Submitted By: Christina Guy
presenter
Presentation By: John King
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Department: Fleet
STAFF RECOMMENDATION (Motion Ready):
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Approve additional expenditures under the Agreements for Consignment Auto Parts Inventory Services with Ford of Ocala and Advance Auto Parts for an increased aggregate expenditure amount of $735,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Fleet Management utilizes a vendor-managed inventory consignment process to assist in maintaining and repairing the City’s vehicles and equipment. This involves establishing consignment-level agreements with local automotive parts suppliers, ensuring that inventory-specific parts are readily available and housed in the Fleet’s parts room for efficient access and management.
FINDINGS AND CONCLUSIONS:
On August 31, 2021, an Invitation to Bid (ITB) FLT/210774 was issued for Auto Parts Consignment Inventory Services. The City received four (4) competitive bids of which TT of Ocala, Inc. d/b/a Gary Yeomans Ford Lincoln of Ocala (Ford of Ocala) and Advance Stores Company, Inc. (Advance Auto Parts) were the lowest responsive bidders.
On February 5, 2022, City Council formally awarded Agreements for Consignment Auto Parts Inventory Services to both Ford of Ocala and Advance Auto Parts under Contract Number: FLT/210774 at an aggregate expenditure amount of $500,000 for the initial three-year term.
Since contract inception, expenditures for OEM and non-OEM consignment auto parts inventory services under Contract No. FLT/210774 have totaled $452,269. Due to the City’s ongoing operational need for auto parts consignment inventory services and an increase in commodity costs, Fleet staff anticipates requiring additional funding of $235,000 to effectively cover anticipated expenditures for the remainder of the initial contract term, which concludes September 30, 2025.
FISCAL IMPACT:
The estimated expenditure of $78,500 is budgeted for the remainder of Fiscal Year 2024 in Fleet’s Operating Supplies account 001-025-523-519-51-52010. The estimated expenditure of $156,500 will be budgeted for Fiscal Year 2025.
PROCUREMENT REVIEW:
These goods and services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The underlying agreement was approved for form and legality by former City Attorney, Robert W. Batsel, Jr.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny