DATE: December 1, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Lisa Clayton, Parks Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration of bid award to Charlie Irwin Painting, LLC of Franklin, Tennessee, in the total lump-sum amount of $78,836 for improvements to the shelter at the City’s Bicentennial Park for the Parks Department (Purchasing Office Procurement Solicitation No. 2016-013; $100,000 budgeted in 150-89230-47100 for fiscal year 2016; Contract No. 2015-0377) (11/24/15 WS)
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Purpose
The purpose of this procurement is to purchase improvements to the shelter at the City’s Bicentennial Park. This project includes removal and abatement of any existing lead-based paint and asbestos on interior and exterior of shelter; pressure washing of entire framing under roof and flooring; sandblasting all steel columns; and painting all steel framing including columns under roof.
Background
The City published on October 8, 2015 a Notice to Bidders in the Williamson Herald for “improvements to shelter at City of Franklin Bicentennial Park, located at 421 North Margin St., Franklin, TN 37064 (Purchasing Office Solicitation No. 2016-013).” In addition, bid documents were sent on or about the same date directly to nine (9) potential bidders known or thought to be interested in this solicitation. Bids from two (2) vendors were publicly opened at the bid opening held on November 5, 2015. A tabulation of the bids received for this solicitation is attached. Please note that one bidder was not, as of the date of bid opening, a contractor licensed by the Tennessee Department of Commerce and Insurance Board for Licensing Contractors, as required by City’s solicitation for bids; therefore, that bidder’s bid is not listed on the tabulation of bids and was not evaluated by the City.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Charlie Irwin Painting, LLC of Franklin, Tennessee, is in the amount of $78,836 for the specified project. This bid was identified because it is the lowest bid that most closely meets or exceeds the City’s intention as expressed and implied by the City’s specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. (Please note that the paint manufacturer’s warranty included in the Charlie Irwin Painting bid does not comply with the City’s Standard Procurement Terms and Conditions. The Procurement Agreement to memorialize the award (Contract No. 2015-0377), if approved, would address this exception.) The Parks Department budget for fiscal year 2016 allocates $100,000 out of the Hotel/Motel Tax Fund for the purchase of improvements to the Bicentennial Park pavilion structure. The Charlie Irwin Painting bid amount is $21,164 (21%) under budget.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2015-0377, the apparent lowest best bid, from Charlie Irwin Painting, LLC of Franklin, Tennessee, in the amount of $78,836 for the specified project. Purchasing Manager Brian Wilcox is of the opinion that the prepared specifications as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the bids received. Contract No. 2015-0377 is not yet in final form. When it is in final form, then, pursuant to authority previously granted by the Board of Mayor and Aldermen for the City Administrator to execute procurement contracts and agreements on behalf of the City after an award has been made pursuant to City policy, Contract No. 2015-0377 will be executed by the City Administrator.