CITY COUNCIL AGENDA ITEM
Memo Date: July 13, 2021
Agenda Date: July 27, 2021
Prepared By: Tony Jones, Fleet Manager
Through: Bryant Smith III, P.E., CFM Public Works Director / City Engineer
Requested Action:
title
Approve and authorize the City Manager to execute a Changer Order to the Space Coast Auto Supply Purchase Order #77408 for the NAPA IBS Fleet Related Maintenance Equipment, Supplies, Services, and Inventory Management Solutions.
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body
BACKGROUND:
The City of Cocoa Fleet Management Division utilizes NAPA Integrated Business Solutions for vehicle and equipment parts acquisitions. A blanket Purchase Order (77408) of $450,000 was issued for the purchase of parts in FY-2021. There have been several unforeseen major repairs to vehicles and equipment throughout the fiscal year. These unforeseen repairs, coupled with current price increases in the 15-18% range due to labor shortages and inflation have significantly increased the average monthly spending related to parts. Based on the current rolling average of roughly $45,000 per month, it is estimated that an additional $100,000 will be needed to complete this fiscal year. This Purchase Order covers multiple departments City-wide.
Current Spending Trends
|
PO Amount |
$450,000 |
|
Remaining |
$38,375 |
|
Projected |
$548,833 |
|
Average/Mo |
$45,736 |
|
FY-2021 |
Month |
Parts |
|
2020 |
Oct |
$43,281 |
|
2020 |
Nov |
$42,403 |
|
2020 |
Dec |
$35,117 |
|
2021 |
Jan |
$31,864 |
|
2021 |
Feb |
$50,761 |
|
2021 |
Mar |
$62,817 |
|
2021 |
Apr |
$55,791 |
|
2021 |
May |
$45,071 |
|
2021 |
Jun |
$44,520 |
|
2021 |
Jul |
TBD |
|
2021 |
Aug |
TBD |
|
2021 |
Sep |
TBD |
STRATEGIC PLAN CONNECTION:
BUDGETARY IMPACT:
Budgeted Yes
If not budgeted, is amendment/transfer attached? N/A
There is sufficient Budget within all Funds 46-03 Accounts (Repair/Vehicles)
Change Order Amount $100,000_
Original Purchase Order 77408 _
Original P.O. Amount _$450,000
For this Agenda Item note Prior Change Order Information:
Total number of change orders to date NONE_
Total amount in change orders to date _$0.00
PREVIOUS ACTION:
Council approved to issue a Purchase Order for the NAPA IBS Fleet Related Maintenance Equipment, Supplies, Services, and Inventory Management Solutions on November 10, 2020.
RECOMMENDED MOTION:
Recommendation
Approve and authorize the City Manager to execute a Changer Order to the Space Coast Auto Supply Purchase Order #77408 for the NAPA IBS Fleet Related Maintenance Equipment, Supplies, Services, and Inventory Management Solutions.