STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: September 23, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year master agreement for aftermarket auto parts - IEH Auto Parts, LLC dba Auto Plus Auto Parts in the estimated amount of $2,207,541.05, MHC Kenworth dba Texas Kenworth/dba MHC Kenworth in the estimated amount of $1,062,785.75, Installers Sales & Service in the estimated amount of $626,190.00, 4-Star Hose & Supply, Inc. in the estimated amount of $381,767.98, Park Cities Ford in the estimated amount of $56,101.84, Interamerican Motor, LLC in the estimated amount of $22,334.00, and Alterstart Systems, Inc. in the estimated amount of $26,662.90, lowest responsible bidders of eight - Total estimated amount of $4,383,383.52 - Financing: Equipment and Fleet Management Fund ($3,283,705.00), General Fund ($452,990.56), Sanitation Operation Fund ($253,000.00), Dallas Water Utilities Fund ($216,605.00), Confiscated Funds ($122,097.96), Communications Services Fund ($29,000.00), Stormwater Drainage Management Fund ($18,500.00), and Aviation Fund ($7,485.00)
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. We anticipate the following City departments will use this agreement:
• Department of Code Compliance
• Department of Equipment and Fleet Management
• Department of Information and Technology Services
• Department of Public Works
• Department of Sanitation Services
• Department of Transportation
• Fire-Rescue Department
• Park & Recreation Department
• Police Department
• Water Utilities Department
This master agreement will provide for the purchase of aftermarket automotive parts for the use on the City’s fleet of light, medium, and heavy-duty trucks, automobiles, and other equipment.
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. Additionally, in an effort to secure more competition, the Office of Business Diversity sent notifications to chambers of commerce and advocacy groups to ensure maximum vendor outreach.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 26, 2014, City Council authorized a three-year master agreement for aftermarket automotive and heavy equipment parts with Midway Auto Supply, Inc., Freedom Dodge, Installer Sales and Service, Uni-Select USA, and Alterstart Systems, Inc. by Resolution No. 14-0368.
FISCAL INFORMATION
|
Fund |
FY 2020 |
FY 2021 |
Future Years |
|
Equipment and Fleet Management Fund |
$ 0.00 |
$1,094,568.33 |
$2,189,136.67 |
|
General Fund |
$ 21,700.00 |
$ 109,235.50 |
$ 322,055.06 |
|
Sanitation Operation Fund |
$ 3,000.00 |
$ 85,000.00 |
$ 165,000.00 |
|
Dallas Water Utilities Fund |
$ 6,420.00 |
$ 72,335.00 |
$ 137,850.00 |
|
Confiscated Funds |
$ 1,000.96 |
$ 43,033.00 |
$ 78,064.00 |
|
Communications Services Fund |
$ 9,666.67 |
$ 9,666.67 |
$ 9,666.66 |
|
Stormwater Drainage Management Fund |
$ 600.00 |
$ 6,200.00 |
$ 11,700.00 |
|
Aviation Fund |
$ 0.00 |
$ 2,495.00 |
$ 4,990.00 |
|
Total |
$ 42,387.63 |
$1,422,533.50 |
$2,918,462.39 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$4,383,383.52 |
Goods |
18.00% |
2.87% |
$116,906.43 |
|
• This contract does not meet the M/WBE goal, but complies with good faith efforts. |
|
• IEH Auto Parts, LLC dba Auto Plus Auto Parts - Local; Workforce - 57.47% Local |
|
• MHC Kenworth dba Texas Kenworth/dba MHC Kenworth - Local; Workforce - 21.74% Local |
|
• Installers Sales & Service - Non-Local; Workforce - 1.16% Local |
|
• 4-Star Hose & Supply, Inc. - Local; Workforce - 100.00% Local |
|
• Park Cities Ford - Local; Workforce - 40.42% Local |
|
• Interamerican Motor, LLC - Non-Local; Workforce - 0.29% Local |
|
• Alterstart Systems, Inc. - Local; Workforce - 66.00% 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 BV20-00013136. We opened them on May 21, 2020. We recommend the City Council award this master agreement in its entirety to the lowest responsive and responsible bidders by line. Information related to this solicitation is available upon request.
*Denotes successful bidders
Bidders Address Amount
*IEH Auto Parts LLC, 901 North Lenola Rd. Multiple Lines
dba Auto Plus Auto Parts Moorestown, NJ 08057
*MHC Kenworth dba Texas 4040 Irving Blvd. Multiple Lines
Kenworth/dba MHC Kenworth Dallas, TX 75247
*Installers Sales & Service 3030 Lincoln Ct. Multiple Lines
Garland, TX 75041
*4-Star Hose & Supply, Inc. 10704 Composite Dr. Multiple Lines
Dallas, TX 75220
*Park Cities Ford 3333 Inwood Rd. Multiple Lines
Dallas, TX 75235
*Interamerican Motor, LLC 2701 Palmer Hwy. Multiple Lines
New Hyde Park, NY 11042
*Alterstar Systems, Inc. 4919 West Davis St. Multiple Lines
Dallas, TX 75211
Haastech, Inc. dba 2711 Irving Blvd.
Advanced Starter Services Dallas, TX 75207 Multiple Lines
OWNERS
IEH Auto Parts, LLC dba Auto Plus Auto Parts
Chris Cox, Chief Executive Officer
Michael Nevin, Chief Financial Officer
MHC Kenworth dba Texas Kenworth/dba MHC Kenworth
Tim Spurgeon, President
Todd Rice, Vice President
Installers Sales & Service
Rusty Sartor, Manager
4-Star Hose & Supply, Inc.
Sam Petillo, President
Kelly Culhane, Vice-President
Park Cities Ford
Jeff Enriaht, Managing Partner
Michele Arnold, Parts Manager
Interamerican Motor, LLC
Randy Buller, Chief Executive Officer
Matthew Johnson, Chief Operating Officer
Alterstart Systems, Inc.
Patrick Nolan, President