STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: December 13, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a five-year master agreement for the purchase of batteries for vehicles and heavy equipment for citywide use - Texas Kenworth Company LLC dba MHC Kenworth Dallas in the estimated amount of $2,146,065.01, Haastech dba Advanced Starter Service in the estimated amount of $1,079,469.50, and Parts Authority LLC in the estimated amount of $351,611.51, lowest responsible bidders of nine - Total estimated amount of $3,577,146.02 - Financing: General Fund ($535,068.79), Equipment and Fleet Management Fund ($2,785,716.42), Dallas Water Utilities Fund ($202,222.48), Aviation Fund ($37,206.33), Stormwater Drainage Management Operation Fund ($15,000.00), and Confiscated Monies State 411 Fund ($1,932.00)
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.
This master agreement will provide for the purchase of batteries for vehicles and heavy equipment for citywide use. This agreement includes automotive, light, medium, and heavy equipment fleet batteries. Having batteries readily available is efficient because it reduces the amount of time a vehicle remains out of service.
These batteries will be used by City departments for vehicles and heavy equipment such as:
• Sedans
• Police cars
• Rescue units
• Fire engines
• Light, medium, and heavy-duty pick-up trucks
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 June 24, 2020, the City Council authorized a three-year master agreement for batteries for heavy equipment and vehicles with MHC Kenworth dba Texas Kenworth/dba MHC Kenworth, Interstate Battery System of Dallas, HCC Distribution LLC dba Imperial Battery Company, Continental Batteries, Interamerican Motor, LLC, IEH Auto Parts, LLC dba Auto Plus Auto Parts, and Battery Systems, Inc. by Resolution No. 20-1002.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$108,869.56 |
$120,647.85 |
$ 305,551.38 |
|
Equipment and Fleet Management Fund |
$557,143.28 |
$557,143.28 |
$1,671,429.86 |
|
Dallas Water Utilities Fund |
$ 50,692.00 |
$ 84,120.00 |
$ 67,410.48 |
|
Aviation Fund |
$ 12,402.11 |
$ 12,402.11 |
$ 12,402.11 |
|
Stormwater Drainage Management Operation Fund |
$ 0.00 |
$ 10,000.00 |
$ 5,000.00 |
|
Confiscated Monies State 411 Fund |
$ 422.22 |
$ 530.66 |
$ 979.12 |
|
Total |
$729,529.17 |
$784,843.90 |
$2,062,772.95 |
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 |
|
$3,577,146.02 |
Goods |
32.00% |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
0.00% |
0.00% |
$0.00 |
|
• The Request for Bid method of procurement resulted in the lowest responsive bidders being selected. |
|
• Texas Kenworth Company LLC dba MHC Kenworth Dallas - Local; Workforce -- 1.59% • Haastech dba Advanced Starter Service - Local; Workforce - 68.42% • Parts Authority LLC - Local; Workforce - 41.94% |
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 BD23-00021890. We opened them on May 12, 2023. 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
Bidders Address Amount
*Texas Kenworth Company 4040 Irving Blvd. Multiple Lines
LLC dba MHC Kenworth Dallas, TX 75247
Dallas
*Haastech dba Advanced 2711 Irving Blvd. Multiple Lines
Starter Service Dallas, TX 75207
*Parts Authority LLC 3 Dakota Dr. Multiple Lines
Suite 110
New Hyde Park, NY 11042
Batteries Plus Bulbs 2703 North Beltline Rd. Multiple Lines
Irving, TX 75062
Batteries Plus 3500 Rosemary Ct. Multiple Lines
dba Cobblestone Group Aubrey, TX 76227
Batteries Plus dba 1800 Marketplace Blvd. Multiple Lines
Luckett Legacy Foundation Suite 170
Irving, TX 75063
Auto Plus Auto Parts 901 North Lenola Rd. Multiple Lines
dba IEH Auto Parts LLC Moorestown, NJ 08057
XL Parts 15701 Northwest Frwy. Multiple Lines
Houston, TX 77040
Sheyene Technology, Inc. 3001 Northeast 185th St. Multiple Lines
Suite 709
Aventura, FL 33180
OWNERS
Texas Kenworth Company LLC dba MHC Kenworth Dallas
Tim Spurgeon, President
Haastech dba Advanced Starter Service
Richard Haas, President
Parts Authority LLC
Randy Buller, Chief Executive Officer