sr-022812-3d (2)City of
Santa Monica,
City Council Report
City Council Meeting: February 28, 2012
Agenda Item: —D
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Purchase of Tires for Light -Duty and Passenger Vehicles
Recommended Action
Staff recommends that the City Council:
1. Amend Purchase Order #19402 to cover outstanding invoices for the purchase,
delivery and repair of light -duty and passenger vehicle tires in the amount of
$12,000 with Byron Woodley Tire Company, Inc., a California -based company,
for the first half of FY2011 -12. This will result in a revised purchase order in the
amount of $42,000.
2. Award Bid #3073 for the purchase, delivery and repair of light -duty and
passenger vehicle tires from Byron Woodley Tire Company, Inc., a California -
based company, in the amount of $25,000 for the remainder of FY2011 -12 and
$52,000 for FY2012 -13. This will result in a new purchase order in the amount of
$77,000.
Executive Summary
The City purchases tires for light -duty and passenger vehicles as part of the City's tire
replacement program. In June 2011, a purchase order with Byron Woodley Tire
Company, Inc. in the amount of $30,000 was established for the purchase, delivery and
repair of tires for light -duty and passenger vehicles. The amount of the purchase order
has been exceeded by $12,000. Staff recommends an amendment to Purchase Order
#19402 in the amount of $12,000 with Byron Woodley to cover outstanding invoices for
the first half of FY2011 -12. In January 2012, the City solicited bids for the purchase,
delivery and repair services of light -duty and passenger vehicle tires. Only one bid was
received. Staff recommends a new purchase order with Byron Woodley in an amount
not to exceed $77,000 for the purchase, delivery and repair of light -duty and passenger
vehicle tires for the remainder of FY2011 -12 and FY2012 -13.
Discussion
The City purchases tires for light -duty and passenger vehicles as part of the City's tire
replacement program. Light -duty and passenger tires are not typically retreaded as the
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cost is usually more than new in these sizes and the casings are frequently damaged.
Most of the passenger vehicle tires purchased are to replace tires on police pursuit
vehicles.
The City has purchased tires from Byron Woodley for the last several years. The
cumulative total amount paid over the last three years to Byron Woodley has exceeded
$100,000. Purchasing guidelines require Council approval for multi -year purchases
exceeding $100,000. In June 2011 a purchase order with Byron Woodley Tire
Company, Inc. in the amount of $30,000 was established for the purchase, delivery and
repair of tires for light -duty and passenger vehicles for FY2011 -2012. The original
purchase order amount was exceeded by $12,000. Therefore, staff recommends an
amendment to Purchase Order #19402 in the amount of $12,000 with Byron Woodley to
cover outstanding invoices, for a revised purchase order in the amount of $42,000.
Staff has solicited new bids for the purchase, delivery and repair of light -duty and
passenger vehicle tires for the remainder of FY2011 -12 and FY2012 -13.
Vendor Selection
In January 2012, a notice inviting bids for the purchase, delivery and repair services of
light -duty and passenger vehicle tires was posted on the City's online bidding site,
Planet Bids. A total of 26 vendors were notified, six downloaded the bid, and Byron
Woodley was the only bid received. The bid was publicly opened on January 19, 2012
as follows:
Company Location Bid Amount
Byron Woodley Tire Company, Inc. Santa Monica, CA $51,772
The bid was evaluated based on competitive pricing, ability to meet specifications, and
completeness of bid response. Based on these criteria, staff recommends Byron
Woodley Tire Co, Inc. as the best bidder. Byron Woodley's bid is for period beginning
July 1, 2011 through June 30, 2012, and a one -year renewal period beginning July 1,
2012 through June 30, 2013 at the same price, terms and conditions.
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Financial Impacts & Budget Actions
The purchase order amendment to PO #19402 to be awarded to Byron Woodley Tire
Company, Inc. is $12,000, for a new purchase order total of $42,000. The purchase
order to be awarded to Byron Woodley Tire Company, Inc. is $77,000. Funds in the
amount of $89,000 are available in the FY2011 -13 budget in account 54459.522930.
Prepared by: Rick Sikes, Fleet Superintendent
roved:
Forwarded to Council:
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