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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Patrick Preusser, Chief Operating Officer |
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PRESENTER(S): |
Michael Goldman, Special Svc Program Manager |
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TITLE:
title
Contract: Rideshare/Vanpool Vehicle Preventative Maintenance Program (Utah Tire Holdings, DBA Hillside Tire and Service)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve award and authorize Executive Director to execute this contract and associated disbursements with Utah Tire Holdings (dba Hillside Tire & Service) in the not to exceed amount of $1,895,713.00 over five (5) years as one of 10 vendors in a Rideshare/Vanpool vehicle preventative maintenance service vendor pool.
BACKGROUND:
UTA requires a contract for vendor(s) to provide Vehicle Preventative Maintenance Service at regular service intervals to maintain the warranty and life expectancy of approximately 525 Rideshare/Vanpool Vehicles for various counties throughout Utah.
After conducting a Request for Proposal (RFP) solicitation, UTA received multiple proposals. After evaluation, UTA chose to proceed with a multiple award contract, creating a vendor pool of ten (10) vendors. Utah Tire Holdings (dba Hillside Tire & Service) was one of the ten (10) selected vendors with best overall value.
DISCUSSION:
UTA Staff is requesting approval of the contracts under the vendor pool for a total aggregate amount, collectively for all contractors in the vendor pool, not-to-exceed (NTE) $1,895,713.00 over a five (5) year period. The contracts will commence upon approval and will expire five (5) years form the commencement date. The contracts shall allow for P-Card purchases for service transactions less than $5000.00; otherwise payment shall be Invoiced Net30 after services have been performed. This payment method is required to allow payment flexibility between UTA’s vehicle operators and contracted service providers within the vendor pool.
Applicable Contracts: 24-038461BCM, 24-038462BCM, 24-038463BCM, 24-038464BCM 24-038465BCM, 24-038466BCM, 24-038467BCM, 24-038468BCM, 24-038469BCM, & 24-0384610BCM.
The contract values for each supplier shall not exceed the amounts as stated in this memo.
Actual cost will be tracked and managed by the Procurement Department.
CONTRACT SUMMARY:
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Contractor Name: |
Utah Tire Holdings dba Hillside Tire & Service |
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Contract Number: |
24-038462BCM |
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Base Contract Effective Dates: |
Upon approval thru August 5, 2029 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
NTE of $1,895,713.00 over 5 years for entire contract pool |
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Procurement Method: |
RFP |
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Budget Authority: |
Approved 2024 Operating Budget |
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ALTERNATIVES:
Without these service contracts, UTA risks not keeping our fleet in a state of good repair and incurring more expensive long-term vehicle maintenance costs.
FISCAL IMPACT:
The 2024 approved budget includes $145,834.00 for the Rideshare/Vanpool Vehicle Preventative Maintenance Pool. Projected funding $1,749,879.00 requests for future years 2025, 2026, 2027, 2028, and 2029 as listed below, based on 4% increase per year to account for inflation and minimal growth. The total 5-year Pool Not-To-Exceed (NTE) amount is $1,895,713.00. All funds will come from the Contract Services operating expense line item in the Department of Van Pool yearly budget 7900.50353.92.
2024 Budgeted Total: $145,834.00 (included in the Approved 2024 Operating Budget for Remaining 5 mos)
2025 Budget Request: $364.000.00 (12mos)
2026 Budget Request: $378,560.00 (12mos)
2027 Budget Request: $393,703.00 (12mos)
2028 budget Request: $409,450.00 (12mos)
2029 budget Request: $204,166.00 (7mos)
Expected 5-year spend: $1,895,713.00
ATTACHMENTS:
1) Contract