SR 07-24-2018 3F
City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid to Completes Plus for Auto and Light-Duty Truck Parts
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4305 to Completes Plus, a California-based company, for the
purchase and delivery of auto and light-duty truck parts; and
2. Authorize the Purchasing Services Manager to issue a purchase order with
Completes Plus for the purchase and delivery of auto and light-duty truck parts in
the amount not to exceed $80,675 for one year, with four additional one-year
renewal options to extend on the same terms and conditions, for a total amount
not to exceed $403,375 with future year funding contingent on Council budget
approval.
Summary
To ensure the safe and reliable operation of fleet vehicles, City staff purchase s a variety
of new, miscellaneous parts to perform routine maintenance and repair service on
vehicles and light-duty trucks. Staff recommends issuing a purchase order with
Completes Plus for the purchase and delivery of miscellaneous auto and light -duty truck
parts for a total amount not to exceed $403,375 over a five-year period, with future year
funding contingent on Council budget approval.
Discussion
For the last nine years, the Fleet Management Division has piggybacked off of the City
of Los Angeles’ automotive supply contract with Warren Distributing through a series of
contract extension amendments. However, staff determined the City should issue its
own solicitation of a formal bid to obtain pricing specific to the City’s Fleet Management
section.
Vendor Selection
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Past Council Actions
Meeting Date Description
06/27/2017
(Attachment A)
Council authorized the continued purchasing of various auto and
light-duty truck parts from Warren Distributing as an exemption to
the competitive bid process in an amount not to exceed $53,117,
while staff conducted a formal bid.
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Completes Plus for the purchase
and delivery of auto and light-duty truck parts.
Request Amount FY 2018-19 Budget Department
Account #
Total Purchase Order Amount
$80,675 70500001.529020 $403,375
Future year funding is contingent upon Council budget approval.
Bid Data
Bid Posting Date Bid Posted
On
Bid Advertised In
(City Charter & Municipal
Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
5/7/18
City's
Online
Bidding
Site
Santa Monica Daily
Press 19 4 5/21/18
Submittals Received Vendor Selection Recommendation
Wondries
Fleet Group $12,818 Municipal Code SMMC 2.24.072
Completes
Plus $24,245
Evaluation Criteria
(Include all that apply) Price, previous experience, ability to deliver,
quality of product, and compliance with City
specifications. Warren
Distributing,
Inc.
$30,102
O’Reilly
Automotive,
Inc.
$40,808
Best Bidder Completes Plus
Best Bidder Justification
Completes Plus is not the lowest bidder, they had the second lowest bid, stated they could meet
the delivery timeframes for stocked and non-stocked parts, and offered the same price, terms,
and conditions and four renewal year options. They also offered an across-the-board discount of
50% on items purchased that are not listed in the bid. The lowest bidder entered a “no bid” on a
majority of the listed parts.
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Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. June 27, 2017 Staff Report
B. Completes Plus Oaks Form