HomeMy WebLinkAbout25C - AGMT INVENTORY PROGRAMREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 4, 2019
TITLE:
APPROVE AGREEMENT WITH ELLIOTT
AUTO SUPPLY CO., INC, DBA FACTORY
MOTOR PARTS, FOR A VENDOR -OWNED
INVENTORY PROGRAM FOR FLEET
VEHICLE PARTS, FOR UP TO FIVE
YEARS, IN AN AMOUNT NOT TO EXCEED
$1,700,000
(STRATEGIC PLAN NO. 6, 1C)
R _ G
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
r_W40i1T
❑ As Recommended
❑ As Amended
❑ Ordinance on 151 Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an agreement with Elliott Auto
Supply Co., Inc., dba Factory Motor Parts, for a vendor -owned inventory program for fleet vehicle
parts, for a three-year period beginning July 1, 2019, and expiring on June 30, 2022, with a
provision for two one-year renewal options exercisable by the City Manager and City Attorney, in
an amount not to exceed $340,000 annually, for a total agreement amount not to exceed
$1,700,000, including the renewal options, subject to non -substantive changes approved by the
City Manager and City Attorney.
DISCUSSION
The Public Works Agency Fleet Maintenance Division maintains a fleet of over 650 active vehicles
covering sedans, small trucks, and large equipment at the Corporate Yard. Fleet maintains a
stock room of fast moving parts as well as special ordered Original Equipment Manufacturer
(OEM) parts to provide the needed vehicle parts for maintenance, including preventative
maintenance, complex mechanical repairs, and tire replacements. Vehicles serviced include
Police patrol sedans, City agency vehicles and carpool vehicles, as well as all light trucks and
heavy equipment, including sewer and dump trucks.
On June 17, 2014, City Council awarded an agreement to Warren Distributing, Inc., for an
integrated business solution for auto parts. This program continues to produce several
operational efficiencies, such as a reduction of obsolete parts and shrinkage costs, elimination of
the need for maintaining an inventory of parts, as well as streamlined Purchasing and Accounts
Payable processes by reducing the number of contracts for auto parts, purchase orders and
invoices. The agreement with Warren Distributing, Inc., is scheduled to expire on June 30, 2019.
25C-1
Agreement with Elliott Auto Supply Co. Inc. dba
Factory Motor Parts for Vendor -Owned Inventory Program
June 4, 2019
Page 2
On March 29, 2019, the Public Works Agency issued a Request for Proposal (RFP) for qualified
firms to provide vendor -owned inventory program for the Fleet Maintenance Division. The RFP
was advertised on the City's online bid management and publication system. A total of 21
potential vendors were notified and 19 downloaded the solicitation documents. A nonmandatory
pre -proposal meeting was held on April 3, 2019. Two potential suppliers attended the meeting.
Four proposals were received and evaluated by a committee consisting of representatives from
various City divisions, including a representative from the Finance and Management Services
Agency, Public Works Central Stores, Public Works Fleet Maintenance, and a representative from
another municipality. The proposals were evaluated based on availability and quality of products,
contractor experience with similar vendor -owned programs, compliance with request for proposal
requirements, and cost. The table below summarizes the results of the four proposals:
RANK
PROVIDER
AVERAGE SCORE
1
Elliott Auto Supply Co., Inc. dba Factory Motor Parts
97
2
Warren Distributing
88
3
Guaranty Chevrolet
27
4
DARTCO
25
The proposal from Elliott Auto Supply Co., Inc., dba Factory Motor Parts, received the highest
score in the evaluation process and meets all City requirements. As part of the terms of the
agreement, prices identified in Exhibit 1 shall remain fixed during the first year and a not -to -exceed
2% increase may be considered at the anniversary date. The annual amount of $340,000 is based
on staff projections for this contract period.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #6 — Community Facilities &
Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City
assets), Strategy C (invest resources and technology to extend the service life of existing
infrastructure to protect the City's investment and support a high quality of life standard).
ENVIRONMENTAL IMPACTS
There is no environmental impact associated with this action.
