DATE: October 26, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Deborah Faulkner, Chief of Police
Brian Wilcox, Purchasing Manager
SUBJECT:
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*Consideration of procurement award to Truckers Lighthouse, Inc. of Nashville, Tennessee in the estimated total amount of $125,270.88 for after-market up-fitting of a minimum of fifteen (15) police vehicles for the Police Department (Purchasing Office Procurement Solicitation No. 2017-003; Contract No. 2016-0317)
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Purpose
The purpose of this procurement is to purchase after-market up-fitting of a minimum of fifteen (15) police vehicles for the Police Department.
Background
The after-market up-fitting includes supply and/or installation of certain after-market equipment and ancillary parts for the vehicles before they are put into service for the first time. The new vehicles, which are 2017 Ford SUVs and are being purchased as a separate transaction pursuant to Tennessee statewide contract, are already on order. The bidder who is awarded the after-market up-fitting is to render the specified services after the City takes delivery of the new vehicles. The new vehicles are intended to replace vehicles currently in the Department’s vehicle fleet that are scheduled to be removed from service this current fiscal year due to age and condition.
The City published on September 15, 2016 a Notice to Bidders in the Williamson Herald for after-market up-fitting of a minimum of fifteen (15) police vehicles. 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 two (2) vendors were publicly opened at the bid opening held on October 11, 2016. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Truckers Lighthouse, Inc. of Nashville, Tennessee, is in the estimated total amount of $125,270.88 for the specified products and services. (This estimated total amount is based on $9,299.99 per vehicle for a quantity of twelve (12) marked police vehicles and $4,557.00 per vehicle for a quantity of three (3) unmarked police vehicles.) 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 Police Department budget for fiscal year 2017 allocates $579,600 out of the Capital Projects Fund for the purchase of fifteen (15) police vehicles. Including the vehicles themselves, other expenses (for docking stations with technology, camera systems and 800 MHz radios, all of which except the docking stations have been or will be recovered from vehicles being taken out of service) and the Truckers Lighthouse bid for up-fitting, the total cost of putting the vehicles in service is estimated to be $590,625.48 which would be $11,025.48 or about 1.9% over budget. Including the after-market up-fitting, the new vehicles are a budgeted purchase scheduled to be financed by means of the City’s FY2017 master lease arrangement. However, staff now recommends that only the vehicles themselves be financed by means of the City’s FY2017 master lease arrangement, and that the after-market up-fitting and “other expenses” (as defined above) be allocated directly to the Police Department General Fund budget. Whether a budget amendment may be necessary to accommodate this change of intentions for what is to be allocated directly to the Police Department General Fund budget is to be determined.
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. 2016-0317, the apparent lowest best bid, from Truckers Lighthouse, Inc. of Nashville, Tennessee, in the estimated total amount of $125,270.88 for after-market up-fitting of a minimum of fifteen (15) police vehicles for the Police Department, and award this procurement to this bidder. Purchasing Manager Brian Wilcox believes 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. 2016-0317 is not yet in final form and therefore is not attached. When it is in final form, and if the staff recommendation to accept the bid from and award the procurement to Truckers Lighthouse is approved by the Board of Mayor and Aldermen, then, pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2016-0317 will be executed by the City Administrator and reported to the Board of Mayor and Aldermen.