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 Al’s Transmissions, Inc. D/B/A Aaction Better Built Transmission, Gold Coast Transmissions, Inc. And Kaydon Enterprises, Inc. D/B/A Aamco Transmissions And The City Of Hollywood For Transmission Repair And Replacement Services For General And Police Vehicles For An Estimated Annual Expenditure Of $75,000.00.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The Department of Public Works Fleet Management Division requested that Procurement Services solicit bids for Transmission Repair and Replacement Services for General and Police fleet vehicles to eliminate the quote process each time one of these services is needed, by establishing blanket purchase order agreements with firm unit pricing and also cost plus pricing for automotive transmission repair services.
The Public Works Department, Fleet Management Division is seeking to establish a contract, including all labor and equipment, for Transmission Repair and Replacement Services for General and Police fleet vehicles, when operationally required with up to three (3) qualified contractors.
On February 12, 2016, Notification of Bids, Bid Number F-4473-16-RD was electronically advertised via BidSync in accordance with the City’s Purchasing Ordinance, Section 38.42(A).
Formal Bid F-4473-16-RD was opened at 3:00 p.m. on May 6, 2016, and resulted in the following three (3) responses:
Al’s Transmissions, Inc. $326,295.00
d/b/a Aaction Better Built Transmission Pembroke Pines, Florida
Gold Coast Transmissions, Inc. $423,013.00
Fort Lauderdale, Florida
Kaydon Enterprises, Inc. $433,235.00
d/b/a Aamco Transmissions
Pembroke Pines, Florida
The bid document requested pricing for all current vehicles by make, model and the transmission model in the City’s fleet, which may or may not require transmission services during the term of the agreement. The City of Hollywood is not obligated to purchase any guaranteed amount and it is estimated that the actual quantity of this type of service will not exceed the cost of $75,000.00 in one year’s time.
Although the bid dollar amounts received exceed the department’s budgeted amount of $75,000.00 for the required services, the Department of Public Works will request the required Transmission Repair and Replacement Services for General and Police fleet vehicles, for various vehicles for transmission repair or replacement when operationally required in an amount not to exceed $75,000.00 annually.
Upon review of the bids submitted by Procurement Services staff and the Department of Public Works staff, all three (3) bids submitted were declared responsive and responsible.
The City of Hollywood has prior experience with the three bidders and their performance has been satisfactory.
After all Bids received were thoroughly reviewed, the Director of Public Works and the Contract Compliance Officer have recommended that the City Commission approve awards to the three (3) lowest responsive, responsible bidders, Al’s Transmissions, Inc. d/b/a Aaction Better Built Transmission of Pembroke Pines, Florida, Gold Coast Transmissions, Inc. of Fort Lauderdale, Florida and Kaydon Enterprises, Inc. d/b/a Aamco Transmissions of Pembroke Pines, Florida, who meet all requirements of the bid document.
The lowest bidder shall be considered the primary vendor and should receive the largest volume of work, but the City of Hollywood reserves the right to procure from the second or third lowest bidder if: a) the lowest bidder cannot comply with requirements or specifications; b) the lowest bidder is not in compliance with requirements or specifications on current or previous orders; c) in cases of emergency; d) if it is in the best interest of the City to do so regardless of reason.
The term of this agreement is for an initial two (2) year period with the right to renew for two (2) additional two (2) year periods subject to vendor acceptance, satisfactory performance and determination that renewal will be in the best interest of the City.
Award is subject to the City receiving all insurance required and approved by the City’s Risk Manager, along with signed statements of Hold Harmless and Indemnity to the City.
Funding in the amount of $75,000.00 has been provided in the fiscal year 2016 budget in the Public Work’s Account Numbers 57.5101.00109.590.004632 Maintenance - Vehicles and 57.5101.00102.590.004632 Maintenance - Vehicles, and will be budgeted in subsequent fiscal years.
Recommended for inclusion on the agenda by:
Wazir A. Ishmael, City Manager
Gus Zambrano, Assistant City Manager/Sustainable Development, Office of the City Manager
Sylvia Glazer, Director, Public Works
George Keller, Assistant City Manager Finance and Administration, Office of the City Manager
Paul Bassar, Contract Compliance Officer, Office of the City Manager