FISCAL IMPACT
The proposed FY 2019-20 budget includes funding in Equipment Maintenance -Garage Operations
account (No. 07517100-63202) and funding will be included in proposed budgets for future years
as follows:
25C-2
Agreement with Elliott Auto Supply Co.
Factory Motor Parts for Vendor -Owned
June 4, 2019
Page 3
Inc. dba
Inventory Program
Fiscal Year
Accounting Unit-
Fund Description
Accounting Unit, Account
Amount
Account Number
Description
AGREEMENT 3-YEAR TERM
FY19-20
07517100-63202
Fleet Maintenance
Equipment Maintenance-
$340,000
Garage Operation,
Operating Materials &
Supplies Equipment
FY20-21
07517100-63202
Fleet Maintenance
Equipment Maintenance-
$340,000
Garage Operation,
Operating Materials &
Supplies Equipment
FY21-22
07517100-63202
Fleet Maintenance
Equipment Maintenance-
$340,000
Garage Operation,
Operating Materials &
Supplies Equipment
OPTIONAL EXTENSIONS
FY22-23
07517100-63202
Fleet Maintenance
Equipment Maintenance-
$346,000
Garage Operation,
Operating Materials &
Supplies Equipment
FY23-24
07517100-63202
Fleet Maintenance
Equipment Maintenance-
$340,000
Garage Operation,
Operating Materials &
Supplies Equipment
TOTAL
1 $1,700,000
- , U&'-I A -4-aV
Fuad S. Sweiss, PE, PLS
Executive Director
Public Works Agency
FSS/TC/GL
Exhibit 1: Agreement
APPROVED AS TO FUNDS AND ACCOUNTS:
Kat' hry Downs, CPA 1�0
Executive Director
Finance and Management Services Agency
25C-3
25C-4
EXHIBIT 1
AGREEMENT WITH FACTORY MOTOR PARTS TO
PROVIDE MISCELLANEOUS VEHICLE PARTS
THIS AGREEMENT is made and entered into on this 4TH day of June, 2019 by and between Elliott
Auto -Supply -Co., Inc: dba Factory Motor Parts, a Minnesota corporation ("Contractor"), and the
City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. On March 29, 2019, the City issued Request for Proposal No. 19-017 ("RFP") by which it
sought a contractor to establish a vendor -owned inventory (consignment) based model to
provide miscellaneous fleet vehicle parts and accessories.
B. Contractor submitted a responsive proposal that was selected by the City. Contractor
represents that it is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform during the term of this Agreement, the tasks and obligations
required to supply an on and off -site inventory of parts and shop supplies necessary to maintain,
repair and operate the City's fleet of vehicles and equipment including but not limited to, a full line
of light and heavy duty equipment parts, Original Equipment Manufacturer (OEM) parts, small
engine parts, hydraulic hoses, fasteners, tires, steel, welding supplies, safety supplies, chemicals,
equipment, and all fluids associated with automotive vehicles (i.e. lubricants, antifreeze, brake
fluids, etc.) as described and set forth in Exhibit A, attached hereto and incorporated by reference.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services for
City, the rates and charges provided by the Contractor's proposal and identified in
Exhibit B, attached hereto, and the Contractor's full list for prices on the
aforementioned parts and shop supplies which shall be incorporated by reference, as
though fully set forth herein. The total amount to be expended during the term of this
Agreement shall not exceed $1,700,000. This sum shall be comprised of a not -to -
exceed annual amount of $340,000 during the term of this agreement and for any
extension periods granted per Section 3, below.
Page 1 of 8
25C-5
b. Prices identified above shall remain fixed during the first year of this Agreement and
shall include all freight and delivery charges. After the first year, the Contractor shall
provide an updated price list to the City for that year. The Executive Director managing
the department handling this Agreement, or their designate, shall provide written
confirmation of the City's consent of the new prices at a rate not -to -exceed 2%.
c. Any increase in costs will not be reflected by a change in the overall compensation
noted in Section 3.a., above. Any increase in compensation to Contractor shall require
approval by the City Council.
d. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on July 1, 2019 and continue for a three (3) year term
until June 30, 2022 with the option for the City to grant up to two(2) one (1)-year renewals,
exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in
accordance with Section 15, below.
4. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Contractor
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Contractor shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Contractor shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Contractor under this Agreement ("Documents & Data"). Contractor
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Contractor represents and warrants that Contractor has the legal right to license any and all
Documents & Data. Contractor makes no such representation and warranty in regard to
Page 2 of 8
25C-6
Documents & Data which were provided to Contractor by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Contractor shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not be
limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any act
or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additional insured(s); (b) be primary and not contributory
with respect to insurance or self-insurance programs maintained by the City; and
(c) contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
C. Worker's Compensation Insurance. In accordance with the provisions of Section
3700 of the Labor Code, Contractor, if Contractor has any employees, is required
to be insured against liability for worker's compensation or to undertake self-
insurance. Prior to commencing the performance of the work under this
Agreement, Contractor agrees to obtain and maintain any employer's liability
insurance with limits not less than $1,000,000 per accident.
d. The following requirements apply to the insurance to be provided by Contractor
pursuant to this section:
i. Contractor shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
ii. Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
iii. Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
(30) days prior written notice to the City.
iv. Where the amounts or coverage provided by the certificates of insurance
provides coverage greater than those listed by this Agreement, the amounts
provided by the certificates of insurance shall be incorporated by reference
into the Agreement.
Page 3 of 8
25C-7
V. Contractor shall supply City with a fully executed additional insured
endorsement.
e. If Contractor fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to notification
of termination. Contractor waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
7. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Contractor to the City pursuant to this Agreement.
9. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
Page 4 of 8
25C-8
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Contractor under this Agreement.
10. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Contractor without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law, in the recruitment, selection, training, utilization, promotion, termination or other
employment related activities. Contractor affirms that it is an equal opportunity employer and shall
comply with all applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any
Page 5 of 8
25C-9
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other Contractors retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor
compensation for all services performed by Contractor prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Contractor consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
Page 6 of S
25C-10
18. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714-647-5635
To Contractor:
Elliott Auto Supply Co. Inc.
Attn: Dana Carney
2610 S. Birch St.
Santa Ana, CA 92707
E-mail: d.cameyna ftnpco.com
Fax: 702-459-0432
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
Page 7 of 8
25C-11
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
Norma Mitre
Acting Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: k M,.
John A . Funk
Assistant City Attorney
PROX915I81e0 t : ' ' t •
Fuad Sweiss, PE, PLS
Executive Director
Public Works Agency
CITY OF SANTA ANA
Kristine Ridge
City Manager
CONTRACTOR:
Daha cawe�
Dana Carney
Fleet Sales and Operations Manager
Page 8 of 8
25C-12
EXHIBIT A
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 19-017 FOR
MISCELLANEOUS FLEET VEHICLE PARTS &
ACCESSORIES
SCOPE OF SERVICES & SPECIFICATIONS
The Fleet Maintenance Division of the Public Works Agency maintains over 650 active fleet
vehicles including sedans, trucks, vans, motorcycles, large heavy trucks, and police patrol sedans
at the Corporate Yard facility located at 215 S. Center Street, Santa Ana, CA 92703. It is the
responsibility of Fleet Maintenance to conduct routine maintenance on all vehicles, and replace
all worn or broken parts. Parts for vehicles are ordered for inventory stock as well as parts
required on an "as -requested" basis.
The City desires to establish a prime and exclusive relationship with an auto parts and accessories
distributor through a vendor -owned inventory (consignment) based business solution program
providing a full line of equipment, products, accessories and services related to parts for the
maintenance and repair of autos, trucks and other equipment to best serve the overall needs
of the City. The City will provide the on -site staff to operate its Parts Counter Operation.
General Parts Information
The successful vendor shall supply parts and shop supplies necessary to maintain, repair and
operate the City's fleet of vehicles and equipment including but not limited to, a full line of light and
heavy duty equipment parts, Original Equipment Manufacturer (OEM) parts, small engine parts,
hydraulic hoses, fasteners, tires, steel, welding supplies, safety supplies, chemicals, equipment,
and all fluids associated with automotive vehicles (i.e. lubricants, antifreeze, brake fluids, etc.)
Original equipment quality parts, supplies, and equipment, or the equivalent or better are required.
