P51-SR1648609269 - Approve spending authority to purchase transportation vehicle parts and services from Defender Supply, LLC, through the Cooperative Purchasing Agreement with TIPS in an amount not to exceed $4,200,000.00. The Cooperative Agreement expires November 30, 2027. If TIPS and Defender Supply, LLC agree to extend the Cooperative Agreement before the expiration date, this award authorizes the City to purchase similar transportation vehicle parts and services under the extended Cooperative Agreement and automatically extends the term of this award to match the term of the extended Cooperative Agreement.
Specific Explanation:
The Director of the Fleet Management Department (FMD) and the Chief Procurement Officer (CPO) recommend that City Council approve spending authority to purchase transportation vehicle parts and services through the Cooperative Purchasing Agreement with TIPS in an amount not to exceed $4,200,000.00 for the FMD and that authorization be given to make purchases, as needed, from the TIPS contract supplier Defender Supply, LLC. This amount is anticipated to fund two (2) years of transportation vehicle parts and services from Defender Supply, LLC.
The Cooperative Agreement expires November 30, 2027 ("Expiration Date"). If TIPS and Defender Supply, LLC agree to extend the Cooperative Agreement before the expiration date, this award authorizes the City to purchase similar transportation vehicle parts and services under the extended Cooperative Agreement and automatically extends the term of this award to match the term of the extended Cooperative Agreement. If TIPS and Defender Supply, LLC do not agree to extend Cooperative Agreement before the expiration date, but TIPS and Defender Supply, LLC execute a new Cooperative Agreement with substantially similar terms and conditions, as determined by the CPO and Director of FMD in conjunction with the City Attorney, as the existing Cooperative Agreement before the end of the term of this award, this award authorizes the City to purchase similar transportation vehicle parts and services under the new Cooperative Agreement and automatically extends the term of this award to match the term of the new Cooperative Agreement. Notwithstanding the foregoing, the terms of this award, including any renewals or extensions, shall not exceed ten years.
This recommendation is made pursuant to subsection 791.025 of the Texas Government Code, which provides that "a local government may agree with another local government or with the state or a state agency, including the comptroller, to purchase goods and services” and that such a purchase “satisfies the requirement of the local government to seek competitive bids for the purchase of the goods and services."
M/WBE Participation:
Zero percentage goal-document approved by the Office of Business Opportunity.
Houston Hire First:
This procurement is exempt from the City’s Hire Houston First Ordinance. Bids/proposals were not solicited because the department is utilizing a Cooperative Purchasing Agreement for this purchase.
Fiscal Note:
Funding for this item is included in the FY2026 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.
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Jedediah Greenfield Department Approval Authority
Chief Procurement Officer
Finance/Strategic Procurement Division
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Estimated Spending Authority
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Department
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FY2026
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Out Years
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Total
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Fleet Management
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$2,100,000.00
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$2,100,000.00
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$4,200,000.00
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