, service, and provide replacement parts for units still covered under the OEM’s warranty. When fleet units are no longer covered by warranty, Fleet Services can work with any vendor staff deems qualified to repair and service those units. Approximately 100 medium/heavy-duty truck and 30 off-road equipment repairs are outsourced annually.
In January 2021, Fleet Services issued Bid 21-053, Medium-Heavy Duty Truck and Off-Road Equipment Repairs to provide the City with vendors that can perform truck and equipment repairs for approximately 82 medium and heavy-duty trucks and 33 off-road equipment.
DISCUSSION:
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Advertisement Date: |
01/12/21 |
Notices Sent: |
15 |
|
Opening Date: |
02/05/21 |
Planholders: |
08 |
|
|
|
Proposals Received: |
03 |
Bids were received from the following vendors:
|
Vendor Name |
Category 1 - Proposed Annual Cost Medium- Heavy Duty Truck Repairs |
Category 2 -Proposed Annual Cost Off-Road Equipment Repairs |
|
Aurora Truck Center |
$76,200 |
$32,750 |
|
Interstate Power Systems |
$88,447.50 |
$38,390 |
|
West Side Tractor Sales |
No Bid |
$40,560 |
Staff recommends awarding Category 1 to Aurora Truck Center for an amount not to exceed $76,200 per year, for a total two-year award not to exceed $152,400. Aurora Truck Center was deemed not responsive for Category 2, as they failed to submit pricing for one of the mandatory service items listed within the bid worksheet. Staff recommends awarding Category 2 to Interstate Power Systems for an amount not to exceed $38,390 per year, for a total two-year award not to exceed $76,780.
The term of this contract is two-years from date of award to December 31, 2022 with three, one-year options to extend.
FISCAL IMPACT:
CIP # N/A
Medium and Heavy-Duty Truck and Off-Road Equipment Repair, Service and Parts are expensed to the equipment maintenance and equipment parts accounts listed below. A total of $1,470,735 has been budgeted for equipment maintenance and parts in 2021. The requested award of $114,590 annually is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Budget Amount |
|
31351100-531303 |
General Fund |
$600,000 |
|
31351100-541402 |
General Fund |
$895,700 |