DATE: November 30, 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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Acknowledge report of execution of Procurement Agreement with 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
As reported previously, 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.
At its meeting on November 8, 2016, the Board of Mayor and Aldermen voted to 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 to award this procurement to this bidder.
Financial Impact
As reported previously, the bid from Truckers Lighthouse 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.)
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of execution of a Procurement Agreement (City Contract No. 2016-0317) with 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. Pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2016-0317 has been executed by the City Administrator and is attached.