CITY COUNCIL AGENDA ITEM
Memo Date: October 29, 2020
Agenda Date: November 10, 2020
Prepared By: Tony Jones, Fleet Manager
Through: Bryant Smith III, P.E., CFM Public Works Directory / City Engineer
Requested Action:
title
Approve and authorize the City Manager to issue a Blanket Purchase Order up to $450,000 through July 21, 2021, to NAPA IBS, Space Coast Auto Supply utilizing the NJPA Contract #061015. Authorize additional FY-20 parts expenditures in the amount of $59,448 for the August and September statements...End
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BACKGROUND:
On July 24, 2018, the City of Cocoa entered a contract with Genuine Parts Company (dba NAPA Auto) to provide an integrated inventory solution for the City’s fleet operations. City Council approved a contract extension on August 12, 2020, extending the contract through July 21, 2021 and newly negotiated rates and terms expected to be renewed by NJPA in January 2021.
The Cocoa Fleet Division utilizes the Sourcewell NJPA Contract #061015 for Fleet-Related Maintenance Equipment, Supplies, Services, and Inventory Management Solutions. Through use of this contract, Fleet obtains service and repair parts for the City of Cocoa’s vehicle fleet and equipment through NAPA Integrated Business Solutions Space Coast Auto Supply. This includes parts for over 450 City vehicles and equipment.
As part of this contract, the Fleet Shop is equipped with a satellite NAPA Parts Store and NAPA Parts Manager. This allows the City to efficiently obtain parts for various repairs and maintenance activities which reduces vehicle and equipment downtime. The Parts Store allows for an on-site inventory and the City is only charged for parts used. This Blanket Purchase Order will allow for the Fleet Division to pay NAPA IBS and invoice parts costs to the applicable City Department, as needed, monthly.
Cocoa Fleet had additional parts expenditures over the requested Change Order amount of $100,000. The August and September invoices totaled $77,260.14 and exceeded the purchase order by $59,448.14. This was largely due to much higher than normal vehicle and equipment repairs in August. An RDP (Request for Direct Payment) was prepared to pay both invoices after authorization for the increased costs. Total costs for these services/parts for FY20 totaled $609,448. These costs were allocated to each department’s budget based on repairs done during the year; therefore no budget amendment is needed for this agenda item.
STRATEGIC PLAN CONNECTION:
None.
BUDGETARY IMPACT:
Budgeted Yes
|
CITY OF COCOA DEPARTMENT / DIVISION VEHICLE-REPAIR MAIN ACCOUNTS |
|
DEPT# |
DEPARTMENT NAME |
Repair & Maintenance |
BUDGET |
|
1600 |
GENERAL FUND OPERATION |
001-1600-513.4603 |
$2,749 |
|
1103 |
INFORMATION TECHNOLOGY |
001-1103-516.4603 |
$1,000 |
|
2100 |
COCOA POLICE ADMIN. |
001-2100-521.4603 |
$127,520 |
|
2132 |
CODE ENFORCEMENT |
001-2132-524.4603 |
$1,833 |
|
2200 |
FIRE ADMIN. |
001-2200-522.4603 |
$2,332 |
|
2201 |
FIRE OPERATIONS |
001-2201-522.4603 |
$84,580 |
|
3200 |
COMMUNITY SERVICES |
001-3200-515.4603 |
$1,395 |
|
3200 |
COMMUNITY SERVICES BUILDING |
107-3200-515-4603 |
$1,395 |
|
3500 |
PUBLIC WORKS ADMIN. |
001-3500-519.4603 |
$922 |
|
3510 |
PUBLIC WORKS STREETS |
001-3510-541.4603 |
$21,700 |
|
3520 |
PUBLIC WORKS GROUNDS |
001-3520-572.4603 |
$19,750 |
|
3540 |
FLEET MAINTENANCE |
001-3540-519.4603 |
$1,375 |
|
3560 |
FACILITIES MAINTENANCE |
001-3560-519.4603 |
$8,900 |
|
3580 |
CAPITAL PROJECTS |
001-3580-519.4603 |
$1,500 |
|
1515 |
FIELD SERVICES |
421-1515-536.4603 |
$15,507 |
|
4010 |
WATER / SEWER ADMIN & LAB |
421-4010-536.4603 |
$4,694 |
|
4020 |
DYAL |
421-4020-536.4603 |
$27,407 |
|
4025 |
WATER TRANS. DIS. |
421-4025-536.4603 |
$144,800 |
|
4055 |
UTILITIES ENGINEERING |
421-4055-536.4603 |
$5,450 |
|
4120 |
SELLERS |
421-4120-536.4603 |
$7,467 |
|
4125 |
WFO SEWER MAINT. |
421-4125-536.4603 |
$37,844 |
|
3570 |
STORM WATER |
423-3570-538.4603 |
$44,400 |
|
|
|
|
$564,520 |
|
|
|
|
|
|
CITY OF COCOA DEPARTMENT / DIVISION EQUIPMENT-REPAIR MAIN ACCOUNTS |
|
3510 |
PUBLIC WORKS STREETS |
001-3510-541.4600 |
$6,700 |
|
3520 |
PUBLIC WORKS GROUNDS |
001-3520-572.4600 |
$6,500 |
|
3540 |
FLEET MAINTENANCE |
001-3540-519.4600 |
$1,500 |
|
3560 |
FACILITIES MAINTENANCE |
001-3560-519.4600 |
$3,500 |
|
4020 |
DYAL |
421-4020-536.4600 |
$19,000 |
|
4025 |
WATER TRANS. DIS. |
421-4025-536.4600 |
$50,500 |
|
4120 |
SELLERS |
421-4120-536.4600 |
$5,900 |
|
4125 |
SFO SEWER MAINT. |
421-4125-536.4600 |
$15,000 |
|
3570 |
STORM WATER |
423-3570-538.4600 |
$5,000 |
|
|
|
|
$113,600 |
PREVIOUS ACTION:
Council approved this contract extension through July 21, 2021 at the August 12, 2020 City Council Meeting.
RECOMMENDED MOTION:
Recommendation
Approve and authorize the City Manager to issue a Blanket Purchase Order up to $450,000 through July 21, 2021, to NAPA IBS, Space Coast Auto Supply utilizing the NJPA Contract #061015. Authorize additional FY-20 parts expenditures in the amount of $59,448 for the August and September statements