Agenda 09/24/2019 Item #16E14 (Contract #15-6497 Extension w/Wallace International Trucks)09/24/2019
EXECUTIVE SUMMARY
Recommendation to extend the existing award to Wallace International Truck, Inc., under
Invitation To Bid (“ITB”) # 15-6497, “International Truck Parts,” for a period of six months to
allow staff to complete an outstanding new solicitation, and to prevent a lapse in service.
OBJECTIVE: To extend an existing award to Wallace International Truck, Inc., under ITB # 15 -6497,
“International Truck Parts,” for a period of six months to allow staff to complete an outstanding
solicitation, and to prevent a lapse in service.
CONSIDERATIONS: The Board approved the original award with Wallace International Truck, Inc. on
September 22, 2015, (Agenda Item 11.K.), with a commencement date of October 1, 2015, for one year,
with three additional one-year renewal options. That award, which allows for the purchase of parts,
supplies and maintenance services of County vehicles, is set to expire on September 30, 2019.
Wallace International Truck, Inc. is the only authorized supplier of International truck parts in the region.
Staff originally pursued a Sole Source Procurement, however, this required obtaining Grantor approval
(some grant funds are involved). Further research into that possibility determined that a competitive
solicitation is a better option at this time. Additional time is being requested to meet all grant
requirements and re-solicit.
Staff determined and recommends that it is in the best interests of the County to extend the existing award
for a period of six months while it conducts and concludes a new solicitation to prevent a lapse in this
service. This extension will revise the current expiration date of September 30, 2019 to March 28, 2020,
or until a new contract is awarded, whichever is sooner.
FISCAL IMPACT: Funds are available in the General Fund (001).
GROWTH MANAGEMENT IMPACT: There is no direct impact on the Growth Management Plan.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval.-SRT
RECOMMENDATION: That the Board extend the existing award to Wallace International Truck, Inc.,
under ITB # 15-6497, “International Truck Parts,” for a period of six months to allow staff to complete an
outstanding solicitation, and to prevent a lapse in this service.
Prepared By: Evelyn Colon, Procurement Manager - Acquisitions, Procurement Services Division
ATTACHMENT(S)
1. 15-6497 Wallace_Insurance r1 (PDF)
2. 15-6497 Wallace _BoardExtensionRevised_9-30-19 Exp (PDF)
16.E.14
Packet Pg. 2336
09/24/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.14
Doc ID: 10077
Item Summary: Recommendation to extend the existing contract to Wallace International Truck,
Inc., under Agreement# 15-6497, “International Truck Parts” for a period of six months to allow staff to
complete soliciting, and to prevent a lapse in this service.
Meeting Date: 09/24/2019
Prepared by:
Title: Operations Analyst, Senior – Fleet Management
Name: Mario Menendez
09/05/2019 2:20 PM
Submitted by:
Title: Division Director - Fleet Management – Fleet Management
Name: Dan Croft
09/05/2019 2:20 PM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 09/05/2019 3:58 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 09/10/2019 8:03 AM
County Attorney's Office Sandra Herrera Additional Reviewer Completed 09/10/2019 2:27 PM
Procurement Services Ted Coyman Additional Reviewer Completed 09/10/2019 5:07 PM
Procurement Services Evelyn Colon Additional Reviewer Completed 09/11/2019 8:15 AM
Grants Erica Robinson Level 2 Grants Review Completed 09/11/2019 10:09 AM
Grants Carrie Kurutz Additional Reviewer Completed 09/11/2019 12:34 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/11/2019 5:13 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/12/2019 3:50 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/13/2019 9:48 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/13/2019 11:40 AM
Grants Therese Stanley Additional Reviewer Completed 09/13/2019 3:26 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/14/2019 1:07 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/24/2019 9:00 AM
16.E.14
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16.E.14.a
Packet Pg. 2338 Attachment: 15-6497 Wallace_Insurance r1 (10077 : Extend Existing Contract to Wallace International Truck Inc.)
16.E.14.a
Packet Pg. 2339 Attachment: 15-6497 Wallace_Insurance r1 (10077 : Extend Existing Contract to Wallace International Truck Inc.)
9/6/19
Debra W. Gilkey. Owner
Wallace International Trucks, Inc.
2761 Edison Ave.
Ft. Myers, FL 33916
Via Email: Roberta.M@wallaceinternational.com
RE: Extension of Contract for # 15-6497 "International Truck Parts"
Dear Ms. Gilkey:
The above contract will expire 9/30/2019. In order to maintain required service levels in the
interim, we request an extension of your contract as provided for in the Collier County
Procurement Ordinance until 3/28/2020 or until the new contract is awarded and fully executed,
whichever is sooner. The previous contract will be terminated on issuance of the new contract.
However, any Purchase Order/Work Order that extends beyond the expiration date of the
original contract will survive and remain subject to the terms and conditions of that contract until
the completion or termination of the Purchase Order/Work Order.
This extension is contingent upon the Board approving the extension. Should the Board
not approve the extension, this letter will be automatically nullified.
If you are agreeable to extension of the referenced contract, please indicate your intentions by
providing the appropriate information as requested below:
_____ I am agreeable to extending the present contract for the time period
indicated under the same terms and conditions as the existing contract.
_____ I am not agreeable to extension of this contract.
DocuSign Envelope ID: 8B45CA63-23AC-4E11-9F46-9D0C2EAA527D
16.E.14.b
Packet Pg. 2340 Attachment: 15-6497 Wallace _BoardExtensionRevised_9-30-19 Exp (10077 : Extend Existing Contract to Wallace International Truck Inc.)
Page 2 of 2
RE: Extension of Contract for # 15-6497 "International Truck Parts"
Your prompt attention is urgently requested. Please return this letter to the Procurement
Services Division with your response as soon as possible. You may email your response to:
Renewals@colliercountyfl.gov . If you have any questions you may contact 239-252-8407.
Regards,
Sandra Herrera
Procurement Contract Manager – Procurement Services Division
Acceptance:
Wallace International Trucks, Inc.
Contractor/Vendor
By: _____________________________
Signature
_________________________________
Name and Title
Date: __________________
C: Mike Burks, Fleet
DocuSign Envelope ID: 8B45CA63-23AC-4E11-9F46-9D0C2EAA527D
9/6/2019
Debra W. Gilkey VP
16.E.14.b
Packet Pg. 2341 Attachment: 15-6497 Wallace _BoardExtensionRevised_9-30-19 Exp (10077 : Extend Existing Contract to Wallace International Truck Inc.)