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Committee approves retroactive extension for Fleet parts contract while RFP proceeds
Summary
The City Utilities Committee approved a retroactive, month-to-month extension of the city's parts-and-repair contract for fleet vehicles to maintain parts sourcing while the Department of Public Works completes a new RFP.
The City Utilities Committee on Jan. 28 approved a second amendment to extend the city's OEM and aftermarket parts and services agreement for passenger vehicles and trucks on a month-to-month basis, retroactive to Nov. 25, 2024, to continue parts sourcing while a new solicitation is completed.
Committee chair Councilmember Antonio Lewis said the item was before the committee as part of the regular agenda. Interim Deputy Commissioner Melissa Davis of the Department of Public Works told the committee the extension would let Fleet Services keep sourcing parts while the department finishes a new RFP (RFP AM DPW 2411-1-12561).
Davis said the department moved from an Invitation for Bid (IFB) approach to an RFP to prioritize quality over lowest price and that the department's initial 90-day extension had expired. "This extension would allow Fleet Services to continue sourcing parts, while the department awaits final solicitation award for RFP AM DPW 2411-1-12561, Fleet Parts and Services," Davis said.
Councilmember Howard Shook pressed staff on the language in the ordinance caption, saying the words "revive," "ratify," and "retroactive" were "red flags" and asked for the contract history. Davis responded that an earlier sourcing platform and procurement approach had been placed on hold, prompting the switch to an RFP and the need to extend the existing contract.
The motion to approve the second amendment was moved by Councilmember Shook and seconded by Councilmember Matt Westmoreland; the committee voted to approve the extension. The committee record shows the item was found favorable.
The ordinance authorizes the mayor's designee to execute the second amendment to the supplies agreement for OEM and aftermarket parts and services for Fleet Services. The item description in the committee packet states the extension is retroactive to Nov. 25, 2024, for a period up to nine months.
