SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order increase to multiple vendors for the purchase of vehicle parts for heavy and light duty city vehicle and equipment in a cumulative not-to-exceed amount of $250,000.00 bringing the total amount to $1,950,000.00 pursuant to Clearwater Code of Ordinances Sections 2.563 (1)(c), Piggyback, 2.563(1)(a), Single source, and 2.563(1)(b),Micro purchases, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
On November 2, 2023, the Council approved a purchase order for multiple vendors to supply vehicle parts for the city's heavy and light-duty vehicles and equipment, totaling $1,700,000.00, with a contract period extending through September 30, 2024. The pricing was based on piggyback contracts with the City of St. Petersburg, FL (contract number RFQ 7522, valid through September 30, 2025) and Hillsborough County (contract 20204-DST-KJ, valid through March 4, 2025).
The single-source vendors include Atmax (MowerMax), Broyhill, Cummins, Environmental Products Group INC, H Barber, Ten-8, and Wesco. A single-source request is necessary because parts for the city's heavy and light-duty vehicles and equipment can only be obtained directly from the manufacturer or an authorized representative. For example, Cummins parts are available only from Cummins Inc., and MowerMax parts solely from the manufacturer Atmax.
General Services is requesting authorization to increase our current purchase order by $250,000.00 for a new total of $1,950,000.00 to cover vehicle and equipment parts through the remainder of this fiscal year. Fleet has incurred higher than normal costs in FY24 due to supply chain strain, limited vendor offerings for OEM parts, and unscheduled additional repairs to city vehicles and equipment.
APPROPRIATION CODE AND AMOUNT:
Funding is available in the Fleet Maintenance operating cost code 5666611-550600 (Vehicle Parts) for this purchase order. Fleet Maintenance is an operating cost center of the Garage Fund, an internal service fund of the City.
STRATEGIC PRIORITY:
These purchases help accomplish strategic objective 1.2. Fleet division operators maintain public infrastructure to deliver effective and efficient services by optimizing City assets and resources.
