VENDOR INFORMATION FOR COMMITTEE AGENDA None. PREVIOUS COUNCIL ACTION None.

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1 Motions City Council-Special Meeting Date: 05/22/2017 Initiated By: Cynthia Collazo, Deputy City Manager Staff Source: Steve E. Landin, Fire Chief, David Martinez, Chief Captain, Miguel A. Pescador, Purchasing Agent SUBJECT Consideration to award contract FY to lowest bidder Southern Tire Mart, Columbia, MS in an amount up to $150, per year, for providing tire replacement and tire repair services for the Fire Department. This contract establishes regular and after hour service call rates for tire repair and replacement services along with the purchase of new tires. The term of this contract shall be for a period of two (2) years beginning as of the date of its execution. This contract may be extended for two (2) additional one (1) year renewals upon mutual agreement. Funding is available in the General Fund - Fire Department's Budget. VENDOR INFORMATION FOR COMMITTEE AGENDA PREVIOUS COUNCIL ACTION BACKGROUND The City received two bids for awarding an annual service contract for tire repair and tire replacement services. All services and tires will be provided on an as needed basis. This contract establishes a fixed service rate for regular and after hour service call rates for tire repair services. Prices for tire repairs shall be performed at the contractor s facility and remote sites on tires owned by the City of Laredo. On Sections I, II, III, IV, V & VI staff is recommending that they be awarded to the lowest bidder Southern Tire Mart. The term of this contract shall be for a period of two (2) years beginning as of the date of its execution. The contract may be extended for two (2) additional one (1) year renewals. Should the vendor desire to extend the contract for the additional one year period, it must so notify the City in writing no later than thirty (60) days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and signed by the City's Purchasing Manager & City Manager or his designee, without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contracts shall bound by the terms of the bid documents. The City shall also have the right to

2 extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month to month basis, not to exceed 3 months. Said month to month extensions shall be in writing, signed by the City's Purchasing Manager & City Manager or his designee, and shall not require City Council approval, subject to and contingent upon appropriation of funding therefore. If the pricing remains the same or price adjustment has mutual agreement from both parties and the City agrees to extend the contract, the contract shall automatically renew for another one year period. The City reserves the right to renew or rebid this contract, if the appropriated funds initially approved by City Council are exhausted before the contract expiration date. Summary Vendor Southern Tire Mart Award Section I: Tire Fire Engines & Ambulances Section II: Tire Cars & Trucks Section III: Tire Trailers & Others Section IV: Tire Repairs Fire Engines & Ambulances Section V: Tire Repairs Cars & Trucks Section VI: Tire Repairs Trailers & Others COMMITTEE RECOMMENDATION STAFF RECOMMENDATION It is recommended that these contract be approved. Fiscal Impact

3 Account #: Account #: Account #: Account #: Account #: Account #:

4 Account #: Account #: Account #: Account #: The purpose of this contract is to establish prices for the commodities or services needed, should the City need to purchase these commodities or services. The City's obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void. Attachments

5 Contract Bid Tabulation FY17-039