SR 09-12-2017 3J
City Council Report
City Council Meeting: September 12, 2017
Agenda Item: 3.J
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Authorization to Continue to Purchase Passenger and Light-Duty Tires from
Byron Woodley Tire
Recommended Action
Staff recommends that the City Council authorize the Purchasing Services Manager to
increase the purchase order amount with Byron Woodley Tire, a California-based
company, for the purchase and delivery of various passenger and light-duty tires and
tubes, by an additional $213,332 and extend the purchase order for one-and-a-half
years through January 14, 2019, for a revised total amount not to exceed $423,332,
with future year funding contingent on Council budget approval.
Executive Summary
Two-thirds of the City’s fleet vehicles (approximately 600), including Police and Fire
department vehicles, are equipped with passenger and light-duty tires. The Fleet
Management Division purchases passenger and light-duty tires in order to perform
routine vehicle repairs, which ensures the reliability of the vehicles and the safety of City
staff who use the vehicles to carry out City business. Staff recommends that the City
Council authorize the Purchasing Services Manager to increase the purchase order
amount with Byron Woodley Tire, a California-based company, for the purchase and
delivery of various passenger and light-duty tires and tubes, by an additional $213,332
and extend the purchase order for one-and-a-half years through January 14, 2019 for a
revised total not to exceed $423,332, with future year funding contingent on Council
budget approval. Byron Woodley Tire is a vital provider of passenger and light-duty
tires. Tires, tubes and service include, but are not limited to, valve stems, disposal,
dismount, wheel balance, road calls and emergency service.
Background
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The Fleet Management Division is responsible for ensuring that City vehicles and other
automotive-related equipment are available, dependable and safe to operate. The
division completes an average of 7,107 work orders per fiscal year. This includes
replacing or repairing tires, along with all other preventative maintenance and repair
completed by Fleet mechanics.
Byron Woodley Tire is a vital provider of passenger and light-duty tires and tubes for
Fleet Management and provides emergency road call repair services for various City
departments including the Police Department.
Discussion
The Fleet Management Division relies on vendor services for passenger and light-duty
tires that are necessary for the day-to-day maintenance of City vehicles and other
automotive-related equipment. Vendor services are also required for emergency vehicle
service and roadside assistance, which include but are not limited to replacement and
disposal of valve stems, tires and tubes, wheel balancing and the dismounting of tires
for various City departments including the Police Department.
On January 14, 2014, Council awarded Bid No. 4119 to Byron Woodley Tire for the
purchase and delivery of tires, tubes and related services in an amount not to exceed
$210,000. A total of $284,512 has been expended since then, with an additional $7,570
in outstanding invoices, reflecting a total overage of $82,082. Tire purchases ebb and
flow, dependent upon vehicle utilization and age, making exact expenditure amounts
difficult to predict. Fleet has an obligation to ensure all vehicles are safe to operate.
Over the last three years, Fleet has had to replace or repair a significantly higher
amount of tires than anticipated in order to keep the City fleet safe.
In order to continue providing essential maintenance and services, staff is requesting
authority for the overage of $82,082, plus future expenditure authorization of $41,250
from now through January 14, 2018, and another $90,000 from January 15, 2018 to
January 14, 2019. This reflects a total amount not to exceed $423,332 through January
14, 2019, at which time the City will go out to bid. Byron Woodley has agreed to extend
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the same terms and conditions from Bid No. 4119 for an additional one-and-a-half years
through January 14, 2019, for a total of five years.
To coincide with fiscal year budget cycles, staff is requesting authority to spend
$213,332, which includes actual expenditures of $74,512 in FY 2015-16 and FY 2016-
17 and future expenditures of $90,070 in FY 2017-18 and $48,750 in FY 2018-19. This
request would result in an amount not to exceed $213,332 through January 14, 2019.
Vendor/Consultant 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 bids were 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 Section 2.24.100(a). 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 was the lowest bidder based
on 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 was recommended as the best bidder for the purchase and
delivery of passenger and light-duty vehicle tires and provision of related services.
On January 14, 2014 (Attachment B), the City Council awarded Bid No. 4119 to Byron
Woodley Tire 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.
Staff recommends that the City Council authorize the Purchasing Services Manager to
increase the purchase order amount with Byron Woodley Tire by an additional $213,332
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and extend the purchase order for an additional one-and-a-half years through January
14, 2019, with future year funding contingent on Council budget approval.
