Subject:
Title
Tenth Amendment to the purchase authorization with Genuine Parts Company d/b/a NAPA Auto Parts for the supply of vehicle and equipment parts.
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Recommended Action:
Recommended Action
Approval of the Tenth Amendment to the purchase authorization with Genuine Parts Company d/b/a NAPA Auto Parts (NAPA) for the supply of vehicle and equipment parts.
• This purchase authorization provides the Fleet Management Division of Administrative Services with the parts required to support the maintenance and repair of vehicles in the County Fleet.
• The procurement of parts was outsourced approximately 12 years ago providing the County with many advantages and savings over internal sourcing and County management of parts including but not limited to; NAPA managed inventory control, elimination of part obsolescence and shrinkage, economy of scale price points, one monthly invoice (compared to 100s prior) and the elimination of over 40 contracts formerly required to stock the county managed parts room.
• This contract was competitively solicited through a governmental cooperative Sourcewell contract, 010511-GPC.
• The Tenth Amendment extends the purchase authorization to co-term with the Sourcewell contract extension with NAPA in the amount of $8,920,000.00 for a revised contract total of $29,203,826.00 through January 10, 2029.
• Funding for this agreement is included in the Fiscal Year 2026 Operating Budget for the Department of Administrative Services in the Fleet Management Fund.
• Funding for future years will need to be proposed at the appropriate time. Should future budgets not be approved, the contract contains a fiscal non-funding clause.
Contract No. 134-0296-PB increase in the amount of $8,920,000.00 for a revised contract value of $29,203,826.00 with an annual amount of $2,049,391.30; effective through January 10, 2029; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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Strategic Priorities:
Resilient Infrastructure and Environment
1.2 Maintain and enhance County infrastructure
Smart Service Delivery
4.4 Pursue continuous improvement
Summary:
The Tenth Amendment to the purchase authorization with NAPA provides an extension through January 10, 2029, for the supply of a parts management system necessary for the maintenance and repair of County vehicles and equipment. The Tenth Amendment allows the County purchase authorization to co-terminate with the NAPA Sourcewell contract. The Amendment also provides funding through January 10, 2029.
This contract provides the Fleet Management Division of Administrative Services an all-encompassing outsourcing of parts and inventory operations which includes staffing, parts procurement, storage, inventory control, and parts delivery to sub-shops.
Background/Explanation:
Contract No. 134-0296-PB Vehicle and Equipment Parts Management System approved Board of County Commissioners November, 18, 2014.
Prior amendments to this purchase authorization:
On April 28, 2015, the First Amendment was approved to provide NAPA the authority to purchase obsolete County Fleet Management parts inventory.
On November 5, 2016, the Second Amendment was approved to extended the purchase authorization through November 17, 2017 and to add funds in the amount of $1,200,000.00 for a revised contract total of $3,900.000.00.
On November 2, 2017, the Third Amendment was approved to extend the purchase authorization through November 17, 2018 and to add funds in the amount of $1,500,000.00 for a revised contract total of $5,400.000.00.
On January 23, 2018, the Fourth Amendment was approved by the County Administrator to reduce contract part pricing through increased discount rates as compared to those listed in the original agreement. No funds added.
On October 16, 2018, the Fifth Amendment was approved to extend the purchase authorization through November 17, 2019 and to add funds in the amount of $1,300,000.00 for a revised contract total of $6,700,000.00.
On November 12, 2019, the Sixth Amendment was approved by the Board of County Commissioners to extend the purchase authorization through July 21, 2020 and to add funds in the amount of $1,380,000.00 for a revised contract total of $8,680,000.00.
On June 2, 2020, the Seventh Amendment was approved by the County Administrator to extend the purchase authorization through July 21, 2025 and add funds in the amount of $11,603,826.00 for a revised contract total of $20,283,826.00
On July 12, 2023, the Eighth Amendment was approved by the County Administrator to extend the purchase authorization through December 29, 2024. No funds added.
On April 02, 2024, the Ninth Amendment was approved by the Purchasing Director to extend the purchase authorization through December 29, 2025. No funds added.
This Contract provides Fleet Management with all the parts required to support the maintenance and repair of vehicles in the County Fleet.
Pricing is per Sourcewell Contract No. 010511-GBC.
Fiscal Impact:
Approved estimated expenditure to date: $20,283,826.00
Extend expenditure not to exceed: $ 8,920,000.00
Total revised estimated expenditure not to exceed: $29,203,826.00
Funding for this agreement is included in the FY26 Operating Budget for DAS in the Fleet Management Fund.
Future year funding will be dependent on the adoption of the annual County budget.
Delegated Authority:
N/A
Staff Member Responsible:
Donald Moore, Manager, Fleet Operations
Merry Celeste, Director, Purchasing
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Tenth Amendment