CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project,
File No. PP17-003,
Agreements/Contracts
(New or Amended)
resulting in no physical
changes to the
environment
Coordination:
City Attorney’s Office; City
Manager’s Budget Office;
Department of Public Works
Dept. Approval:
/s/
Rick Bruneau
Council District(s):
Citywide
CMO Approval:
10/18/23
SUBJECT: ACTIONS RELATED TO THE PURCHASE ORDER WITH M T TIRE SERVICE, LLC
FOR TIRE MOUNTING, BALANCING, AND RELATED SERVICES
RECOMMENDATION:
Adopt a resolution authorizing the City Manager or designee to amend purchase order OP 62461 with M T Tire Service, LLC (San José, CA) for as required tire mounting, balancing, and related services to increase the total compensation by $200,000, for a maximum compensation not-to-exceed $550,000 for the period ending March 31, 2024.
Desired Outcome: Authorizing the City Manager or designee to take this action allows the City to continue to receive tire mounting, balancing, and related services for various City vehicles.
BASIS FOR RECOMMENDATION:
The Fleet Management Division, Department of Public Works (Fleet Division), is responsible for overseeing the City’s vehicle fleet. The Fleet Division utilizes outside service providers to provide tire mounting, balancing, and related services for various City equipment and vehicle assets. Utilizing outside service providers allows the City to minimize department operational impacts and mitigate equipment and vehicle downtime. The Fleet Division strategically coordinates tire-related services to utilize limited staffing resources effectively and avoid delays in service delivery. These tire mounting, balancing, and related services are essential for safety and are used for various City vehicles including police patrol vehicles, electric buses, and fire apparatuses.
In June 2018, a competitive solicitation was released by the Finance Department to procure these services. Three responsive bids were submitted and no protests were received. The lowest priced, responsive, and responsible bidder qualified for both the City’s local and small business preferences. Staff awarded to M T Tire Service, LLC pursuant to the bidding procedures of the San José Municipal Code, Section 4.12. 310B. The award was for an initial one-year term with four one-year options to extend. Additional funds are now required for this last option term due to the ongoing demand for tire-related services. A new solicitation for these services is currently in development. Approval of this recommendation will ensure the City continues to receive these essential tire mounting, balancing, and related services with minimal impact to operations pending the completion of a new solicitation.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
COST AND FUNDING SOURCE:
*The 2023-2024 Adopted Operating Budget was approved by the City Council on June 13, 2023 and adopted on June 20, 2023.
Fund #
Appn #
Appn. Name
Total Appn.
Amt. for
Recommendation
2023-2024 Proposed
Operating Budget Pg.*
Last Budget Action
(Date, Ord. No)
552 0083 Inventory Purchases $10,598,000 $200,000 946 6/20/23, 30933 FOR QUESTIONS CONTACT: Albie Udom, Deputy Director of Finance – Purchasing & Risk Management, at [email protected].
COUNCIL AGENDA: 10/31/23
FILE: 23-1454
ITEM: 2.7