SUBJECT/RECOMMENDATION:
Title
Authorize Purchase Orders to multiple vendors listed for the purchase of fleet parts in the annual not-to-exceed amount of $3,000,000.00 for a one-year term with three, one-year renewal options pursuant to ITB 10-26 and Clearwater Code of Ordinances Sections 2.563 (1)(a), Single Source, and 2.563(1)(c), Piggyback, and authorize the appropriate officials to execute same.
Body
SUMMARY:
The Fleet Division is responsible for the repair and maintenance of all city-owned vehicles and equipment. To ensure timely repairs, continuity of operations, and consistent availability of OEM and aftermarket parts, the City utilizes multiple sourcing methods, including competitively solicited contracts, piggyback agreements, and single source procurements when manufacturer exclusivity applies.
Invitation to Bid (ITB) 10-26, Fleet Parts, was released on November 18, 2025, and 14 submissions were received on December 18, 2025. Following a full evaluation, multiple vendors were identified as responsive and responsible bidders capable of meeting the City’s requirements. Because pricing, catalog depth, and delivery timelines vary significantly across manufacturers, no single vendor can provide adequate coverage for all part categories. Awarding to multiple vendors ensures competitive pricing, supply chain redundancy, and uninterrupted sourcing for all vehicle and equipment types. The purchase of fleet parts will be made to the vendor who submitted the lowest price.
In addition to the ITB 10-26 awardees, the Fleet Division relies on existing piggyback contracts and single source vendors to obtain manufacturer specific parts that are not available through competitive bid. Single source is being requested because certain fleet parts can only be obtained directly from that manufacturer or authorized representative.
Authorization is requested to add additional vendors and/or contracts, including updated cooperative (piggyback) agreements and sole-source procurements, as needed, subject to review and approval by the Procurement Division.
Upon approval, this agenda item will replace Contract No. 902523 (Fleet Vehicle Parts, FY25-FY26) with a new contract established under ITB 10-26. Contract 902523 will be closed, and all ITB, piggyback, and single-source vendors listed below will transition to a new consolidated contract authorization for the purchase of fleet parts. The estimated annual expense is $3,000,000.00, and the contract term is one year with three optional one-year renewals, for a maximum potential value of $12,000,000.00 contingent upon annual budget appropriations.
RECOMMENDED VENDORS (Combined):
ITB 10-26 Vendors
1. 2396 Tampa Spring Co.
2. AutoNation Parts Center Clearwater
3. Collision Auto Pros
4. Construcciones IMB LLC
5. Cummins Inc.
6. Dayton Andrews Inc.
7. EFE, Inc.
8. Fleet Acquisitions LLC d.b.a. Fleet Products
9. GPM Truck Center, Inc.
10. Neopart Transit LLC
11. Parts Authority LLC
12. Rush Truck Centers of Florida, Inc.
13. TPH Holdings, LLC d.b.a. The Parts House
14. Walker Ford
Piggyback Vendors
1. Amazon Com Inc. (Omnia Partners, Contract R-TC-17006 - valid through January 18, 2028)
Single Source Vendors
1. Atmax Equipment
2. Environmental Products Group Inc.
3. H Barber & Sons Inc.
4. Ring Power Corporation (CAT products)
5. Ten-8
6. Wesco Turf Inc.
APPROPRIATION CODE AND AMOUNT:
Funding for the current year’s portion of this contract is available in the General Services Department- Fleet Maintenance operating cost code 5666611- 550600, Vehicle Parts. Future year’s funding will be requested as part of the annual budget process. The Fleet Maintenance Division of General Services is funded by revenues from the Garage Fund, an internal service fund established to account for citywide fleet purchases and maintenance.
STRATEGIC PRIORITY:
This purchase supports the objectives of a High Performing Government (1.2) and Superior Public Service by ensuring reliable, well-equipped operational fleets.
