Title
Resolution to Approve the Purchase of Automotive and Truck Replacement Parts with Related Equipment, Accessories, and Services from NAPA Auto Parts (Sourcewell; Not To Exceed $70,000.00)
Memorandum
The proposed resolution authorizes the purchase of automotive and truck replacement parts with related equipment, accessories, and services in an amount not to exceed $70,000.00 annually from NAPA Auto Parts for a three-year period (FY22 - FY24) with an option for one additional year (FY25) if the available cooperative purchase contract option is renewed. The total contract value would be $210,000.00 or $280,000.00 if the additional one-year option is renewed.
NAPA Auto Parts was awarded contract number 032521-GPC by the Sourcewell cooperative purchasing program for Fleet Services Parts & Equipment. Sourcewell contract number 032521-GPC expires on May 19, 2025 and does allow the option for an additional one-year extension. The City of Ann Arbor is a member of Sourcewell.
The Fleet and Facilities Unit has found that the Sourcewell cooperative purchasing program is the most advantageous and cost-effective method of purchasing automotive and truck replacement parts for the City’s Fleet. The City has previously purchased replacement parts from NAPA Auto Parts and found they stock a wide variety of parts and offer timely delivery.
Budget/Fiscal Impact: Adequate funding for the purchase of automotive parts has been budgeted in the approved FY22 Fleet Services Operations and Maintenance Budget. Issuance of the purchase orders for FY23, FY24 and any approved extension for FY25 would be subject to the availability of funds from the same source in subsequent fiscal years.
NAPA Auto Parts complies with the requirements of the City’s Conflict of Interest and Non-Discrimination ordinances.
Staff
Prepared by: Matthew J. Kulhanek, Fleet & Facilities Unit Manager
Reviewed by: John Fournier, Assistant City Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase automotive and truck replacement parts with related equipment, accessories, and services to maintain the City’s fleet of vehicles and equipment;
Whereas, Competitive bids were received by the Sourcewell cooperative purchasing program and NAPA Auto Parts was awarded Contract Number 032521-GPC for Fleet Services Part & Equipment;
Whereas, NAPA Auto Parts complies with the requirements of the City’s Conflict of Interest and Non-Discrimination Ordinances;
Whereas, The Fleet & Facilities Unit recommends authorization in an amount not to exceed $70,000.00 per year for a three-year period (FY22 - FY24) with the option to extend the $70,000.00 authorization for one additional year (FY25) if Sourcewell extends Contract Number 032521-GPC; and
Whereas, Adequate funds for the purchase of these replacement parts are available in the approved FY22 Fleet Services Operations and Maintenance Budget;
RESOLVED, That the City Council approve the issuance of a purchase order to NAPA Auto Parts for the purchase of automotive and truck replacement parts with related equipment, accessories, and services to maintain the City’s fleet in an amount not to exceed $70,000.00 per year for a three-year period (FY22 - FY24), subject to annual budget approval;
RESOLVED, That the approval will include the option to issue a purchase order for one additional year (FY25) if Sourcewell extends Contract Number 032521-GPC, for a total not to exceed $280,000.00 over the life of the contract including the renewal option; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.