Sole Bid Received September 1, 2022 for S87-S32419 - Approve an award to Washington County Tractor, Inc. in the amount not to exceed $348,468.58 for New Holland tractor replacement parts for the Fleet Management Department.
Specific Explanation:
The Director of the Fleet Management Department and the Interim Chief Procurement Officer recommend that City Council approve an award to Washington County Tractor, Inc. on its sole bid in an amount not to exceed $348,468.58 for New Holland tractors replacement parts for the Fleet Management Department (FMD). It is further requested that authorization be given to issue purchases, as needed, for a thirty-six month term with two (2) one-year options. This award consists of one (1) price list for various New Holland replacement parts; which includes but is not limited to, radiators, master cylinders, brake lines, disc clutch assemblies, belts, water pumps, spindle assemblies, push-arm assemblies, pulleys and clutch plates. These materials will be used by the FMD to repair and maintain tractors citywide.
This is a price list 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 a 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.
The project was advertised in accordance with the State of Texas Bid Laws. Eight (8) prospective bidders downloaded the solicitation document from SPD's e-bidding website and one (1) bid was received.
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Company Name
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Sample Total Group 1
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Washington County Tractor, Inc.
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$12,755.94
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- Group 2 - 5 will not be awarded.
- Due to the lack of responses from potential bidders on this bid, the Strategic Procurement Division (SPD) buyer contacted potential suppliers to discuss the scope of work for this procurement. During the discussion, the representatives stated that they could not supply the brand requested in the bid specifications. The buyer also contacted Washington County Tractor, Inc. and their representative stated that they are registered distributers of the New Holland brand and are able to provide all parts requested in the ITB. Based on the aforementioned, the SPD and the department are confident that the recommended company can provide the specified items and services for the price bid.
MWBE Subcontracting:
Zero percent goal-document approved by the Office of Business Opportunity.
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, Washington County Tractor, Inc. does not meet the requirements for HHF designation; no HHF firms were within three percent.
Fiscal Note:
Funding for this item is included in the FY2023 Adopted Budget. Therefore, no fiscal note is required as stated in the Financial Policies.
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Jedidiah Greenfield Department Approval Authority
Interim Chief Procurement Officer
Estimated Spending Authority
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Department
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FY2023
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Out Years
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Total
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Fleet Management
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$69,693.72 |
$278,774.86
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$348,468.58 |