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Item 4FCITY OF SOUTH LAKE MEMORANDUM February 5, 2013 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 4F Authorize Contract Renewal with On -Site Fleet Services for City of Southlake Preventative Maintenance and General Repair Services for Police Vehicles Action Requested: Authorization to renew current contract for preventative maintenance and general repair services for City police vehicles. Background Information: The City Council approved the original contract with On -Site Fleet Services on February 21, 2012. The original contract allows four (4), one-year contract renewals at the City's option. This is the first of four renewals. This contract provides preventative maintenance and general repair services for police vehicles for the City. The contract renewal includes the same pricing, terms and conditions of the original contract approved on February 21, 2012. Financial Considerations: Costs for City of Southlake preventative maintenance and general repair services are funded through budgeted department maintenance accounts. Strategic Link: C1 — Achieve the highest standards of safety and security. B2 — Collaborate with select partners to implement service solutions. B4 — Provide high quality customer service 135 — Improve performance of delivery and operational processes. F2 — Invest to provide and maintain high quality public assets Citizen Input/ Board Review: None Legal Review: Attorney reviewed original bid documents as to form Alternatives: Deny and re -bid preventative maintenance services Supporting Documents: Current contract with On -Site Fleet Services Staff Recommendation: Approve the renewal of this contract for preventative maintenance and general repair services with On -Site Fleet Services. January 29, 2013 On -Site Fleet Services 10500 Metric Dr. Suite I10 Dallas, Texas 75243 Attn: Ms. Claris Ramos Sukkar Subject: Option to Extend Notification for RFP1107B200TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles Dear: Ms. Ramos Sukkar: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your "RFPI107B200TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles", copy included for Fiscal Year 2013. This extension shall become effective February 21, 2013 and after City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. In support of a price adjustment, vendor may submit documentation as to the need of the price adjustment. Requests for price adjustments may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost, not profit. Your company has not requested an increase at this renewal. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: Line Items Awarded: 22, 23, 24 Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to three (3) more one (1) year annual renewals. City Contact: TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or Email: accountspayable:.c ci.soutlilake.tx.us 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 agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka(t-li-ci.sotrthlake.tx.us Phone:817-748-8312 Fax:817-748-8048 Contract and Award Accepted: Signed: Mayor John Terrell City of Southlake Date: Attest: Alicia Richardson, TRMC City Secretary Approved as to Form and Legality: City Attorney crr+t CW February 15, 2012 On -Site Fleet Services 10500 Metric Dr. Suite 110 Dallas, Texas 75243 Attn: Ms. Claris Ramos Sukkar ORIGINAL DOCUMENT CITY OF SOUTHLAKE Council action:('r N Ord./ReS. Na, n Gate Approved gkgA" Subject: RFP1107B206TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles Dear Ms. Ramos Sukkar: The City of Southlake is pleased to Inform you that On -Site Fleet Services of Dallas Texas is one of three (3) vendors being awarded "RFP110713200TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles". The award and this agreement are based on your proposal to the City RFP1107B200TS110018, copy enclosed. This Is a multiple vendor award contract. Your company's portion of the award is attached. This award was approved by the City of Southlake City Council on��. The terms and conditions proposed and accepted in this agreement are as follows: Line Items Awarded Line Items Awarded: 22, 23, 24 Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by City procurement card or purchase order Delivery Terms: FOB destination Delivery Locations. Vendor Delivery or City employee pick-up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is eligible for up to four (4) one (1) year annual renewals. City Contact; TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or via email to accounispayable(a ei.southlake.tx.us Other Charges: The Clty 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 agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions Sincerely, Tim Slifka Purchasing Managerr, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifkaCa.ci.southlake.tx.us Phone: 817 748-83t2 Fax: 817-748-8048 Contract and Award cept Signed: Date: d •ad Mayor John Terre i City of Southlake 1400 Main Streci, Suite 440 Aql)d Oak Soutblake, Texas 76092 *IAOM&Y