Financial Impacts and Budget Actions
The purchase order to be awarded to Bryon Woodley Tire is for an amount not to
exceed $213,332. Funds of $90,070 are available in the FY 2017-18 budget in the
Public Works Department. The purchase order will be charged to account
54459.522930. Future year funding is contingent on Council budget approval.
Prepared By: Heidi Duran, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Bid No. 4119 Summary
B. January 14, 2014 Staff Report
C. Oaks Form - Byron Woodley Tire
Item
1 Annual Usage Annual Usage Unit Price Extended Recap Pricing Other
2 20 $129.97 Capitol H/T $230.99 Michelin LTX
M/52 20 $180.63 $3,612.60
Goodyear
Wrangler AT S
6ply*
3 10 $94.96 Capitol A/T $192.99 Michelin LTX
M/52 10 $120.79 $1,207.90
Goodyear
Wrangler RT S
10ply*
4 20 $92.55 Capitol A/T $195.44 Michelin LTX
M/52 GRNX 20 $130.65 $2,613.00
Goodyear
Wrangler HT
10ply*
5 20 $90.35 Capitol A/T $150.32 Michelin A/T 2
LTX 20 $94.33 $1,886.60
Goodyear
Wrangler AT
IS 8ply*
6 100 $103.76 Capitol A/T $198.03 Michelin LTX
M/S2 100 $99.02 $9,902.00
Goodyear
Wrangler RT
S*
7 50 $53.96 Uniroyal AWP
II T/PAW $53.96 Uniroyal AWP II
T/PAW 50 $42.18 $2,109.00 Goodyear
Ultra Grip*
8 10 $105.43 Capitol A/T $187.99 Michelin LTX
M/S2 GRNX 10 $122.76 $1,227.60
Goodyear
Wrangler RT S
10ply*
9 10 $153.99 $153.99 10 $151.00 $1,510.00 Goodyear*
10 10 $35.33 Capitol Sport $76.21 10 $59.30 $593.00 Goodyear*
11 10 $56.99 Goodyear
Integrity $109.87 10 $58.62 $586.20 Goodyear*
12 50 $149.87 Goodyear
Eagle RSA P $149.87 50 $97.73 $4,886.50 Goodyear*
13 200 $231.39 Goodyear
Eagle RSA P $231.39 200 $116.76 $23,352.00 Goodyear*
Item
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Item
30
Period 2
Period 331 Renewal Same price, terms, and condition offered. State of California Bid
P235/55R17RSA
Same price, terms, and condition offered. State of California Bid
Part Number
LT235/75R15
LT245/75R16
P155/80R13
LT235/85R16
P195/80R16‐ Bridgestone for
Electric Toyota Rav‐4
P175/70R13
Payment Terms
If applicable, will you be able
to comply with the business
license and insurance
requirements?
Can comply
Net 30 90
Please indicate the warranty
offered for new tires.
Description Response
Supplemental Questions Response Response
Do you come onto City of
Santa Monica property to
perform your service?
Yes
Do you deliver parts and/or
products in your own company
vehicle?
Yes
40%
19%
LT225/75R16
LT275/65R18
LT215/85R16
Pricing Response
Unit Price for Listed Tire
Brand
Unit Price for Listed Tire
Brand
P215/70R15
P225/60R16RSA
Labor and Services
Valve Stems
Disposal
Bid No. 4119
Bid Description: Furnish and deliver tires for passanger and light duty vehicles and provide related services as required by Fleet Management.
Bid Closing Date: October 22, 2013
ASAP TIRE Byron Woodley Tire Co
Santa Fe Springs, CA Santa Monica, CA
Response Response
Tread Life Remaining % of Credit Offered to the City of Santa Monica % of Credit Offered to the City of Santa Monica
100%
100%
100%
Response * State of California Bid Prices
Comments
No Charge
Per Tire
Per Wheel/Tire
Per Wheel
Road Call‐ Hourly Rate:
Saturdays
Road Call‐ Hourly Rate:
Sundays/Holidays
Please indicate the response
time for emergency service
requests:
Please indicate if 24/7
emergency service availability
is offered:
$2.50
$20.00
$5.00
Dismount and Mount
Wheel Balance
Flat Repair
Road Call‐ Hourly Rate: Normal
Business Hours (Monday‐
Friday)
Road Call‐ Hourly Rate: After
Hours (Monday‐Friday)
1 Hour
No
$2.00
$10.00
$5.00
$25.00 Repair and Balance
$3.00
Response
Item
100%‐80%
59%‐40%
79%‐60%
39%‐20%
19%‐0%
Unit Price Unit Price Comments
Please describe any additional
fees and charges not indicated
in the Bid Section:
No
Delivery Fee $20