DATE: November 9, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Deborah Faulkner, Chief of Police
Chris Gentry, Deputy Chief of Police
David Barker, Fleet Maintenance Supervisor
Brian Wilcox, Purchasing Manager
SUBJECT:
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*Consideration of Amendment No. 1 to Procurement Agreement with Truckers Lighthouse, Inc. of Nashville, Tennessee for after-market up-fitting of ten (10) new police vehicles for the Police Department (Purchasing Office Procurement Solicitation No. 2016-009; Contract No. 2015-0334) (11/24/15 WS)
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Purpose
The purpose of this Amendment No. 1 to the Procurement Agreement, executed October 14, 2015, with Truckers Lighthouse, Inc. of Nashville, Tennessee for after-market up-fitting of ten (10) new police vehicles, is to adjust the quantities of (but not the types of and not the unit pricing for) parts, equipment and other hardware to be supplied and installed by the vendor.
Background
On October 13, 2015, the Board of Mayor and Aldermen approved a bid award to Truckers Lighthouse, Inc. of Nashville, Tennessee in the total lump-sum amount of $76,711.90 for after-market up-fitting of ten (10) new police vehicles for the Police Department (Purchasing Office Procurement Solicitation No. 2016-009; Contract No. 2015-0334). As a result of testing new technology included in that procurement award, the Police Department has since determined that the quantities of some of the parts, equipment and other hardware to be supplied and installed by the vendor needs to be adjusted.
Financial Impact
The net value of this Amendment No. 1 as proposed is $648.00 which would increase the total value of the award by about 1% from $76,711.90 to $77,359.90. The Police Department budget for fiscal year 2016 allocates $499,200 out of the Capital Projects Fund for the purchase of ten (10) police vehicles. Including the vehicles themselves, other expenses (for cameras, computers and docking stations) and the adjusted value of the award to Truckers Lighthouse if and as amended, the total cost of putting the vehicles in service is now estimated to be $480,917.13 which would be $18,282.87 (3.7%) under budget. Including the after-market up-fitting, the new vehicles are a budgeted purchase scheduled to be financed by means of the City’s FY2016 master lease arrangement with Chase.
Options
The Board of Mayor and Aldermen could decline the recommendation to adjust the quantities of parts, equipment and other hardware to be supplied and installed by the vendor.
Recommendation
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Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of Amendment No. 1 to City Contract No. 2015-0334, the recommendation to adjust the quantities of parts, equipment and other hardware to be supplied and installed by the vendor for after-market up-fitting of ten (10) new police vehicles, increasing the total value of the award to $77,359.90. Because no additional types of parts, equipment and other hardware to be supplied and installed by the vendor are being recommended with this Amendment No. 1 as proposed, and because no changes in the unit pricing quoted in the competitive bid process is being requested with this Amendment No. 1 as proposed, Purchasing Manager Brian Wilcox is of the opinion that the staff recommendation appears to comply with the City’s purchasing policy.