Amend contract with Gresham Automotive, Inc. dba Gresham Ford to increase not to exceed amount by $5 million for purchase of vehicles (amend Contract 31002055)

The City of Portland ordains: Section 1. The Council Finds: The Division of Asset Management CityFleet seeks Council’s authorization to amend participating agreement no. 31002055 with Gresham Automotive, Inc. dba Gresham Ford to allow for purchase of Ford Brand vehicles. CityFleet is responsible for the maintenance and replacement of all City-owned vehicles in order to provide for timely and efficient fulfillment of City employees work related transportation needs. When vehicles “age out” they must be replaced in a timely fashion in order to minimize additional maintenance and repair costs for the aging vehicles. In accordance with City Code 5.33.140 the City may participate in Cooperative Procurements to establish contracts for the acquisition of goods or services. The State of Oregon Department of Administrative Services (DAS) issued competitive solicitations which resulted in agreements for vehicle purchases. These agreements allow municipalities and other governmental agencies to utilize the agreements for cooperative procurements. Funds for vehicle purchases as identified herein are available in the CityFleet capital equipment reserve and vehicle replacement reserve fund. Ordinance no. 190500, approved July 21, 2021, authorized CityFleet to utilize a DAS agreement for vehicle purchases to award an agreement to Gresham Automotive dba Gresham Ford in the amount of $10,000,000. Amendment 1, effective August 23, 2022, increased the agreement amount by $2,500,000. Amendment 2, authorized by Ordinance 191278 and effective July 1, 2023, increased the agreement amount by $10,000,000 and extended the term to April 30, 2024. Amendment 3, effective March 31, 2024, extended the term to April 30, 2025. CityFleet desires to increase the agreement amount by $5,000,000 for a total not to exceed contract value of $27,500,000, which is included in the FY2024-25 CityFleet Vehicle and Equipment Replacement budget. NOW, THEREFORE, the Council directs: The Chief Procurement Officer or designee is authorized to execute an amendment to contract 31002055 with Gresham Automotive, Inc. dba Gresham Ford to increase the not-to-exceed amount by $5,000,000 for a new total contract value not to exceed amount $27,500,000 provided the amendment is approved as to form by the City Attorney’s Office. The Mayor and Auditor are hereby authorized to execute payments to Gresham Automotive, Inc. dba Gresham Ford when demand is presented and approved by the proper authorities.