SR-01-14-2014-3LCity Council Meeting: January 14, 2014
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Purchase Order Increase and Bid Award for Passenger and Light Duty
Vehicle Tires
Recommended Action
Staff recommends that the City Council:
1. Approve a change order to Purchase Order No. 22854 in the amount of $40,000
with Byron Woodley Tire Company, Inc., a California -based company, to cover
outstanding invoices for the purchase and delivery of passenger and light duty
vehicle tires and provision of related services for the first half of FY 2013 -14. This
would result in a revised purchase order total not to exceed $45,428.
2. Award Bid No. 4119 for the purchase and delivery of passenger and light duty
vehicle tires and provision of related services to Byron Woodley Tire Company,
Inc., a California -based company, in an amount not to exceed $40,000 for the
remainder of FY 2013 -14, with two one -year options for $85,000 per year to
renew at the same price, terms, and conditions, for a total award amount not to
exceed $210,000 over a three -year period, with future funding contingent on
Council budget approval.
Executive Summary
The City purchases tires for light -duty and passenger vehicles as part of the City's tire
replacement program. Interim Purchase Order No. 22854 was issued to Byron Woodley
Tire Company, Inc. in FY 2013 -14 until a formal bid could be conducted. Staff
recommends Council approve a change order to Purchase Order No. 22854 for $40,000
to cover outstanding invoices for the first half of FY 2013 -14.
In September 2013, the City solicited bids for the purchase and delivery of passenger
and light duty vehicle tires. No bids were received. In October 2013, the City again
solicited bids for the purchase and delivery of passenger and light duty vehicle tires and
provision of related services. Two bids were received. Staff recommends award of Bid
No. 4119 bid to Byron Woodley Tire Company, Inc. in the amount of $40,000 for the
remainder of FY 2013 -14, with two one -year renewal options for subsequent years. The
total amount of the interim purchase order and bid award for FY2013 -14 would be
$85,428.
1
Discussion
The City purchases tires for light duty and passenger vehicles as part of its tire
replacement program. Most of the passenger vehicles tires purchased are to replace
tires on police pursuit vehicles. Light duty vehicles include pickup trucks and vans.
On February 28 2012, Council awarded Bid No. 3073 for the purchase, delivery, and
repair of light duty and passenger vehicle tires to Byron Woodley Tire Company, Inc. for
the remainder of FY 2011 -12 and FY 2012 -13.
At the beginning of FY 2013 -14, interim Purchase Order No. 22854 was issued to Byron
Woodley Tire Company, Inc. in the amount of $5,428 while staff conducted a formal bid.
The interim purchase order amount was exceeded by $40,000 during the formal bid
period due in part to rebidding in October, and due to additional tires purchased for 41
fire vehicles now maintained by Fleet Management as of July 1, 2013.
Vendor Selection
In September and October 2013, the City published Notices Inviting Bids to furnish and
deliver tires for passenger and light duty vehicles and provide related services as
required by Fleet Management. 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. No bids were received in September. Two
bids were received and publicly opened on October 22, 2013, per Attachment A. Bids
were evaluated on price, product availability, selection, quality of material, and
compliance with City specifications. Byron Woodley Tire Company, Inc. was the lowest
bidder, based upon historical and projected use of various tire sizes and the prices for
each tire size as listed in Attachment A; provided all of the requested tire types and
services such as flat repairs; and has a history of satisfactory performance with the City.
Based on these criteria, Byron Woodley Tire Company, Inc. is recommended as the
best bidder for the purchase and delivery of passenger and light duty vehicle tires and
provision of related services.
2
Financial Impacts & Budget Actions
The change order to be awarded to Byron Woodley Tire Company, Inc. is $40,000 for
purchases for the first half of FY 2013 -14, for an amended purchase order total not to
exceed $45,428. The purchase order to be awarded to Byron Woodley Tire Company,
Inc. is $40,000 for purchases for the second half of FY 2013 -14. Funds in the amount of
$80,000 are available in the FY 2013 -14 budget in division 459; the purchase orders will
be charged to account 54459.522930. Budget authority for subsequent years will be
requested in each budget for Council approval. Future funding is contingent upon
Council approval and budget adoption.
Prepared by: Thomas Bullers, Administrative Analyst
Approved: Forwarded to Council:
Attachment: A — Bid Summary
3
Bid No. 4119
Bid Description: Furnish and deliver tires for passenger and light dutyvehicles and provide related services as required by Fleet Management.
