SUBJECT/RECOMMENDATION:
Title
Authorize an increase to purchase order with multiple vendors for the maintenance and repair of city vehicles in a cumulative not-to-exceed amount of $75,000.00 for the initial term ending June 30, 2025, bringing the total amount to $350,000.00, and authorize an annual increase of $100,000.00 for each renewal option, bringing the cumulative annual amount to $350,000.00 pursuant to Invitation to Bid (ITB) 30-24, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Invitation to Bid (ITB) No. 30-24 Vehicle/Equipment Repair and Maintenance Services, was issued on March 15, 2024, and the City received multiple responses on April 18, 2024. The pricing structure was based on hourly rates and parts and materials mark-up for repair and maintenance service on City vehicles and equipment to include automobiles, sedans, SUV’s, light trucks, medium trucks, heavy duty trucks, off road vehicles and trailers.
On June 20, 2024, Council approved a purchase order to multiple vendors for the maintenance and repair of city vehicles in the annual amount of $250,000.00 for a period of one year with two, one-year renewal options.
Multiple awards were issued as follows:
Automobiles, Sedans, Light Duty Trucks/SUV’s
Category 1: Automobiles / Sedans
• Blackwater Diesel LLC (Primary)
• Walker Ford (Secondary)
Category 2: Light Duty Truck/SUV Class 1-3 (0-14,000 lbs)
• Blackwater Diesel LLC (Primary)
• Walker Ford (Secondary)
Medium and Heavy Duty Trucks, Construction / Off Road Equipment and Trailers
Category 1: Medium/Heavy Duty Trucks Class 4-8 (14,0001-33,001 lbs)
• Blackwater Diesel LLC (Primary)
• Tampa Spring Company (Secondary)
• Dynamic Diesel Works (Tertiary)
Category 2: Construction / Off Road
• Blackwater Diesel LLC (Primary)
• Tampa Spring Company (Secondary)
• Dynamic Diesel Works (Tertiary)
Category 3: Walking Floor and Standard Trailer
• Blackwater Diesel LLC (Primary)
• Tampa Spring Company (Secondary)
Due to an influx of repairs from various departments and a shortage of qualified mechanics within the Fleet Division, General Services has outsourced an unforeseen number of repairs.
On February 3, 2025, the City Manager approved a 10% increase, bringing the total amount to $275,000.00.
General Services is requesting authorization to increase our current purchase order for maintenance and repair of city vehicles by $75,000.00 for the initial term ending June 30, 2025, and each renewal option by $100,000.00, bringing the cumulative not-to-exceed amount to $350,000.00 annually.
The pricing structure based on hourly rates and parts and materials mark-up for repair and maintenance service has not changed and remains the same as in the attached ITB 30-24 bid tabulation.
APPROPRIATION CODE AND AMOUNT:
Funding for the current year is available in the Garage Fund - Fleet Maintenance operating cost code 5666611-546500, Garage Equipment Repairs. Future year funding will be requested as part of the annual budget process.
The Garage Fund is an internal service fund of the City which supports city-wide fleet maintenance.
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.
