Formal Bids Received August 1, 2024, for P26-Doc1165000479 - Approve an award to Don McGill Toyota in an amount not to exceed $1,697,967.61 for Toyota OEM replacement parts and repair services for a term of 36-months with two one-year options for the Fleet Management Department.
Specific Explanation:
The Director of the Fleet Management Department and the Chief Procurement Officer recommend that City Council approve an award to Don McGill Toyota on its low bid meeting specifications in an amount not to exceed $1,697,967.61 for Toyota OEM 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 (36) month period with two one-year options. This award is for Toyota OEM replacement parts and repair services to be used by the department in its day-to-day repair operations citywide. This award also includes a $523,212.50 labor component for repair services that cannot be performed by City 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 total for sample pricing items does not represent the total amount to be purchased; rather, this award 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. Six prospective bidders downloaded the solicitation document from the SAP Business Network Discovery (Ariba) website, and four bids were received as outlined below.
Don McGill Toyota: Award on its low bid meeting specifications for Group Nos. 1 - 4 (Toyota OEM replacement parts price list which includes but is not limited to batteries, resistors, sensors, rear drums, rotors, water pumps, and cooling fan motors; labor components, and wrecker service) in an amount not to exceed $1,697,967.61.
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Company
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Sample Pricing & Line Item Totals
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1
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Kinetic Motorwerks, LLC
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$530,049.09 (Did Not Meet Specifications)
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2.
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Don McGill Toyota
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$531,577.09
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3.
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Houston Platinum Collision Pros, LLC
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$617,666.97
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4.
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Bergeron Construction Services International, Inc.
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$714,366.71
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Dba Fleetworks of Texas, LLC
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MWBE Subcontracting:
This bid was issued with a 5% M/WBE participation goal. Don McGill Toyota submitted a Pre-Award Good Faith Effort to the Office of Business opportunity, which was approved at 0%. Therefore, Don McGill Toyota will not be required to meet the 5% M/WBE participation goal.
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, Don McGill Toyota 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 FY2025 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.
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Jedediah Greenfield, Chief Procurement Officer Department Approval Authority Signature
Finance/Strategic Procurement Division
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Estimated Spending Authority
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Department
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FY2025
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Out Years
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Total
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Fleet Management
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$339,593.52
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$1,358,374.09
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$1,697,967.61
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