The Fleet Maintenance Division reserve the right to purchase parts and other supplies that
cannot be provided by the vendor within the time frames specified, or that do not meet original
equipment quality, or that have been deemed inferior or unacceptable by Fleet Maintenance
Division. Fleet Maintenance Division reserves the right to solicit repairs from any private vendor
where said vendor may provide parts and/or labor for the repair of fleet equipment. Fleet
Maintenance Division further requires that in every application where the City determines to be
reasonable and acceptable the Contractor provide rebuilt, refurbished, recycled or refined
products that meet or exceed OEM, SAE, UL, Mil -spec, ANSI or other industry quality standards.
The Fleet Maintenance Division reserves the right over the course of the contract period to
determine which products must be new, refurbished, recycled or retreaded. The Contractor shall
also accept industry standard cores for rebuilding where the parts are acceptable as core
exchanges including water pumps, alternators, etc. The Fleet Maintenance Division will work
with the Contractor throughout the contract period to determine the parts, supplies and equipment
to carry in inventory. This determination may be based on usage, fleet size, and parts ordering
turnaround time, or any combination of these factors.
Vendor Requirements
The vendor shall have access to and control over sufficient inventory, either in an off -site location,
or on- site in the vendor's own warehouse, preferably to be within a 1-hour delivery time to the
City of Santa Ana RFP 19-017
Page17
25C-13
Fleet Maintenance shop. The vendor shall also have the ability to purchase Original Equipment
Manufacturer parts by negotiation with one or several local dealer parts operations. The
vendor shall have the capacity to furnish an 85% fill rate for the City's on -hand parts inventory
requirements. The vendor shall evaluate the usage history of the current inventory of vehicle parts
and supplies and thereafter on a monthly basis to identify those that should be removed from
stock, added to stock, and to determine the stocking levels of those that should remain in stock.
The vendor shall adhere to the stock reorder plan detailed In the proposal. Prompt response
time to parts requests Is crucial to establish and maintain a high level of maintenance shop
productivity. Any decision to make changes that will impact response times must be mutually
agreeable with designated City staff and the vendor.
The vendor shall provide stock and non -stock original equipment parts, supplies and equipment,
or aftermarket items in equal or higher quality. A minimum of Grade 8 is required on all
fasteners. All hydraulic equipment, components and parts must meet JIC and SAE specifications.
City Fleet Maintenance Division reserves the right to inspect the quality of materials, supplies and
equipment proposed to be furnished and to reject any item(s) deemed not to meet original
equipment standards and performance. All such items provided by the selected vendor for
resale to the city will remain the property of the vendor until purchased by the city. At its
discretion, the City may elect to purchase and maintain ownership of certain specialized items.
The city reserves the right to purchase parts and/or services from other sources'if the vendor
cannot provide the desired part(s) by end of business the day following request, and in emergency
situations to procure parts immediately if the vendor cannot supply the part(s) in an acceptable
time frame.
The vendor shall not issue parts or supplies to city personnel without a proper work order
requisition. The vendor shall give a receipt containing specific information with items delivered to
the City's employee for each work order requisition. A second copy of the receipt will be given to
the fleet management administrative section.
The receipt shall contain specific tracking information, i.e., equipment number, reference number,
receiving employee name, parts quantities, part number and alpha description, price detail and
any other data deemed necessary for effective accounting tracking. A duplicate of each
transaction must be provided with the billing for verification of accounting transactions.
The vendor shall maintain warranty records of items sold to the City and issue any credits including
labor and parts, due to the City that are covered under these warranties.
All items must include full manufacturer's warranties and guarantees. The Contractor must
guarantee all items purchased for equipment repair and maintenance applications will fit the
intended application and further guarantee that the product will work on the intended application.
On -site replacement for defective, inferior or non -fit items must be guaranteed. The City will require
vendor to conduct an inventory reconciliation every ninety (90) days and a report is to be submitted
to staff by City of Santa Ana parts number.
The selected vendor will be required to have the inventory ready for use as of July 1, 2019.
