City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01712 10/22/2024 Consent Item 13.
Contract Supplement No. 8: Fleet Tires and Tire Services [Published for 10-day Review on 10/11/2024]
File ID: 2024-01712
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or City Manager’s designee to execute Supplement No. 8 to Contract No. 2020-1480 with Morgan Tire Company for the purchase of fleet tire and tire services in an amount not to exceed $1,500,000 for a revised total contract not-to- exceed amount of $6,000,000.
Contact: Alison Kerstetter, Fleet Manager, (916) 808-1163, [email protected], Department of Public Works
Presenter: None
Attachments:
1-Description/Analysis
2-Contract Supplement No. 8
Description/Analysis
Issue Detail:
The Department of Public Works, Fleet Management Division, oversees the procurement and maintenance of tires for vehicles utilized by various City departments. This responsibility includes securing contracts for the acquisition of new replacement tires, as well as comprehensive tire-related services. These services encompass re-treading, mounting, dismounting, and balancing of tires to ensure optimal performance and longevity. Additionally, the division coordinates emergency roadside tire services to maintain uninterrupted operation of the City’s vehicle fleet, supporting the diverse functions of departments across the City. This contract is essential for ensuring that all City vehicles, from service trucks to emergency response vehicles, remain safe, reliable, and operational.
Policy Considerations: The recommendations in this report are in accordance with City Code Section 4.04.020 and Council Rules of Procedure, Chapter 7, Section E.2.d, which mandate that unless waived by two-thirds vote of the City Council, all labor agreements, and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to the City
File ID: 2024-01712 10/22/2024 Consent Item 13.
Council action. The use of a cooperative purchasing agreement is an exception to competitive bidding requirements. (City Code Section 3.56.240). This item was published for 10-day review on October 11, 2024, incompliance with the City Code.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of parts and services are not considered to be a project in accordance with Section 15378(b)(2) of the guidelines.
Sustainability: Not applicable.
Commission/Committee Action: None.
Rationale for Recommendation: On June 30, 2020, the City Council passed Motion No. 2020-0176 (Contract No. 2020-1480) awarding a five-year contract to Morgan Tire Company for the purchase of fleet tires and tire services for City fleet equipment. Fleet Management Division has determined that, due to a higher rate of utilization than originally anticipated, the current contract authority will be exhausted prior to the end of the contract term and recommends approval of Contract Supplement No. 8 to avoid any disruption in service.
Financial Considerations: Sufficient funds are available in the Department of Public Works, Fleet Management Division’s Fiscal Year (FY) 2024/25 operating budget (Fleet Fund, Fund 6501) to purchase new tires as well as tires services through June 30, 2025. Purchases made after June 30, 2025, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Morgan Tire is an LBE.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessor’s Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Date: Purchase Order #: Supplemental Contract No.: The City of Sacramento ("City") and _______________________________________("Contractor"), as parties to that certain Non-Professional Services Agreement designated as Contract Number ______________, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows: The specified in Exhibit A of the Contract is amended as follows:In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceedamount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, isincreased by ___________, and the Contract’s maximum not-to-exceed amount is amended as follows:____________________ __________ __________ Agreement's original not-to-exceed amount:Net change by previous supplemental contracts: Not-to-exceed amount prior to this supplemental contract: Increas by this supplemental contract: New not-to exceed amount including all supplemental contracts: __________ Contractor warrants and represents that the person or persons executing this supplemental contract on behalf ofContractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to theterms hereof.Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, andContractor shall perform all of the services, duties, obligations, and conditions required under the Contract, assupplemented and modified by this supplemental contract.[SIGNATURES ON FOLLOWING PAGE]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By: Project Manager City Attorney Approved By: Attest: ____________________________________ Contractor City Clerk Approved By: , City of Sacramento