DATE: March 25, 2016
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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Acknowledge report of procurement award to and execution of Procurement Agreement with JP Yard, LLC of Columbia, Tennessee in the amount of $430 for mowing and related contract services per service date for all specified jobsites for the calendar year 2016 mowing season for the Parks Department (Purchasing Office Procurement Solicitation No. 2016-017; $6,600.00 budgeted in 110-82652-44700 for fiscal year 2016; Contract No. 2016-0049)
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Purpose
The purpose of this procurement is to purchase City-owned property mowing and related contract services for the calendar year 2016 mowing season. The procurement involves ten (10) jobsites consisting of nine (9) 2010 flood properties now owned by the City plus most of the Nissan walking trail right-of-way running along the east side of Interstate 65. The specified services consist of collecting and removing litter, mowing, trimming, blowing or otherwise clearing any paved surfaces, and proper disposal of any debris removed. The City estimates that between fifteen (15) and twenty (20) service dates may be required over the course of the 2016 mowing season. The term of award does not include any options to extend the term of award beyond December 31, 2016.
Background
The City published on January 28, 2016 a Notice to Bidders in the Williamson Herald for City-owned property mowing and related contract services for the calendar year 2016 mowing season. In addition, bid documents were sent on or about the same date directly to fourteen (14) 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 February 11, 2016. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from JP Yard, LLC of Columbia, Tennessee, is in the amount of $430 for all specified mowing and related contract services per service date for all specified jobsites. 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 Parks Department budget for fiscal year 2016 allocates $6,600 out of the General Fund for the purchase of the referenced services. Services rendered pursuant to this award prior to July 1, 2016 would be allocated to the FY2016 budget while those rendered on or after July 1, 2016 would be allocated to FY2017.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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As the value of the award is less than $25,000, staff has accepted, contingent upon Law Department and City Administrator approval of City Contract No. 2016-0049, the apparent lowest best bid, from JP Yard, LLC of Columbia, Tennessee, in the amount of $430 for mowing and related contract services per service date for all specified jobsites. Based on the specified upper end (20) of the range of the estimated number of service dates during the calendar year 2016 mowing season, the total value of the purchase could be $8,600. 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. Pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2016-0049 has been executed by the City Administrator and is attached.