General Information
It is the intent and expectation of this solicitation to award a vendor contract to the best responsive
and responsible bidder offering the best overall selection of products, supplies, equipment and
services that meet the most commonly requested specifications. In the event no responding
bidder is able to service such a contract, the City reserves the right to award to multiple bidders in
order to meet the City's requirements.
City of Santa Ana RFP 19-017
Page18
25C-14
All bids received will be evaluated based on their ability to provide the greatest utility to the City
across the widest spectrum of products and services. The City invites all responding bidders to
bid your entire product line to the extent that those products fall under the definition of "Auto and
Truck Parts and Accessories." All equipment, products, and services are to meet or exceed all
industry standards and requirements as defined, understood, established, and set forth by those
accepted standards.
This RFP is for an infinite quantity of products and services. Any quantities and/or sales volume
stated herein are based on "potential' usage by the City, and no guarantee of sales volume or
quantity is expressed nor implied.
A response to this RFP, in addition to the included line item pricing sheet, shall be in the form of
a percentage discount from a catalog or a category purchasing contract. A response to this
RFP is an offer to contract with the City based on the goals, intent, terms and conditions, and
scope of products and services contained herein.
Delivery Time
Orders placed as "Non -Stocked" will be price quoted at the time of ordering and delivered within
twenty-four (24) hour or sooner. For "Non -Stocked" items that are not delivered within the allowed
twenty-four (24) hour period, vendor will forego the mark-up cost on that part. The exception will
be when the selected vendor does not have the part readily available and must reach out to a
second party vendor to obtain the part in which case the City will allow for fair and reasonable
delivery time as defined by the City. Vendor -owned (consignment) Inventory parts ordered will
be delivered within a 24-hour period. All deliveries are to be to the City Corporate Yard, 215 S.
Center St., Santa Ana, CA.
As the City's fleet is perpetually changing, the City maintains the option to add or remove vendor -
owned (consignment) inventory parts for the duration of the contract period. The successful bidder
will agree to supply added items at the pricing structure consistent with like parts and/or
manufacturer, and/or at the stated catalog and/or category purchasing discount rate as existing
inventory.
All parts shall be warrantied in accordance with the manufacturer's warranty.
City of Santa Ana RFP 19-017
Page 19
25C-15
EXHIBIT B
CITY OF SANTA ANA
REQUEST FOR PROPOSALS 19-017 FOR MISCELLANEOUS FLEET VEHICLE PARTS &
ACCESSORIES
laaall . :•.
_u •
RFP 19.019 MISCELLANEOUS VEHICLE PARTS
CITY OF SANTA ANA
ALTERNATE_
City Stock
MIN
PRICE
MFG
Number
DESCRIPTION
MFG MFG PART#
APPLICATION
CITY
OFFERED
