REPORT TO THE CITY COUNCIL FROM: BRIAN BARR, Director General Services Department BY: DUANE MYERS, Fleet Manager General Services Department, Fleet Management Division MELISSA PERALES, Purchasing Manager General Services Department, Purchasing Division SUBJECT ..Title Actions pertaining to the award of six Requirements Contracts for the purchase of aftermarket vehicle parts and supplies in the total aggregate amount of $1,000,000 per year plus annual CPI increases to (Bid Files 9671 & 9672): 1. Genuine Parts Company dba NAPA Auto Parts, of Fresno, through May 19, 2025, with one optional one-year extension 2. Jasper Holdings, Inc., of Visalia, California through May 19, 2025, with one optional one-year extension 3. O'Reilly Auto Enterprises dba O'Reilly Auto Parts, of Fresno, California through May 19, 2025, with one optional one-year extension 4. Elliott Auto Supply Co. Inc. dba Factory Motor Parts, of Fresno, California through December 14, 2024, with one optional one-year extension 5. Ford Motor Company, of Fresno, California through December 14, 2024, with one optional one-year extension 6. General Motors LLC, of Fresno, California through December 14, 2024, with one optional one-year extension ..Body RECOMMENDATION Staff recommends Council approve the award of six Requirements Contracts for the purchase of aftermarket vehicle parts and supplies in the total aggregate amount of $1,000,000 per year plus annual CPI increases: 1. Genuine Parts Company dba NAPA Auto Parts, of Fresno, through May 19, 2025, with one optional one-year extension 2. Jasper Holdings, Inc., of Visalia, California through May 19, 2025, with one optional one-year extension 3. O'Reilly Auto Enterprises dba O'Reilly Auto Parts, of Fresno, California through May 19, 2025, with one optional one-year extension 4. Elliott Auto Supply Co. Inc. dba Factory Motor Parts, of Fresno, California through December 14, 2024, with one optional one-year extension 5. Ford Motor Company, of Fresno, California through December 14, 2024, with one optional one-year extension 6. General Motors LLC, of Fresno, California through December 14, 2024, with one optional one-year extension EXECUTIVE SUMMARY The General Services Department, Fleet Management Division, is recommending cooperative purchase agreements (CPA) with the local retailers of NAPA Auto Parts, Jasper Holdings Inc., O'Reilly Auto Parts, Factory Motor Parts, Ford Motor Company, and General Motors for the purchase of aftermarket vehicle parts and supplies. These contracts will allow the Fleet Management Division to continue to supply automotive parts and supplies to all City vehicles. Having readily available resources is essential to the work of the Fleet Management Division to ensure that vehicles for the City of Fresno are operational. The cooperative purchase agreements will be authorized through two competitively solicited cooperative procurement processes administered by Sourcewell (a State of Minnesota local government agency). NAPA Auto Parts, Jasper Holdings, and O'Reilly Auto Parts were awarded contracts via Sourcewell RFP# 032521, which went into effect on May 13, 2021. Factory Motor Parts, Ford Motor Company, and General Motors were awarded contracts via Sourcewell RFP# 101520, which went into effect on December 10, 2020. Subsequently, the two different RFP contract effective dates have necessitated the need for two separate contract durations. NAPA Auto Parts, O'Reilly Auto Parts, Factory Motor Parts, Ford Motor Company, and General Motors all have multiple retail stores within the City of Fresno. BACKGROUND The General Services Department, Fleet Management Division is responsible for maintaining approximately 2,600 active vehicles and equipment for the City of Fresno. This includes vehicle acquisitions, whole-life maintenance, fueling, and end-of-life disposal. Fleet Management serves City departments by providing reliable like-new transportation to support their needs and service responsibilities. This is done by scheduling and performing preventative maintenance, identifying repairs, and replacing equipment in a timely manner. Partnering with the local retailers of NAPA Auto Parts, Jasper Holdings Inc., O'Reilly Auto Parts, Factory Motor Parts, Ford Motor Company, and General Motors through cooperative agreements, the Fleet Management Division will benefit by providing cost savings, product availability, consistent quality, and sustainable options. The six local vendors have a wide range of products and supplies that are essential for fleet maintenance and repair. Cooperative purchase agreements will ensure that these products are readily available to the fleet, reducing downtime and increasing productivity. NAPA Auto Parts, Jasper Holdings, and O'Reilly Auto Parts were awarded contracts via Sourcewell RFP# 032521, which went into effect on May 13, 2021. Factory Motor Parts, Ford Motor Company, and General Motors were awarded contracts via Sourcewell RFP# 101520, which went into effect on December 10. 2020. Subsequently, the two different RFP contract effective dates have necessitated the need for two separate contract durations. Currently, the General Services Department, Fleet Management Division has 2,600 vehicles and equipment to maintain and manage. By working together with local and regional retailers through cooperative agreements, the Fleet Management Division can optimize its operations, minimize downtime for department vehicles, and achieve its goals by continuing to provide excellent customer service to all departments. Utilizing cooperative contracts were determined to be the most cost-effective and overall best value for obtaining aftermarket vehicle parts and supplies. The various local stores within the City of Fresno provide benefits to the City in terms of both employment and tax revenue. The Purchasing Division has approved this contract and recommends Council approval. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project" as defined by CEQA. LOCAL PREFERENCE Local preference is not applicable. The City is not issuing a request for proposals for these cooperative purchase agreements; however, NAPA Auto Parts, O'Reilly Auto Parts, Factory Motor Parts, Ford Motor Company, and General Motors maintain stores within the City of Fresno. FISCAL IMPACT No general funds will be used to purchase these items. The funding to cover the annual purchase cost has been included in the FY2024 adopted budget under the operations of the General Services Department, Fleet Management Division. Attachments: NAPA Auto CPA NAPA Auto Contract #032521-GPC Jasper Holdings CPA Jasper Holdings Contract #032521-JAS O'Reilly Auto CPA O'Reilly Auto Contract #032521-ORA Original Request for Proposal #032521 Proof of Publication RFP#032521 Proposal Opening Record RFP#032521 Proposal Evaluation RFP#032521 Comment & Review RFP#032521 Board Resolutions RFP#032521 Factory Motor Parts CPA Factory Motor Parts Contract #101520-FMP Ford Motor Company CPA Ford Motor Company Contract #101520-FMC General Motors CPA General Motors Contract #101520-GNL Original Request for Proposal #101520 Proof of Publication RFP#101520 Proposal Opening Record RFP#101520 Proposal Evaluation RFP#101520 Comment & Review RFP#101520 Board Resolutions RFP#101520