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Home My WebLink AboutPR 19979: SOUTHERN TIRE MART City of ` 40 ort rthu—'r�– ItiTexas INTEROFFICE MEMORANDUM Public Works Department — Administrative Division Date: December 19, 2017 To: Harvey Robinson, Interim City Manager From: Armando Gutierrez, Jr., P. E., Public Works Director RE: P. R. No. 19979 – Southern Tire Mart Introduction: Approve the purchase of tires and tubes from Southern Tire Mart of Beaumont, Texas, through the BuyBoard Cooperative Purchasing Program. Background: This is an annual contract for tires and tubes to maintain operations of the City fleet. Southern Tire Mart won the contract under their BuyBoard Contract No. 470-14. The City approved Resolution 02-341 authorization the City to enter into an interlocal agreement for cooperative purchasing with BuyBoard. The City would like to purchase tires and tubes off the BuyBoard contract. Budget Impact: Funds will be charged to various departmental accounts with approximately twenty-two estimated accounts listed in the attached resolution based on last year's charges. Recommendation: Recommend approval if the contract from Southern Tire Mart of Beaumont, Texas, for the supply of tires and tubes. /aw "The vocation of Public Works is to serve the Public" P. R. 19979 12/2/17 aw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH SOUTHERN TIRE MART OF BEAUMONT, TEXAS, THROUGH THE BUYBOARD COOPERATIVE PURCHASING PROGRAM, CONTRACT NO. 470-14, FOR THE PURCHASE OF TIRES AND TUBES, WITH A PROJECTED BUDGETARY IMPACT OF $400,000; FUNDING AVAILABLE IN DEPARTMENTAL ACCOUNT NUMBERS DELINEATED WITHIN THE RESOLUTION WHEREAS, in Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with BuyBoard Cooperative Purchasing Program; and, WHEREAS, the regular purchase of tires and tubes throughout the year is necessary for the continued operations of the City fleet; and WHEREAS, the awarding of a contract for the annual supplying of tires and tubes through BuyBoard Contract No. 470-14 with Southern Tire Mart of Beaumont, Texas, is recommended; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct. THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute on behalf of the City, a one year contract between the City of Port Arthur through BuyBoard Contract 470-14 with Southern Tire Mart of Beaumont, Texas, for the purchase of tires and tubes attaches as Exhibit"A"; and, THAT, the annual amount of these purchases has a projected budgetary impact of $400,000, which will be charged to the following accounts: 001-1101-521.42-00 Police Public Safety Equipment Maintenance 001-1101-521.43-00 Police Public Safety Vehicle Maintenance 001-1121-521.43-00 Fire Public Safety Vehicle Maintenance 001-1201-531.43-00 Public Works Administration Vehicle Maintenance P.R. 19979 12/2/17 aw 001-1202-531.43-00 Public Works Engineering Vehicle Maintenance 001-1203-531.42-00 Public Works Streets Equipment Maintenance 001-1203-531.43-00 Public Works Streets Vehicle Maintenance 001-1204-531.42-00 Public Works Drainage Equipment Maintenance 001-1204-531.43-00 Public Works Drainage Vehicle Maintenance 001-1205-531.43-00 Public Works Traffic Maintenance Vehicle Maintenance 001-1206-531.43-00 Public Works Facility Maintenance Vehicle Maintenance 001-1207-531.42-00 Parks Maintenance Equipment Maintenance 001-1207-531.43-00 Parks Maintenance Vehicle Maintenance 001-1304-541.43-00 Health& Welfare Environmental Health Vehicle Maintenance 401-1501-561.43-00 Transit Vehicle Operations Vehicle Maintenance 401-1502-561.43-00 Transit Vehicle Maintenance Vehicle Maintenance 403-1271-533.43-00 Public Works Solid Waste Trash Vehicle Maintenance 403-1272-533.43-00 Public Works Solid Waste Res. Garbage Vehicle Maintenance 403-1273-533.43-00 Public Works Solid Waste Container Vehicle Maintenance 403-1274-533.43-00 Public Works Landfill Vehicle Maintenance 403-1275-533.43-00 Public Works Solid Waste Administration Vehicle Maintenance 410-1252-532.43-00 Water Utilities Water Purification Vehicle Maintenance 410-1253-532.43-00 Water Utilities Water Distribution Vehicle Maintenance 410-1254-532.43-00 Water Utilities Customer Service Vehicle Maintenance 410-1255-532.43-00 Water Utilities Wastewater Conveyance Vehicle Maintenance 410-1256-532.43-00 Water Utilities Wastewater Treatment Vehicle Maintenance 450-1291-549.42-00 Pleasure Island Administration Vehicle Maintenance ; and, THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this the day of , A.D. 2018 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: Noes: Mayor P. R. 19979 12/2/17 aw ATTEST: APPROV AS TO FORM: 0Sher \(0- Sherri ri Bellard Valecia Tizeno City Secretary City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABLITY OF NDS: M t Harvey Robinson Andrew Vasquez Interim City Manager Director of Finance Armando Gutierrez, Jr., P. E. Clifton Williams Public Works Director Purchasing Manager P. R. 19979 12/2/17 aw Exhibit "A" P. R. 19979 12/2/17 aw CONTRACT FOR THE PURHCASE OF TIRES AND TUBES FOR THE CITY OF PORT ARTHUR THIS AGREEMENT, made this the day of , 2018 by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called"OWNER"or"CITY", and Southern Tire Mart, hereinafter called "CONTRACTOR". WITNESSED: That for and in consideration of the payment terms, conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. The term of this Contract shall be for one year from the date issued on the Notice to Proceed. The City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle with ten (10) days written notice. 2. The Contractor will supply tires,tubes and service at the BuyBoard Contract Price. 3. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies,tools, equipment, labor and other services necessary to connection therewith, excepting those supplies specifically not required of Contractor in the Specifications. 4. The term"Contract Documents"means and includes the following: 1) Agreement 2) Notice to Award 3) Price List under BuyBoard Contract No. 470-14 (due to the volume, located in the Purchasing Division). 4) Notice to Proceed 5. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. 6. IN WITNESS WHEREOF,the parties here to have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies, each of which shall be deemed an original of the date first written above. ATTEST CITY OF PORT ARTHUR BY: BY: CITY SECRETARY Harvey Robinson Interim City Manager P.R. 19979 12/2/17 aw Signed on the day of , 2018. SOUTHERN TIRE MART BY Print Name: Title: WITNESSED: