Item 4FCity of Southlake, Texas
M E M O R A N D U M
January 10, 2007
To: Shana Yelverton, City Manager
From: Sharen Jackson, Director of Finance
Timothy Slifka, Fleet Coordinator
Subject: Award a one year contract for on-site Preventative Maintenance
Services for Vehicles and Light Trucks to Mechanic’s Fleet Services,
Inc. (RFB0610B106TS600240).
Action
Requested:
Authorization to award a contract for on-site preventative maintenance
services for City of Southlake vehicles and light trucks.
Background
Information:
In October 2006, Southlake sent out 27 requests for bids for ‘Preventative
Maintenance for Vehicles and Light Trucks.’ Received responses included
four ‘No Intent to Submit’ bids and one valid bid from Mechanic’s Fleet
Services, Inc.
The purpose of this bid was to secure preventative maintenance services
for vehicles and light trucks as required by respective manufacturers.
Preventative maintenance both enhances the performance of our fleet and
ensures its longevity.
All services will be performed at multiple predetermined ‘on-site’ locations
within Southlake and during after-hours or on weekends. This is an
additional benefit as City employees’ labors hours that have been
previously affected by transporting and waiting for vehicle maintenance will
no longer be required.
Additionally, Southlake has been paying a varying labor rate of $75.00 to
$95.00 per hour for these services; however, the award of this service to
Mechanic’s lowers the rate to $54.00 per hour, a significant hourly rate
savings.
Financial
Considerations:
Better use of employee’s productive time as they will no longer be shuttling
fleet vehicles and waiting for off-site preventative maintenance services.
Reduced labor hourly rate for services compound to historical cost.
Citizen Input/
Board Review:
None
Legal
Review:
City Attorney has reviewed and approved this bid template.
Alternatives:
Deny the award and re-bid this service.
Supporting
Documents:
Letter of Agreement
Bid Tabulation
Staff
Recommendation:
Authorize the award of these bid services to Mechanic’s Fleet Services.
Staff
Contact:
Sharen Jackson, Director of Finance
Deborah Russell, Purchasing Agent
Timothy Slifka, Fleet Coordinator