SR-05-14-2013-3JCity Council Meeting: May 14, 2013
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Reject Bids for the Purchase and Delivery of Vehicle Filters and
Miscellaneous Parts
Recommended Action
Staff recommends that the City Council:
1. Reject all bids received on February 4, 2013 for the purchase and delivery of
vehicle filters and miscellaneous parts.
2. Direct staff to modify and reissue a bid in order to obtain the best bidder for vehicle
filters and miscellaneous parts.
Executive Summary
On February 4, 2013, three bids were received for the purchase and delivery of filters and
miscellaneous parts used in the maintenance of City vehicles. Staff recommends rejecting
all bids received for Bid #4025 and modifying the bid specification to incorporate additional
requirements that would allow for more competitive and accurate pricing, inclusive of all
parts within a manufacturer's price list for parts needed in the maintenance of City
vehicles.
Discussion
In January 2013, the City published a Notice Inviting Bids to furnish and deliver filters and
miscellaneous non - original equipment manufacturer (OEM) parts used in the maintenance
of City -owned vehicles. The bid was posted on the City's on -line bidding site, and notices
were advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Three bids were received and publicly opened on February 4,
2013 per Attachment A.
The results for Bid #4025 include pricing for a sample of the most used parts. In the past,
this has caused confusion as vendors claim that they only need to provide pricing on the
items stated in the bid specifications. Staff recommends rejecting all the bids received for
1
Bid #4025 to modify the bid specifications and require vendors to bid on product lines and
brands and provide a discount on all parts, not only the representative sample. This would
allow for more competitive and accurate pricing, inclusive of all parts within a
manufacturer's list. Staff would rebid the purchase of vehicle filters and miscellaneous
parts at a later time.
Financial Impacts & Budget Actions
There are no budget or financial impacts associated with the recommendation made in this
report.
Prepared by: David Lasher, Administrative Analyst
Approved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachment: A — Bid Summary
6
ATTACHMENT
Bid No.:4015
Bid Close Date: u/4/l013
Bid Description: Furnish and deliver filters as required by Fleet Management
O'Reilly Auto Parts
Springfield, MO
Eddings Ryros Inc.
I lawthorne, CA
Warren Distributing, lryc
Santa Fe springs, CA
lu�rl, no,
I lair
Description
Wheltheilread, Yi x Il pipe bli,,hice,
u/M
Drill
$2.33
Unit PrIce
$7,46
Unit Price
$1.84
-EA
62.4
Wheillie'llead, Y. full Compression union
EA
$1.93
�2,13
$1.12
l, full compeslion union
EA
$6.64
$5.32
$186
C5356M
�vhealhcuhrad, V, hud�c fare xil female 45 degree adapt
EA
$511
$5,03
$Z74
--F2409X2
Wheathertread, ilis street elbow go degree, steel
EA
$2.13
21
$1,70
�,rlii
pill bits, eneral pulp.Vt high speed steel - bright finish
EA
$2.69
$1.63
$2.21
1/4
Drill bits, general huncow. HUh speed ste.ol - bright finish
CA
$3A9
$2.57
$3,13
3/8
Drill le", general purpose high speed steel - bright finish
CA
$6.99
$5.06
$8,23
1/2
Drill bits, general purpose Irbil speed steel - bright finish
EA
$11.99
$7,73
$13,13
_7 I i2 77
Natural gas fuel injector (FJ211 of FJ10231 Standard)
EA
�108.61
$81.00
$55.76
715-15co
n-I, hose, sx. role pipe thread
EA
$22.99
$20.24
$11.21
S1748
Oil filter Wix Gilly
EA
$27,53
�27.54
$17,90
51824
Oil firler/ lifix only
�yA
$12.82
T1 2793
$833
46134
Air fliter/sinx only
$4.96
$3,22.
42588
All filter / Will holy
EA
$55.56
$36,11
42234
1 filter ilWWchly
EA
$2158
sam
$15,33
4C67O
Air filter / WIX only
EA
$49.93
$49.94
$32A6
46433
Air filter / Wre, Only
EA
�24,25
$24,25
$15,76
33595
fuel fifter/wixelly
EA
$6.27
$6,27
SUR
o 33296
Final filter / Wix only
CA
55.93
$594
$3.86
24071
coolant fifler / wi� orly
CA
$8.00
$8.00
$5.20
percent Discount off of Mir Price List for Mist, items
Lot as 411�� lAtter
45%1065%
2W%. to 61%
Payment Terms
2% JO net 20
Net SO
Net 10
Additional Fees & Charges
N/A
N/A
N/A
Year 3 Renewal Price Increase
Inc. duw bdortiz� P.,
MFR rru,,I,e/dr'u".sV
Vendor cornrrenI5
ii ef�,toncln�iuurdeh
Nfleni Seadn In bid,
Ishilt,rd .1. 1. Inc
Oniucd the In, V, tins