OFFERED
CLEANER,BRAKE
CRC
D5050
02-5665
SPRAY
36
$ 3.15
ROTOR, BRAKE,
MOTORCRAFT
02-71425
FRONT
WAGNER
BD125785E
'CROWN VIC03-11
10
.$52.92
BRRF266
ROTOR, BRAKE,
MOTORCRAFT
02-71435
REAR
I)
I WAGNER
BDIM786E
ICROWN VIC03-11
6
,$ 36.10 _
BRRF271
i
BRSD931ACROWN
40.94
I
02.71895
PAD, BRAKE, FRONT,MOTORCRAFT
VIC 03-11,
12
,$
02-7193
PAD, BRAKE, REAR
I MOTORCRAFT
BRF1040
CROWN VIC 03-11
8
$ 4_1.72
BRAKE PADS,
iMOTORCRAFT
BRFI475
02-7200
FRONT
PPV UTILITY 14-17
12
$ 37.08
02-7201
BRAKE PADS, REAR
MOTORCRAFT
BRFI383
PPV UTILITY 14-17
12
!$ 52.87
02-7250
ROTORS, FRONT
MOTORCRAFT
BRRF318
PPV U11LITY14.17
12
'$ 61.14
02.7251
ROTOR, REAR
MOTORCRAFT
BILRF92
PPV UTILITY 14-17
12
,$ 50.03
03-6015
SPARKPLUG
M01'ORCRAFT
SP403
CROWN VIC 11
16
$ 2.98
04-3017
SERP. BELT
GATES
K060923
,CROWN VIC 06-11
6
$ 20.59
CON 4060922
OS-0303
ANTIFREEZE
MOTORCRAFT
VC78
LATE MDLFORD
12
$ 12.88
WATER, DISTILLED,
11475018
05.7199
1 GALLON
ARROWHEAD
18
$1.15
ANTI FREEZE, DEX-
,
SHELL
9404006021
OS-0306
COOL EXT
12
$ 6.26
05-2880
WIPER BLADE
ANCO
91-22
CROWN VIC
40
$ 3.59
05.4258
FUELCAP
STANT
10840
CROWN VIC05-13
4
$ 5.82
' FVP MGC839
COOLING FAN
MOTORCRAFT
RF272
05-4500
ASEMBLY
CROWN VIC
3
$ 176.31
COOLING FAN
05-4505
MODULE
MOTORCRAFT
RR28
CROWN VIC
3
$ 98.32
05-4600
BLOWER MOTOR
MOTORCRAFT
MM929
CROWN VIC
2
$ 37.42
BLOWER MOTOR,
05-4605
RESISTOR
MOTORCRAFT
YH 1717
CROWN VIC
2
$ 19.66
BLOWER
FORDMOTOR
FOZZ18A287A
05.4610
MOTOR,CLIP
CROWN VIC
3
$ 6.22
05-4650
S.I.RIEWEL
FORDMOTOR BWIZIOA936A
CROWN VIC
4
$ 12.79
05-6500
WATER PUMP
MOTORCRAFT
PW464
CROWN VIC
3
$ 38.92
MOTORCRAFT PFS616 278.30
OS-6525 FUELSENDINGUNIT_ CROWN VIC 3 S
City of Santa Ana RFP 19-017
Page 128
25C-16
RFP 19.019 MISCELLANEOUS VEHICLE PARTS
CITY OF SANTA ANA
ALTERNATE
City Stock
MIN
PRICE
MFG
Number
DESCRIPTION
MFG MFG PART#
APPLICATION
CITY
OFFERED
OFFERED
WASH,
05-7210
WINDSHIELD
PEAK
PXNOK3
12
1.56
$
SPLASHWASH
BATTERY, SIDE/TOP 1
06-0391
POST
AC DELCO
!
78DTPS
6
! 5 11.01
BATTERY, GRP 34
OPTIMA
8014.045-ABS
06-0405
750CCA
CROWN VIC
8
$82.68
ACDELCO34PG
06-2358
BULB 3157
PHILLIPS
3157CP
;$ .46
WAGNER 3157
STROBE, 2-HOLE
SOUND OFF
ETUCOC-P
i
29.33
06-2361
FLANGE
j
12
$
BULB, HEADLAMP
i
06-2770
9007
PIIILLIPS
9007C1
I
12
j$ 2.50
WAGNER9007
07-5046
FILTER, OIL
MOTi1RCRAFT
FL8205
CROWN VIC08 !
i$ 3.12
07-5116
FILTER, OIL
fMOTORCRAFT
FL9105
'CROWN VIC09-11
_15
24
'$ 3.38_
07.5120
! FILTER, OIL
wiX
i
57502
PPV UTILITY 14-16
24
i$ 2.76
07-5126
! FILTER, OIL
WIX
51042
LATE MDLGM
8
5 2.78
07-8658
i FILTER, AIR
MOTORCRAFT,
FA1783
'CROWN VIC07-11'
20
$ 8.20
07-9100
FILTER, AIR
WIX
46935
PPVUTILITY I3-17
24
'$5.35
07-9541
FILTER, TRANS
WIX
58955
CROWN VIC
8
$ 8.29
07-9543
i TRANS GASKET
'FORD MOTOR
F2VY7A191A
CROWN VIC
12
$ 4.50
07-9828
! FUEL FILTER
WIX
33595
CROWN VIC 11
12
$ 4.44
61-1450
i OILQUARTSW-20
I ACDELCO
10-9267
60
$ 1.79
FVP5W20SBQT
61-1455
I OILQUART5W30
, ACDELCO
10-9271
60
$ 1.79
FVP5W20SBQT
Total Bid $1339.67
I 1
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS
THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
THE FULL OF STOCKED CONSIGNMENT PARTS WILL BE PROVIDED UPON REQUEST.
