Item 4F (2)City of Southlake, Texas
MEMORANDUM
January 10, 2007
To:
From:
Shana Yelverton, City Manager
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 perfonned 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
7777.5 7M777777
(DATE)
MECHANICS FLEET SERVICES, INC
1931 CR 129
Pearland, Texas 77581
Attn: Jerry T. Smith, Owner
Subject: RFB0609BI06TS600240, ON -SITE PREVENTATIVE MAINTENANCE SERVICES FOR CITY OF
SOUTHLAKE VEHICLES AND LIGHT TRUCKS
Dear Mr. Smith
The City of Southlake is pleased to inform you that on , 2007 the City Council approved the award to
Mechanics Fleet Services, Inc. of Pearland, Texas for the purchase of "On -Site Preventative Maintenance Services for City of
Southlake Vehicles and Light Trucks" This award and letter of agreement are based on your bid to the City (Bid
#RFB0609BI06TS600240), copy enclosed..
The terms and conditions proposed and accepted in this purchase order are as follows:
Payment Terns: Net 30 days (Unless otherwise noted — such as pre - and/or partial payinent)
Method of Payment: Shall be made either by purchasing card or by purchase order.
Delivery Terms: FOB Destination
Tenn of Contract: It is agreed that City will have the option to extend the contract for up to four (4) additional years, in
one -year intervals.
Delivery Address: City of Southlake, 1440 Main Street, Southlake, Texas 76092
City Contact: Timothy Slifka, 817.748.8312
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092
Certifications: Bidder certifies they will be subject to and comply with all applicable federal, state, and local laws,
ordinances, rules and regulations.
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this order will be accepted unless approved in writing by the Purchasing Agent or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817.748.8940 with any questions.
Sincerely,
Deb Russell
Purchasing Agent, City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
drussell@ci.southlake.tx.us
Phone 1 Fax: 817.748.8940 1 817.748.8048
Cc: Timothy Slifka, Fleet Coordinator
File (2 copies)
CITY OF SOUTHLAKE DEPARTMENT: FINANCE 106 TS
BID TABULATION FORM QUOTE DUE:
_
11.3.06
RFQ: RF'B0609BI06TS600240
Form Prepared By: DEB RUSSELL
MECHANICS FLEET SERVICES
Date Prepared; 11.3.06
INC
C�uoter #:
Contact Name
JERRY T. SMITH
Contact Number:
800.688.33.98
Physical Address
1931 CR 129, PEARLANE, TX 77581
ITEM Description:
Line Items 1. -
13
TOTAL, LINE ITEMS 1- 11 Year 1 of Contract
$ 69,740.36
YR 2 OF CONTRACT - 15T OPTION YR @ 4 %:
$ 72 ,529.97
YR 3 OF CONTRACT - 2ND OPTION YR @ 4 %:
$ 75,431.17
YR 4 OF CONTRACT � 3RD OPTION YR @ 4 %:
$ 78,44B.42
YR 5 OF CONTRACT - 4TH OPTION YR @ 4 %:
$ 81,566.36
TOTAL ALL YEARS FOR SERVICES:
$ 377,736.28
Hourly tabor rate for general fleet repairs not covered in
$ 54.00
Line Item 14..
contract. Per Hour
Parts pricing percentage ( %) markup over cost of parts for
Line Item 15:
general fleet repairs.
Line Item 15a:
less than $50 cost
100%
Lute Ite 1
More than $50 cost
30%
Request award to for the following reason(&):
Low Bid Delivery Time Emeagency repair
PURCHASING AGENT APPROVAL. DATE-
Other