Posting Language
Title
Authorize execution of a contract for original equipment manufacturer parts, repair services, and preventive maintenance for street maintenance equipment with Cooper Equipment Co. Inc. d/b/a Cooper Equipment Co., for a term of five years in an amount not to exceed $1,200,000.
[Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C (Minority Owned and Women Owned Business Enterprise Procurement Program). For the goods and services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established].
Body
Lead Department
Financial Services Department.
Client Department(s)
Fleet Mobility Services.
Fiscal Note
Funding in the amount of $20,000 is available in the Fiscal Year 2022-2023 Operating Budget of Fleet Mobility Services. Funding for the remaining contract terms is contingent upon funding in future budgets.
Purchasing Language:
The Financial Services Department issued an Invitation for Bids (IFB) 7800 BRS1066 for these goods and services. The solicitation was issued on February 27, 2023, and closed on March 30, 2023. The recommended contractor submitted the only responsive offer. A complete solicitation package, including a tabulation of the bid received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents <https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=138457>.
For More Information:
Direct questions regarding this Recommendation for Council Action to the Financial Services Department - Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov <mailto:FSDCentralProcurementRCAs@austintexas.gov> or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation.
Additional Backup Information:
The contract will provide original equipment manufacturer (OEM) parts, repair services, and preventive maintenance for City-owned street maintenance equipment on an as needed basis. The City currently has a diverse fleet of street maintenance equipment used by the Transportation and Public Works Department to repair and maintain street surfaces. The contractor will provide repair services to supplement the work performed by Fleet technicians and perform preventive maintenance services based on manufacturer’s recommended schedule. Equipment that will be serviced under this contract includes: Broce motorized brooms, Etnyre asphalt distributors, chip spreaders, live bottom trailers, Cimline crack sealers, Champion motor graders, and Carlson street pavers. The parts will be used by Fleet technicians for repairs and preventative maintenance at Fleet Service Centers.
This contract replaces the previous contract which expired September 13, 2023. The requested authorization amounts were determined using departmental estimates based on historical spend and includes an annual growth for parts and repair service requirements associated with aging equipment. The recommended contractor is the previous provider for these goods and services.
If the City is unable to secure a contract, the City will not have a reliable and continuous source for purchasing OEM parts, repair services, and preventive maintenance for street maintenance equipment. In addition, the City will be forced to procure these goods and services on an as-needed basis, which may result in higher prices and additional operational costs.