DATE: April 16, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Becky Caldwell, Sanitation and Environmental Services Director
Brian Wilcox, Purchasing Manager
SUBJECT:
title
Consideration Of Bid Award To Scott Equipment Company Of Lavergne, TN In The Total Amount Of $345,600 For Supply, Delivery And Installation Of Two (2) New Pad-Mounted Pedestal Transfer Boom Systems At The City's Solid Waste Transfer Station For The Sanitation And Environmental Services Department (Purchasing Office Procurement Solicitation No. 2015-029; $310,000 Budgeted In 130-89530-46130 For Fiscal Year 2015; Contract No. 2015-0107)(WS 4/28/15)
body
Purpose
The purpose of this procurement is to purchase the supply, delivery and installation of two (2) new pad-mounted pedestal transfer boom systems at the City's solid waste transfer station for the Sanitation and Environmental Services Department. This equipment would be used to pack solid waste transfer trailers and would replace mobile equipment on the transfer station floor.
Background
The City published on March 26, 2015 a Notice to Bidders in the Williamson Herald for supply, delivery and installation of two (2) new pad-mounted pedestal transfer boom systems at the City's solid waste transfer station. In addition, bid documents were sent on or about the same date directly to seven (7) potential bidders known or thought to be interested in this solicitation. Bids from three (3) vendors were publicly opened at the bid opening held on April 14, 2015. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Scott Equipment Company of LaVergne, TN, is in the amount of $345,600 for the specified equipment. 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 Sanitation and Environmental Services Department Disposal Division budget for fiscal year 2015 allocates $310,000 out of the Solid Waste Fund for this purchase. The Scott Equipment Company bid amount is $35,600 (11.5%) over budget. It should be noted, however, that the bidder indicates the project would not be completed until after June 30 so this would not be an expenditure attributable to FY2015.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
rec
Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2015-0107, the apparent lowest best bid, from Scott Equipment Company of LaVergne, TN, in the amount of $345,600 for the specified equipment. 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.