Posting Language
Title
Authorize a contract for automotive after-market and custom air conditioning parts for Austin Fleet Mobility Services with Austin Rebuilders AC Parts & Hoses, Inc., for an initial term of two years with up to three 1-year extension options in an amount not to exceed $500,000. Funding: $83,333 is available in the Operating Budget of Austin Fleet Mobility Services. Funding for the remaining contract term is contingent upon available funding in future budgets.
Body
Lead Department
Austin Financial Services.
Client Department(s)
Austin Fleet Mobility Services.
Fiscal Note
Funding in the amount of $83,333 is available in the Fiscal Year 2025-2026 Operating Budget of Austin Fleet Mobility Services.
Funding for the remaining contract term is contingent upon available funding in future budgets.
Procurement Language:
Austin Financial Services issued an Invitation for Bids solicitation IFB 7800 MRO1025 for these goods. The solicitation published on May 12, 2025, and closed on July 24, 2025. 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 website. This information can currently be found at https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=141888 .
MBE/WBE:
This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (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.
For More Information:
Direct questions regarding this Recommendation for Council Action to Austin Financial Services - Central Procurement at: 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 aftermarket and custom-made motor vehicle air conditioning parts for light, medium, and heavy-duty vehicles, and equipment owned and operated by the City. The parts will be purchased on an as-needed basis for preventative maintenance and repairs at Fleet Service Centers. The City uses aftermarket parts in lieu of original equipment manufacturer parts whenever available to help reduce the cost to maintain City-owned vehicles and equipment.
The contract will replace a contract that expires June 4, 2028. Due to high service demands during the summer months driven by increased vehicle use and higher temperatures, contract usage was greater than originally estimated. The requested authorization amounts were determined using departmental estimates based on historical spending and includes annual growth for increased repairs needed with aging vehicles and equipment as well as future acquisitions. The recommended contractor is the current providers for these goods.
If a contract is not secured, there could be an impact to timely air conditioning repairs in City fleet vehicles.
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Contract Details: Automotive After-market & Custom Air Conditioning Parts |
|
Contract Term |
Length of Term |
Contract Authorization |
|
Initial Term |
2 years |
$200,000 |
|
Optional Extension 1 |
1 year |
$100,000 |
|
Optional Extension 2 |
1 year |
$100,000 |
|
Optional Extension 3 |
1 year |
$100,000 |
|
Total |
5 years |
$500,000 |
Note: Contract Authorization amounts are based on the City’s estimated annual usage.