STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: August 11, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize (1) a three-year master agreement for the purchase of tires, tubes, and flaps for the City's fleet and equipment - The Goodyear Tire & Rubber Company in the estimated amount of $4,354,075.06, Car Concepts Commercial, LLC dba Blagg Tire Wholesale in the estimated amount of $3,697,578.42, Southern Tire Mart, LLC in the estimated amount of $1,578,504.94, Conlan Tire Co. LLC in the estimated amount of $799,193.45, and T & W Tire LLC in the estimated amount of $35,043.24, lowest responsible bidders of six - Total estimated amount of $10,464,395.11; and (2) the ratification of $350,000.00 for the Department of Equipment and Fleet Management and the Fire-Rescue Department to pay outstanding invoices for the purchase of tires, tubes, and flaps for the City's fleet and equipment - Total amount of $10,814,395.11 - Financing: General Fund ($1,698,597.76), Equipment and Fleet Management Fund ($6,702,473.79), Sanitation Operation Fund ($2,216,973.74), Dallas Water Utilities Fund ($102,528.43), Stormwater Drainage Management Fund ($61,450.98), and Confiscated Monies-Federal Fund ($32,370.41)
Body
BACKGROUND
This action does not encumber funds; the purpose of a master agreement is to establish firm pricing for goods, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement. We anticipate the following City departments will use this agreement:
• Department of Equipment and Fleet Management
• Department of Public Works
• Department of Sanitation Services
• Fire-Rescue Department
• Park & Recreation Department
• Police Department
• Water Utilities Department
This master agreement will provide for the purchase of replacement tires, tubes, and flaps for approximately 5,000 City service, public safety vehicles, tractors, and heavy equipment which will consist of 200 different tire sizes currently used by City departments.
The ratification amount is needed to ensure the current agreement has sufficient capacity to ensure City fleet vehicles and equipment can be maintained and remain in service until this new agreement is approved.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 13, 2017, City Council authorized a three-year master agreement for tires, tubes, and flaps with Tire Centers,LLC, Blagg Tire & Service, The Goodyear Tire and Rubber Company, and Southern Tire Mart by Resolution No.17-1879.
On October 28, 2020, City Council authorized an increase to the master agreement for the purchase of tires, tubes, and flaps with Tire Centers, LLC, Blagg Tire & Service, The Goodyear Tire and Rubber Company, and Southern Tire Mart; and the ratification of the purchase of tires, tubes, and flaps with Tire Centers, LLC, Blagg Tire & Service, The Goodyear Tire and Rubber Company, and Southern Tire Mart by Resolution No. 20-1715.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future years |
|
General Fund |
$ 442,955.54 |
$ 622,572.77 |
$ 633,069.45 |
|
Equipment and Fleet Management Fund |
$1,103,121.36 |
$2,167,491.26 |
$3,431,861.17 |
|
Sanitation Operation Fund |
$ 116,973.74 |
$ 700,000.00 |
$1,400,000.00 |
|
Dallas Water Utilities Fund |
$ 16,714.03 |
$ 42,720.17 |
$ 43,094.23 |
|
Stormwater Drainage Management Fund |
$ 7,200.00 |
$ 26,870.50 |
$ 27,380.48 |
|
Confiscated Monies-Federal Fund |
$ 3,596.71 |
$ 10,790.14 |
$ 17,983.56 |
|
Total |
$1,690,561.38 |
$3,570,444.84 |
$5,553,388.89 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$10,464,395.11 |
Goods |
32.00% |
1.51% |
$157,850.49 |
|
• This contract does not meet the M/WBE goal, but complies with good faith efforts. |
|
• The Goodyear Tire & Rubber Company - Local; Workforce - 71.00% Local • Car Concepts Commercial, LLC dba Blagg Tire Wholesale - Local; Workforce - 0.00% Local • Southern Tire Mart, LLC - Non-local; Workforce - 0.00% Local • Conlan Tire Co. LLC - Non-local; Workforce - 43.00% Local • T & W Tire LLC - Local; Workforce - 84.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bids from solicitation number BF20-00014133. We opened them on October 8, 2020. We recommend the City Council award this master agreement to the lowest responsive and responsible bidders by line. Information related to this solicitation is available upon request.
*Denotes successful bidders
Bidder Address Amount
*TheGoodyearTire 200 Innovation Way Multiple Lines
&RubberCompany Akron, OH 44316
*Car Concepts Commercial, 411West Davis Rd. Multiple Lines
LLC dba Blagg Tire Wholesale Grapevine, TX 76051
*Southern Tire Mart, LLC 800 Highway 98 Multiple Lines
Columbia, MS 39429
*Conlan Tire Co, LLC 4601Carey St. Multiple Lines
Fort Worth, TX 76119
*T&W Tire, LLC 3101 North Houston School Rd. Multiple Lines
Lancaster, TX 75134
Continental Best Drive, LLC 4003 Grand Lakes Way Non-responsive
Suite 400
Grand Prairie, TX 75050
OWNERS
The Goodyear Tire & Rubber Company
Richard Karmer, President
Car Concepts Commercial, LLC dba Blagg Tire Wholesale
Perry D Leonard, President
SouthernTire Mart, LLC
Thomas Duff, Owner
Conlan Tire Co. LLC
Alex Conlan, President
T & W Tire, LLC
Steven Theissen, Owner