Posting Language
Title
Authorize negotiation and execution of a contract for original equipment manufacturer cab and chassis parts for City-owned Autocar vehicles with Chastang Enterprises-Houston, LLC d/b/a Chastang Autocar or Chastang Ford, for up to five years in an amount not to exceed $800,000.
[Note: This procurement was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D (Minority Owned and Women Owned Business Enterprise Procurement Program). For the goods required for this procurement, 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 $13,333 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:
Multiple cooperative purchase programs were reviewed for these goods. The Financial Services Department has determined this contractor best meets the needs of Fleet Mobility Services to provide these goods required for the City.
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.
Additional Backup Information:
The contract will provide original equipment manufacturer (OEM) cab and chassis parts for City-owned Autocar vehicles. The City currently has 54 Autocar vehicles in fleet inventory mainly used by Austin Resource Recovery. The parts will be used by Fleet technicians for repair services and preventive maintenance at Fleet service centers.
This contract will replace a contract which expires February 1, 2024. The requested authorization amounts were determined using departmental estimates based on historical spend and includes an annual growth for parts associated with aging vehicles.
The Texas Association of School Boards, Inc. (BuyBoard) cooperative is a cooperative purchasing association recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings.
If the City is unable to secure a contract, the City will not have a reliable and continuous source for OEM cab and chassis parts to maintain Autocar vehicles. In addition, the City will be forced to procure these goods on an as-needed basis which may result in increased vehicle downtime, higher prices, and additional operational costs.
Contract Detail:
Contract Length Contract
Term of Term Authorization
Initial Term 1 yr. $160,000
Optional Extension 1 1 yr. $160,000
Optional Extension 2 1 yr. $160,000
Optional Extension 3 1 yr. $160,000
Optional Extension 4 1 yr. $160,000
TOTAL 5 yrs. $800,000
Note: Contract Authorization amounts are based on the City’s estimated annual usage.