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Home My WebLink AboutPR 20619: SOUTHERN TIRE MART City of �Q r„ ! rtlru�� Tour www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: February 26, 2019 To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Kevin Christopher, Equipment Maintenance Manager RE: P. R. 20619, Southern Tire Mart Introduction: The intent of this Agenda Item is to seek the City Council's approval of Proposed Resolution No. 20619 authorizing the City to enter into an interlocal agreement for cooperative purchasing with Buyboard for the purchase of tires and tubes from Southern Tire Mart of Beaumont, Texas with a projected budgetary impact of$400,000.00. Generally, these purchases are made on an as needed basis and charged out to the requesting department. Background: The City's Equipment Services Division purchases tires and tubes for the City fleet. Southern Tire Mart won the contract under their Buyboard Contract No. 470-14. The City approved Resolution 02- 341 authorizing 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: The funding for procurement of parts will be charged to various departments/divisions under encumbrance Code 43-Motor Vehicle Maintenance. Recommendation: It is recommended that the City Council approve Proposed Resolution No.20619,authorizing the city to enter into an interlocal agreement for cooperative purchasing with BuyBoard for the purchase of tires and tubes from Southern Tire Mart of Beaumont,Texas with a projected budgetary impact of $400,000.00. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R.No.20619 2/26/2019 KC PAGE 1 OF 6 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 $400,000.00; FUNDING AVAILABLE IN DEPARTMENTAL ACCOUNTS DELINEATED IN 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 purchases 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 $400,000.00, 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 001-1202-531.43-00 Public Works Engineering Vehicle Maintenance 001-1203-531.42-00 Public Works Streets Equipment Maintenance P.R.No.20619 2/26/2019 KC PAGE 2 OF 6 001-1203-531.43-00 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 this caption be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of , A.D., 2019, at a meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Councilmembers: • NOES: Derrick Freeman, Mayor P.R.No.20619 2/26/2019 KC PAGE 3 OF 6 ATTEST: Sherri Bellard, TRMC, City Secretary APPROVED AS TO FORM: )1/-Lu.ut 0,,Ed 9-., AL-Lay ex Valecia"Val' izeno, City Attorney APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager Ronald "Ron"Burton, Assistant City Manager- Operations/ Director of Development Services Kevin Christopher, Equipment Services Manager APPROVED AS TO AVAI ABILITY OF FUNDS: v''\/ Andrew asquez, ISA, Director of Finance ,ifild&, L1b Clifton Williams, CPPB, Purchasing Manager P.R.No.20619 2/26/2019 KC PAGE 4 OF 6 EXHIBIT "A" P.R.No.20619 2/26/2019 KC PAGE 5 OF 6 CONTRACT FOR THE PURCHASE OF TIRES FOR THE CITY OF PORT ARTHUR THIS AGREEMENT, made this day of , 2019, 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 a(n) Corporation hereinafter called "CONTRACTOR" WITNESSETH: 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 one year from start date on 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 of 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 hereto have executed, or caused to be executed by their duly authorized officials,this Agreement in (2 copies) each of which shall be deemed an original on the date first above written. Signed on the day of , 2019. ATTEST: CITY OF PORT ARTHUR BY Sherri Bellard Harvey Robinson City Secretary Interim City Manager P.R.No.20619 2/26/2019 KC PAGE 6 OF 6 Signed on the day of , 2019. WITNESSED: SOUTHERN TIRE MART BY Print Name: Title: