TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: February 4, 2025
...Title
APPROVAL OF RESOLUTION NO. 13-25 TO AWARD AN AGREEMENT WITH ADVANCE STORES COMPANY, INC. DBA ADVANCE AUTO FOR THE PURCHASE OF AUTOMOTIVE PARTS, FLUIDS, EQUIPMENT, AND MAINTENANCE SERVICES UTILIZING BUYBOARD NO. 715-23 IN THE AMOUNT OF $70,000
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Recommended Action:
Recommendation
Motion to approve of Resolution No. 13-25 to award an agreement with Advance Stores Company Inc. dba Advance Auto Parts for the purchase of Automotive Parts, Fluids, Equipment, and Maintenance Services utilizing BuyBoard No. 715-23 in the amount of $70,000.
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Background:
The Public Works Department and Utilities Department have an ongoing need to purchase aftermarket automotive parts, fluids, equipment, and related supplies on an as-needed basis. These parts and supplies include, but are not limited to, vehicle brakes, batteries, engine and air conditioning components, and generator and equipment parts necessary to the daily operations of the various maintenance divisions of these departments (Fleet, Lift Station Maintenance, etc.).
On December 1, 2023, BuyBoard, a National Purchasing Cooperative of which the City of Delray Beach is a registered member, awarded Contract No. 715-23 to Advance Stores Company Inc. dba Advance Auto Parts (Advance Auto), for the purchase of Automotive Parts, Fluids, Equipment, and Maintenance Services. The initial term was valid through November 30, 2024. The agreement allows for two (2) one-year renewal options, therefore the agreement is currently valid through November 30, 2025, with one (1) remaining renewal period available.
The estimated agreement value is as follows:
|
Agreement Value |
|
|
|
Initial Term |
Upon execution - November 30, 2025 |
$35,000 |
|
Renewal Term |
December 1, 2025 - November 30, 2026 |
$35,000 |
|
TOTAL |
|
$70,000 |
Either party, at its sole discretion, reserves the right to terminate the agreement with or
without cause immediately upon providing written notice. Upon receipt of such notice, the contractor shall not incur any additional costs under the agreement. The City shall be liable only for reasonable costs incurred by contractor prior to the date of the notice of termination. The City shall be the sole judge of “reasonable costs.”
This motion is in accordance with Code of Ordinances, Section 36; and Purchasing Policies and Procedures, Section 25.
Attachments:
1. Resolution No. 13-25
2. Agreement P2025-003
3. Exhibit A to Agreement P2025-003
4. Legal Review Checklist
5. BuyBoard Contract No. 715-23 Renewal
6. BuyBoard Contract No. 715-23
7. BuyBoard Bid Tabulation Contract No. 715-23
8. BuyBoard RFP No. 715-23
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding is available from the multiple account numbers:
|
Department |
Funding Source |
Annual Allocation |
|
Public Works |
501-43-000-549.52-52 |
$30,000 |
|
Utilities |
441-36-256-536.52-20 |
$2,500 |
|
|
441-36-257-536.52-20 |
$2,500 |