Bid Closing Date: October 22, 2013
ASAPTIRE
Byron Woodley Tire Co
Santa
Fe Spurts, CA
Santa Mamas, CA
Item
:'Response
` `Response
Tread Life Remaining
%of Credit Offered to the City of Santa Monica
%of Credit Offered to the City of Santa Monica
100 % -80%
100%
79 % -60%
100%
59 % -40%
100%
39 % -20%
40%
19 %-0%
19%
Item
Pricing
iResponse
Response 'State
of CalRmola
Bid Prices
1
Part Number
Annual Usage
Unit Price for Listed Tire Brand
Unit Price for listed Tire Brand
Annual Usage
Unit Price
Extended
Recap Pricing
Other
Goodyear
2
LT27516SR18
20
$129.97
$2,599.40
Capitol H/T
$230.99
$4,619.80
halm
Michelin LTX
20
$180.63
$3,612.60
Wrangler ATS
61'
Michelin LTX
Goodyear
3
LT215/85R16
10
$94.96
$949.60
Capitol A/T
$192.99
$1,929.90
10
$120.]9
$1,20].90
Wrangler RTS
M/52
01"
Goodyear
4
LT225/75R16
20
$92.55
$1,851.00
Capitol A/T
$195.44
$3,908.80
Mlcbelln LTX
20
$130.65
$2,613.00
Wrangler HT
M /52 GRNX
101•
Mi helin A/T2
Goodyear
5
LT235/75R15
20
$90.35
$1,807.00
Capitol A/T
$150.32
$3,006.40
20
$94.33
$1,886.60
Wrangler AT
Llm
ISS I•
Goodyear
6
LT245/75R16
100
$103.76
$10,376.00
Capitol A/T
$198.03
$19,803.00
Michelin LTX
100
$99.02
$9,902.00
Wrangler RT
M /52
S'
]
P155/80R13
50
$53.96
Uniroyal AWP
$53.96
$2,698.00
Uniroyal AWPR
50
$42.18
$2,109.00
Goodyear
11TPAW
T /PAW
Ultra
Grip-Goodyear
8
LT235/85R16
10
$105.43
Capital A/T
$187.99
$1,879.90
10
$122.]6
$1,22].60
Wrangler AT
M /52 GRNX
01•
9
P195 /80po,aO idges[one for
P195/c R
10
$153.99
r$7,493.50
$153.99
$1,539.90
10
$151.00
$1,510.00
Goodyear*
ota Rav -4
10
P1]5/]0R13
10
$35.33
Capitol Sport
$76.21
$762.10
ID
$59.30
$593.00
Goodyear*
11
P215/70R15
30
$56.99
Goodyear
$109.87
$1,098.70
10
$58.62
$586.20
Goodyear*
Integrity
12
P225 /6UR16RSA
50
$149.87
Goodyear
$149.87
$7,493.50
50
$97.73
$4,886.50
Goodyear[
Eagle RSAP
13
P235 /551117RSA
200
$231.39
$46,278.00
Goodyear
$231.39
$46,278.00
200
$116.76
$23,352.00
Goodyear'
Eagle RSAP
$]],569.90
$95018.00
$53486.40
Item
who, and Samoa
3unit
Price
Comments -
Unit Pdce
Comments
14
Valve Stems
No Charge
$3.0
15
Disposal
$2.50
Per Tire
$2.OD
16
Dismount and Mount
$20.00
Per Wheel/Tlm
$10.00
17
Wheel Balance
$5.00
Per Wheel
$5.00
18
Flat Repair
$25.00
1 RepMrand Balance
Road Call- Hourly Rate: Normal
19
Bushmss Hours (Monday-
Frida
Road Call- Hourly Rate: After
20
Hours Monde -Frida
Road Call -Hourly Rate:
21
Saturda s
Road Call- Hourly Rate:
22
Sunda s /Halide s
Please indicate the response
23
time for emergency service
IHour
requests:
Please Indicate if 2417
24
emergency service avellability
No
No
Is offered:
Please describe any additional
25
fees and cha gas not indicated
Delivery Fee $20
in the Bid Section:
'S.p lemental Questions
Response
?Response
you came onto City of
26
ID.
Santa Monica property to
yes
Perform your service]
you deliver parts and /or
27
ID.
products in your own company
yes
vehicle]
If applicable, will you be able to
28
comply with the business
Can comply
p y
license and insurance
re .1murents]
Please indicate the warranty
29
offered for new tires.
Item
Description >
-.Response
- Response
30
Payment Terms
Net 30
90
Perlad2
Same pric %terms, and condition offered. State of California Bid
31
Renewal
Periad3
Same price, terms, and condition offered. Slate of California Bid