City of Santa Ana RFP 19-017
Page129
25C-17
EXHIBIT B
CITY OF SANTA ANA REQUEST
FOR PROPOSALS FOR
MISCELLANEOUS FLEET VEHICLE PARTS &
ACCESSORIES
Firm Name: FACTORY MOTOR PARTS
It would not be practical to list all parts / components that may be used by the city. The RFP
Proposal Pricing List on the previous page is a general representation of a cross section of vehicle
parts and an indicator of most frequent usage for bid response purposes only.
The manufacturer numbers for items listed in the RFP Proposal Pricing List on the previous
page are to serve as a reference and assist prospective bidders in identifying the
corresponding item(s) in their own product lines. Responsive bidders may need to
cross reference part numbers for bid response purposes. The City in no way restricts the
products to be offered by proposers to the stated brand(s) only.
For parts and accessories not specifically listed on the RFP Proposal Pricing List, Bidders must
submit a fixed percentage discount off the Bidder's most current price list, for all automotive parts,
components, accessories, and all other products and services offered by the Bidder, for the life of
the contract. The discount percentages offered shall apply to the entire parts catalog for the brand
and category listed.
Please indicate the discount percentage and Base Price List from which the discount percentage is
calculated, i.e., List, Wholesale, Jobber, Etc.
The discount being offered is vARIE,9 % off of the
LIST
price list.
If the discount varies from manufacturer to manufacturer, please list in the space below.
Manufacturer Price List Discount Percentage
SEE ATTACHED
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL,
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED
NONRESPONSIVE.
City of Santa Ana RFP 19-017
Page 130
25C-18
BRAND
DESCRIPTION
DISCOUNT
PF
ACDELCO
AC FILTERS
59%
LIST
ACDELCO
AC FUEL PUMPS
57%
LIST
ACDELCO
AC SPARK PLUGS
56%
LIST
ACDELCO
AIR CONDITIONING
53%
LIST
ACDELCO
AIR FILTERS
59%
LIST
ACDELCO
BATTERIES
45%1
LIST
ACDELCO
BEARINGS
53%
LIST
ACDELCO
BELTS & HOSES
53%
LIST
ACDELCO
BRAKE PARTS
53%
LIST
ACDELCO
CHASSIS
53%
LIST
ACDELCO
CHEMICALS
53%
LIST
ACDELCO
DELCO TRANSMISSION
53%
LIST
ACDELCO
ELECTRONICS
53%1
LIST
ACDELCO
EMISSION CONTROL
53%1
LIST
ACDELCO
FUEL FILTERS
59%
LIST
ACDELCO
FWD PRODUCTS
53%
LIST
ACDELCO
IGNITION PARTS
53%
LIST
ACDELCO
LIGHTING
53%
LIST
ACDELCO
OIL
53%
LIST
ACDELCO
RADIATORS
40%
LIST
ACDELCO
SHOCKS & STRUTS
53%
LIST
ACDELCO
SMALL MOTORS
53%
LIST
ACDELCO
