HomeMy WebLinkAbout1995-11-14 - AGENDA REPORTS - GENERAL AUTOMOTIVE PARTS (2)AGENDA REPORT
Cityanagen Approval
Item to be presented by:
Lynn M. Harris
CONSENT CALENDAR
DATE: November 14, 1995
SUBJECT_ PURCHASE OF GENERAL AUTOMOTIVE PARTS & SUPPLIES
DEPARTMENT: Public Works
BACKGROUND
Santa Clarita's Vehicle Maintenance Division is vested with the responsibility for maintaining all of
the City's fleet vehicles in a safe and operational manner. At this time, Vehicle Maintenance services
and repairs the City's fleet of approximately ninety-five (95) assorted pieces of equipment. To
support daily operations, the timely procurement and delivery of parts and supplies enhance Vehicle
Maintenance's ability to minimize the "Out of Service" time any such vehicle experiences when in
need of service or repair:
Currently, the Vehicle Maintenance Division stocks a minimal inventory of parts and supplies due to
the diversity of the City's fleet. The quantity of items purchased at any one time occasionally will
exceed the City's $500.00 limit, and therefore requires City staff to obtain three quotes prior to the
purchase of these items.
To streamline this process, interested vendors were invited to submit bids based upon a list of parts
and supplies which the Vehicle Maintenance Division anticipates will be purchased during FY 1995-
96: It is proposed that an open purchase order be awarded to the vendor able to meet all City Vehicle
Maintenance requirements at the best price. This proposed action will allow the City to maintain the
efficiency of the Vehicle Maintenance Division, allow a single vendor to gear his inventory to supply
City needs, and ensures the best pricing available.
In June of 1995 a request for seated bids (BID # VM -95-96-02) was advertised with the following
bids received on June 28, 1995:
Supplier
Location
Bid Amount
Valencia Auto Parts Santa Clarita $2976.31
Lil' John Auto Parts Santa Clarita $3033.44
ITFROVED Agenda Item:-.
Big A Auto Parts Santa Clarita $3280.71
Lingrosso Auto Parts Santa Clarita $3370.34
Santa Clarita Auto Parts Santa Clarita $3447.08
The above quotations represent a unit pricing of parts and supplies which the Vehicle Maintenance
Division anticipates will be purchased during FY 1995-96. It is important to note that these figures
provide a sample cost comparison for staff, and that the Vehicle Maintenance Division anticipates
purchasing up to $20,000 in parts and supplies during FY 1995-96.
In addition to providing the City with a listing of all requested parts/supplies and their specific price
per unit, all vendors were requested to provide staff with a percent discount offered from catalog
prices for parts not listed within the context of the bid package. Staff has reviewed all responses, and
has determined Valencia Auto Parts to be the lowest responsible bidder.
RECOMMENDATION
Authorize the City Manager to execute all contract documents and; direct staff to issue an open
purchase order to Valencia Auto Parts in an amount not to exceed $20,000 for the purchase of all
parts and supplies specified in Bid # VM -95-96-02 to be funded through Vehicle Maintenance
Account No, 01-6400-243.
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