SR 06-27-2017 3I
Ci ty Council
Report
City Council Meeting : June 27, 2017
Agenda Item: 3.I
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Street & Fleet Services
Subject: Approve Purchase Order for Various Auto and Light -Duty Truck Repair Parts
Recommended Action
Staff recommends that the City Council authorize the Purc hasing Services Manager to
issue a purchase order with Warren Distributing, Inc., a California -based company, for
the purchase and delivery of various auto and light -duty truck par ts. This recommended
award is made as an exception to the competitive biddin g process pursuant to Section
2.24.080(b), as competitive bidding has already occurred, and is for a total amount not
to exceed $228,064 t hrough December 31, 2017 , with future year funding contingent on
Council budget approval.
Executive Summary
Staff rec ommends that the City Council authorize the Purchasing Services Manager to
issue a purchase order with Warren Distributing, Inc., a California -based company, for
the purchase and delivery of various auto and light -duty truck parts. Warren Distributing,
Inc . is a vital provider of auto and light -duty truck parts for Fleet Management in order to
perform repairs on two thirds of the City fleet, approximately 600 vehicles. Parts include,
but are not limited to, wiper blades, oil filters, spark plugs, lug nuts, serpentine belts, air
filters, various light bulbs, brake pads, brake shoes, brake rotors, ignition wire sets,
water pumps, etc. This recommended award is made as an exception to the competitive
bidding process pursuant to Section 2.24.080(b), as competiti ve bidding has already
occurred, and is for a total amount not to exceed $228,064 through December 31, 2017,
with future year funding contingent on Council budget approval.
Background
Warren Distributing, Inc. is a vital provider of auto and light -duty tr uck parts for Fleet
Management in order to perform repairs on two thirds of the City fleet, approximately
600 vehicles. Parts include, but are not limited to, wiper blades, oil filters, spark plugs,
lug nuts, serpentine belts, air filters, various light bu lbs, brake pads, brake shoes, brake
rotors, ignition wire sets, water pumps, etc.
Discussion
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For the past nine years, Fleet Management has purchased parts and supplies using the
City of Los Angeles' automotive supply contract with Warren Distributing. Ame ndment
17 to Contract 58578 was issued by the City of Los Angeles on December 20, 2016,
which extends the term of the contract through December 31, 2017.
The City of Los Angeles Contract No. 58578 was executed on April 1, 2006, valid
through March 31, 200 7, with nine contract renewals per Attachment A . The contract
would have expired on March 31, 2016, but has been renewed through December 31,
2017 via Amendment 17 , per Attachment B . S anta Monica Fleet Management s taff will
solicit a formal bid for various auto and light -duty truck parts by December 31, 2017 , as
the future of the City of Los Angeles’ contract is uncertain .
Throughout the time Fleet Management has utilized Warren Distributing, they have
provided the best pricing, have delivered parts withi n hours of ordering , and have
provided excellent customer service for the purchase and delivery of parts such as
wiper blades, oil filters, spark plugs, lug nuts, serpentine belts, air filters, various light
bulbs, brake pads, brake shoes, brake rotors, ig nition wire sets, water pumps, etc.
Pending a formal bid process, staff requests authority for $228,064 , which includes
actual expenditures of $179,815 from FY 2014 -15 through FY 2016 -17 and $48,249 in
FY 2017 -18. This request would result in an amount no t to exceed $228,064 from July
1, 2014 through December 31, 2017.
Vendor/Consultant Selection
Staff recommends Warren Distributing, Inc., to furnish and deliver auto and light -duty
truck parts as an exemption to the competitive process. Section 2.24.080(b ) of the
Santa Monica Municipal Code, Exception to Competitive Bidding, allows the City to use
a competitive bidding process that has already been completed by Federal, State,
County, City, or special district government agencies, to purchase the same supp lies or
equipment that the other entity has already purchased under an existing bid. Staff
recommends utilizing this process in order to obtain the most competitive pricing for
auto and lig ht -duty truck parts until staff solicits a formal bid. The City of Los Angeles
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has already engaged in the competitive bidding process, resulting in Contract No.
58578 on April 1, 2006 .
Financial Impacts and Budget Actions
The purchase order to be awarded to Warren Distributing, Inc. is for an amount not to
exceed $228,064 . Funds of $48,249 are available in the FY 2017 -18 proposed budget
in the Public Works Department. The purchase order will be charged to account
54459.522990 . Future year funding is contingent on Council budget approval.
Prepared By: Heidi Duran, Admin istrative Analyst
Approved
Forwarded to Council
Attachments:
A. Staff Report - September 10, 2013
B. Warren Contract No. 58578 - Amendment 17
C. Warren Distri buting Oaks Form 2017 -05 -22