STARTERS/ALTERNATORS
53%
LIST
ACDELCO
STEERING
53%
LIST
ACDELCO
SUSPENSION
53%
LIST
ACDELCO
THERMOSTATS & CAPS
53%
LIST
ACDELCO
TRANSMISSION FILTERS
59%
LIST
ACDELCO
VALVE LIFTERS
53%1
LIST
ACDELCO
WATER PUMPS
53%
LIST
ACDELCO
WINDOW REGULATOR
53%
LIST
ACDELCO
WIPER PRODUCTS
53%
LIST
ACDELCO
WIRE & CABLE
53%
LIST
ANCO
WIPER PRODUCTS
76%
LIST
BETTER BRAKE PARTS
BRAKE HARDWARE
80%
LIST
CENTRIC
BRAKE PARTS
71%1
LIST
CHAMPION
SPARK PLUGS
55%
LIST
CONTINENTAL
BELTS&HOSES
63%
LIST
CRC
CHEMICALS
50%
LIST
DELPHI
DELPHI PRODUCTS
60%
LIST
DENSO
DENSO PRODUCTS
65%
LIST
DORMAN
DORMAN PRODUCTS
65%
LIST
EDELMANN
BRAKE LINES
ol
IST
FEDERAL MOGUL
BEARINGS/SEALS
63%
LIST
FELPRO
GASKETS
71%
LIST
FOX
CHEMICALS
71%
LIST
FVP
BELTS
71%
LIST
25C-19
FVP
CAP & THERMOSTAT
61%
LIST
FVP
ALTERNATORS/STARTERS
67%
LIST
FVP
BALLJOINTS
67%
LIST
FVP
BATTERIES
71%
LIST
FVP
BRAKE ROTORS/DRUMS
71%
LIST
FVP
CONDENSERS
71%
LIST
FVP
FILTERS
71%
LIST
FVP
FUEL PUMPS
71%
LIST
FVP
NEW WATER PUMPS
719/6
LIST
FVP
POWER STEERING
71%
LIST
FVP
RADIATORS
71%
LIST
FVP
U-JOINTS
71%
LIST
GPD
AIR CONDITIONING
58%
LIST
GROTE
LIGHTING
58%
LIST
IDEAL
CLAMPS
71%
LIST
KIMBERLY CLARK
PAPER PRODUCTS
71%
LIST
KYB
SHOCKS & STRUTS
71%
LIST
LITTLEFUSE
FUSES
51%
LIST
LUCAS
OIL PRODUCTS
40%1
LIST
MMM
CHEMICALS
50%1
LIST
MONROE
SHOCKS & STRUTS
63%
LIST
MOOG
SUSPENSION
69%
LIST
MOTORCRAFT
AIRCONDITIONING
48%
LIST
MOTORCRAFT
BATTERIES
48%
LIST
MOTORCRAFT
BEARINGS
48%
LIST
MOTORCRAFT
BELTS & HOSES
48%
LIST
MOTORCRAFT
BRAKES
48%1
LIST
MOTORCRAFT
CHASSIS
48%
LIST
MOTORCRAFT
CHEMICAL
38%
LIST
MOTORCRAFT
EMISSION PARTS
48%
LIST
MOTORCRAFT
FILTERS/PCV VALVES
48%
LIST
MOTORCRAFT
FRONT WHEEL DRIVE
48%
LIST
MOTORCRAFT
FUEL PUMPS
48%
LIST
MOTORCRAFT
HUBS
48%
LIST
MOTORCRAFT
IGNITION PARTS
48%
LIST
MOTORCRAFT
MOTOR OIL
38%
LIST
MOTORCRAFT
MOTORCRAFT REMANS
489,
LIST
MOTORCRAFT
POWER STEERING
48%
LIST
MOTORCRAFT
RADIATORS
38%
LIST
MOTORCRAFT
REFRIGERANT
48416
LIST
MOTORCRAFT
SHOCKS & STRUTS
48%
LIST
MOTORCRAFT
SPARK PLUGS
48%
LIST
MOTORCRAFT
SPARK PLUGS
70%
LIST
MOTORCRAFT
ISTARTERSALTERNATORS
48%
LIST
MOTORCRAFT
ITHERMOSTATS & CAPS
48%1
LIST
MOTORCRAFT
IWATER PUMPS
1 48%1
LIST
MOTORCRAFT
IWIPER BLADES
1 38%1
LIST
25C-20
MOTORCRAFT
WIRE & CABLE
48%
LIST
PENRAY
CHEMICALS
62%
LIST
PERMATEX
CHEMICALS
60%
LIST
SACHS
CLUTCH
66%
LIST
SPLASH
WIPER BLADES
71%
LIST
STANDARD
IGNITION PARTS
71%
LIST
SUPERCLEAN
CHEMICALS
60%1
LIST
TEC
CHEMICALS
68%
LIST
TROJAN
BATTERIES
58%
LIST
WAGNER
BRAKES
71%
LIST
WAGNER
LIGHTING
71%
LIST
WIX
FILTERS
62%
JOBBER
25C-21
25C-22