DATE: August 25, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Joe York, Streets Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration of bid award to Neely Coble Co., Inc. of Nashville, Tennessee in the total amount of $109,112 for one (1) single-rear-axle dump truck for the Maintenance Division of the Streets Department (Purchasing Office Procurement Solicitation No. 2016-008; $115,000 budgeted in 310-89520-43100 for fiscal year 2016; Contract No. 2015-0302) (09/08/15 WS)
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Purpose
The purpose of this procurement is to purchase one (1) single-rear-axle dump truck for the Maintenance Division of the Streets Department. The Streets Department intends to use the vehicle to haul dirt, gravel, asphalt, de-icing salt, leaves, debris and/or other material to and from various City job sites, some of which may be off-road, and to plow snow from and spread salt on City roadways. The new vehicle would replace two (2) dump trucks that would be taken out of service.
Background
The City published on July 30, 2015 a Notice to Bidders in the Williamson Herald for a minimum of one (1) new and unused single rear axle dump truck. In addition, bid documents were sent on or about the same date directly to six (6) potential bidders known or thought to be interested in this solicitation. Bids from four (4) vendors were publicly opened at the bid opening held on August 20, 2015. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Neely Coble Co., Inc. of Nashville, Tennessee, is in the total amount of $109,112 for the specified vehicle. This bid was identified because it is the lowest bid that 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. The Streets Department Maintenance Division budget for fiscal year 2016 anticipates $115,000 to be financed by means of the City’s master lease arrangement for the current fiscal year for this purchase. The Neely Coble Co. bid amount is $5,888 (5%) 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. 2015-0302, the apparent lowest best bid, from Neely Coble Co., Inc. of Nashville, Tennessee, in the total amount of $109,112 for the specified vehicle. 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.