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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement DCM: David Gaines DATE: April 19, 2022 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Dwayne Waters, Inc dba Briscoe Alignment & Tire, for tire repair services for all City medium and heavy-duty vehicles and equipment for the Fleet Services Department; providing for the expenditure of funds therefor; and providing an effective date (IFB- BV 7938 – awarded to Dwayne Waters, Inc dba Briscoe Alignment & Tire, for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $350,000.00). The Public Utilities Board recommends approval (6 – 0). INFORMATION/BACKGROUND The City of Denton fleet consists of approximately 840 on-road vehicles and 170 off-road pieces of equipment. The cost of tire maintenance and replacement is the second-largest operating cost for large fleets (only fuel consumes more of the operating budget). A typical new heavy-duty truck tire costs $620 and a recapped tire costs $375. Fleet Services in tandem with all Operating Departments must properly care for and extend the life of all vehicle and equipment tires. Maintaining proper tire pressures, flat repairs, tire rotation, and vehicle alignments all contribute to managing overall tire costs. Due to the inherent risk, cost, and required equipment associated with the repair and replacement of heavy-duty tires, Fleet Services has recommended and elected to contract this service to outside providers. This item is for contracted medium and heavy-duty tire repair services and vehicle alignments. The following contracted services are required to maintain the operation and safety of the City of Denton fleet of vehicles and equipment: • On-site flat repairs • Tire replacement • Dismounting and mounting tires of all sizes • Heavy-duty tire rotation to extend tread life • Provision of miscellaneous parts; valve stems, tubes, patches, tire plugs, etc. • Provide periodic fleet tire inspection reports • Light, medium, and heavy-duty vehicle alignments as required The tire service contract is intended to provide the following benefits to the City of Denton: • Priority for City of Denton requests for service • Ability to respond to service calls 24 hours per day / 7 days per week City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com • Responsive, quality, cost-effective repairs • Service call response times within 30 minutes • Service warranty • Extended tire life • Reduced overall operating costs Dwayne Waters, Inc dba Briscoe Tire and Alignment, is an established, locally owned business and the current supplier of contracted tire repair services for the City of Denton. There will be a seamless transition to this new contract with no loss of service or lapse in response times. The contract value is based on the FY21 spend of $61,011. On-site tire repair and replacement services Annual Year 1 $65,000 Year 2 $65,000 Year 3 $65,000 Year 4 $65,000 Year 5 $65,000 Contingency: $25,000 Total: $350,000 Invitations for Bids for Best Value were sent to 63 prospective suppliers of this item. In addition, specifications were placed on the Procurement and Compliance website for prospective suppliers to download and advertised in the local newspaper. Three (3) bids meeting specifications were received, references were checked, and the bids were evaluated by section based upon published criteria including price, probable performance, and value-added services. Based upon this evaluation, Dwayne Waters, Inc dba Briscoe Alignment & Tire was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 075, 863, and 928 Notifications sent for Solicitation sent in IonWave: 63 Number of Suppliers that viewed Solicitation in IonWave: 6 HUB-Historically Underutilized Business Invitations sent out: 3 SBE-Small Business Enterprise Invitations sent out: 23 Responses from Solicitation: 3 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On April 11, 2022, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award a contract with Dwayne Waters, Inc dba Briscoe Alignment & Tire, for tire repair services for all City medium and heavy-duty vehicles and equipment for the Fleet Services Department, in a three (3) year, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $350,000. SUSTAINABILITY MEASURES Tire handling and disposal are important environmental concerns. Utilizing best practices for tire and vehicle care can help to improve tire longevity and thereby reduce unnecessary tire disposal and associated costs. The chosen vendor utilizes contractors that meet the required EPA Title 30 regulation guidelines for proper tire disposal. What are some of the goals the department will be setting up to ensure that the sustainability measures are met? Goal 1: Fleet personnel perform a failure analysis on all heavy truck tires before scrapping Goal 2: Reports are generated on the number and type of tires scrapped annually PRINCIPAL PLACE OF BUSINESS Dwayne Waters, Inc dba Briscoe Alignment & Tire Denton, TX ESTIMATED SCHEDULE OF PROJECT This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These products and services will be funded through the using department’s maintenance budget on an as- needed basis. The City will only pay for services rendered and is not obligated to pay the full contract amount unless needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Bid Tabulation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Terry Kader, 940-349-8729. Legal point of contact: Marcella Lunn at 940-349-8333.