Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Issue The Attached Blanket Purchase Orders Between Goodyear Tire & Rubber Company’s Three (3) Authorized Local Dealers, Goodyear Auto Service Center #2544, Goodyear Fleet Tire Truck & Auto Center, And Goodyear Auto Service Center #6647 And The City Of Hollywood For The Purchase Of Automobile And Light Truck Tires And Optional Related Services By Increasing The Estimated Annual Expenditure From A Combined Total Of $102,000.00 To A Combined Total Of $188,600.00 For The Remainder Of The First Year Of The Initial Two Year Contract Term, And From A Combined Total Of $102,000.00 To A Combined Total Of $223,600.00 For The Second Year Of The Initial Two Year Contract Term, And Further Authorizing Budgetary Adjustments And Transfers Within The Internal Services Fund 57 As Detailed In Exhibit 1, And Providing An Effective Date.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Fleet Management Division of the Public Works Department and the Fire Rescue & Beach Safety Department requires an agreement for the purchase and optional related service of automobile and light truck tires for replacement or repair to include on hand stock to replace worn out or damaged tires for the City’s Police, General Services and Fire Rescue fleet vehicles.
The requested automobile and light truck tires and the optional related services were competitively bid through the Florida Sheriffs Association, pursuant to Bid Award Number 15/17-07-0220, to obtain the most cost effective Tires and Optional Related Services for the Florida Sheriff’s Association members while maximizing availability, quality, and level of service and for the use and reliance of government entities within the State of Florida, for an initial two (2) year period with two (2) additional one (1) year renewal periods.
The Florida Sheriffs Association bid contract was awarded to the Goodyear Tire & Rubber Company of Akron, Ohio.
The contract bid tire products and optional related services are made available to government entities through their local authorized Goodyear dealers.
The City’s three (3) local authorized Goodyear dealers are the Goodyear Auto Service Center #2544 located at 2825 Hollywood Boulevard, the Goodyear Fleet Tire Truck & Auto Center located at 5911 Pembroke Road, and the Goodyear Auto Service Center #6647 located at 497 S State Road 7 for both the supply of automobile and light truck tires, and optional related services
On May 20, 2015, the City Commission passed and adopted Resolution Number R-2015-137 which authorized the issuance of blanket purchase order numbers B002663, B002664 and B002694 with the City’s three (3) local authorized Goodyear dealers for the purchase of automobile and light truck tires and optional related services in accordance with the Florida Sheriffs Association, Bid Award Number 15/17-07-0220, for an initial two (2) year term in an estimated annual expenditure of $102,000.00 with the option to renew for two (2) additional one (1) year periods.
The Fleet Management Division of the Public Works Department has experienced an operational increased demand for purchase of automobile and light truck tires and the optional related services than originally estimated for a one (1) year period.
As of March 3, 2016 the Fleet Management Division of the Public Works Department has calculated an expenditure of $141,508.53 for the purchase of tires and services on contract from the City’s local authorized Goodyear dealers.
Due to unanticipated product needs and unforeseen developments, the Fleet Management Division of the Public Works Department requests a change order to increase the total amount of blanket purchase order numbers B002663, B002664 and B002694 and usage spent in the amount of $47,169.00 for the remainder of the first year of the initial two (2) year contract term.
The Fleet Management Division of the Public Works Department will also experience an operational increased demand for the purchase of automobile and light truck tires and the optional related services than originally estimated for the second one (1) year period of the of the initial two (2) year contract term.
The Fleet Management Division of the Public Works Department has calculated an expenditure of $223,600.00 for the purchase of tires and services on contract from the City’s local authorized Goodyear dealers for the second one (1) year period of the of the initial two (2) year contract term.
Due to the actual expenditure experience from the first year of the initial two (2) year contract term, adding forty (40) new Chevrolet Tahoe’s to the active fleet and unanticipated product needs and unforeseen developments, the Fleet Management Division of the Public Works Department requests a change order to increase the total amount of blanket purchase order numbers B002663, B002664 and B002694 and usage spent in the amount of $121,600.00 for the second year of the initial two (2) year contract term.
Section 38.40 (C)(5) of the Purchasing Ordinance allows the Director to procure, without following formal procedures, all goods and services which are subject of contracts with the state, its political subdivisions, the United States government, other governmental entities, or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof, provided however, the goods and services are: (i) the subject of a price schedule negotiated by the state or the United States government, or (ii) the subject of a contract with another governmental entity or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof, which contract is based strictly on competitive bids or competitive proposals and not on any preference.
The Director of Public Works and the Contract Compliance Officer recommend that the City Commission approve the change order to increase the total dollar amount of blanket purchase order numbers B002663, B002664 and B002694 with the City’s three (3) local authorized Goodyear dealers in the amount of $47,169.00 for the purchase of automobile and light truck tires and the optional related services for the remainder of the first year of the initial two (2) year contract term, providing for a new estimated annual expenditure of $188,600.00.
The Director of Public Works and the Contract Compliance Officer recommend that the City Commission approve the change order to increase the total dollar amount of blanket purchase order numbers B002663, B002664 and B002694 with the City’s three (3) local authorized Goodyear dealers in the amount of $121,600.00 for the purchase of automobile and light truck tires and the optional related services for the second year of the initial two (2) year contract term, providing for a new estimated annual expenditure of $223,600.00.
Award is subject to the City’s receipt and approval of all insurance certificates required by the City’s Risk Manager.
Funding for the agreement has been provided in the fiscal year 2016 budget in the Public Works Fleet Management Division’s Account Numbers 57.5101.00102.590.005212 - Automotive Supplies and 57.5101.00109.590.005212 Automotive Supplies, and in the Fire Rescue & Beach Safety Department’s Account Number 01.2151.00000.522.005212 - Automotive Supplies, and funding will be budgeted in subsequent fiscal years.
Recommended for inclusion on the agenda by:
Dr. Wazir Ishmael, City Manager
Gus Zambrano, Assistant City Manager/Sustainable Development,
Sylvia Glazer, Director, Public Works
Mirtha Dziedzic, Interim Director, Financial Services
Paul Bassar, Contract Compliance Officer, Office of the City Manager