Formal Bids Received September 27, 2018 for S79-S26594 - Approve an award to Tommie Vaughn Motors, Inc. in the amount not to exceed $7,295,663.50 for Ford motor car/light truck replacement parts and repair services for the Fleet Management Department.
Specific Explanation:
The Director of the Fleet Management Department (FMD) and the Chief Procurement Officer recommend that City Council approve an award to Tommie Vaughn Motors, Inc. on its low overall bid in the amount not to exceed $7,295,663.50 for Ford motor car/light truck replacement parts and repair services for the Fleet Management Department. It is further requested that authorization be given to make purchases, as needed, for a thirty-six month term with two (2) one (1) year options. This award consists of a price list for various Ford replacement parts. These materials will be used by the FMD to repair and maintain Ford vehicles citywide. This award also includes components for labor and wrecker services in the amount not to exceed $3,469,233.50 for the repair and transportation of equipment that cannot be performed by City maintenance personnel.
This is a price list and line item award. Relative to the price list, the best discount which determines the low bid for a price list is the best bid received for quantities of high-use items selected as sample pricing items based on the current needs of the department. The bid total for sample pricing items does not represent the total amount estimated to be purchased; rather, this recommendation is for the total estimated expenditures projected over the awarded term based on the low bid submitted for the representative samples.
This project was advertised in accordance with the requirements of the State of Texas bid laws. Seven prospective bidders downloaded the solicitation document from SPD's e-bidding website and two bids were received as outlined below.
Tommie Vaughn Motors, Inc.: Award on its low overall bid for Groups 1 – 2 (Ford parts price lists, which includes, but are not limited to wheels, rack and pinions, radiators, bumpers, brake pads, brake rotors and compressors) and Groups 3 – 9 (labor components and wrecker services) in the amount not to exceed $7,295,663.50.
Company Sample Pricing and Line Item Totals
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Helfman Ford $1,638,483.36 (Partial Bid/Higher Unit Price)
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Tommie Vaughn Motors, Inc. $3,473,276.55
M/WBE Subcontracting:
This bid was issued with an 11% goal for M/WBE participation. Tommie Vaughn Motors, Inc. has designated the below-named company as its certified MWBE subcontractor.
Company Type of Work Dollar Amount
General Body Manufacturing Co. Service Body Repair $802,522.99
The Office of Business Opportunity will monitor this award.
Hire Houston First:
The proposed award requires compliance with the City's 'Hire Houston First' (HHF) ordinance that promotes economic opportunity for Houston businesses and supports job creation. In this case, Tommie Vaughn Motors, Inc. is a designated HHF company, but they were the successful awardee without application of the HHF preference.
Fiscal Note:
Funding for this item is included in the FY19 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.
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Jerry Adams, Chief Procurement Officer Department Approval Authority
Finance/Strategic Procurement Division
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Estimated Spending Authority
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Department
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FY 19
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Out Years
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Total
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Fleet Management
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$972,755.12
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$6,322,908.38
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$7,295,663.50
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