DATE: May 7, 2015
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Todd Horton, Deputy Fire Chief, Administration / Emergency Management
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration Of Bid Award To Communications Group, Inc., D/B/A Commtech Of Nashville, Tennessee In The Total Amount Of $77,802 For A Quantity Of Three (3) New And Unused Federal Signal Brand Outdoor Warning Sirens And Related Equipment, And The Same Number Of New And Unused Steel Poles, For The Fire Department (Purchasing Office Procurement Solicitation No. 2015-025; $105,000 Budgeted In 130-89530-42200 For Fiscal Year 2015; Would Be A Fiscal Year 2016 Expenditure; Contract No. 2015-0123) (05-26-15 WS)
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Purpose
The purpose of this procurement is to purchase the supply and delivery (but not installation) of a quantity of three (3) new and unused Federal Signal brand outdoor warning sirens and related equipment, and the same number of new and unused steel poles, for the Fire Department. These three tornado warning sirens would supplement the City's in-use inventory of 19 existing sirens. When installed (installation is to be handled separately), these sirens would be located near the Mack Hatcher campus of Battle Ground Academy, in the Goose Creek corridor, and in the vicinity of Murfreesboro Rd. and Clovercroft Rd.
Background
The City published on April 16, 2015 a Notice to Bidders in the Williamson Herald for a minimum of three (3) new and unused Federal Signal brand outdoor warning sirens and related equipment, and the same number of new and unused steel poles. In addition, bid documents were sent on or about the same date directly to four (4) potential bidders known or thought to be interested in this solicitation. A bid from one (1) vendor was publicly opened at the bid opening held on May 5, 2015. A tabulation of the bids received for this solicitation is attached.
The bid solicitation package anticipates that the City of Brentwood and either Williamson County or Williamson County Schools may wish to use the pricing established by this competitive bid process to order additional sirens over and above the three sirens referenced in this memo, which three sirens are for the City of Franklin.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Communications Group, Inc., d/b/a CommTech of Nashville, Tennessee, is in the total unit price amount of $25,934 per mechanical siren, related equipment and pole which amounts to $77,802 for a quantity of three (3). 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 City budget for fiscal year 2015 allocates $105,000 out of the Facilities Tax Fund for the purchase of three tornado sirens. The CommTech bid amount is $27,198 (25.9%) under budget. As this order would not be delivered until after June 30, 2015, the expenditure would be allocated to fiscal year 2016.
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. 2015-0123, the apparent lowest best bid, from Communications Group, Inc., d/b/a CommTech of Nashville, Tennessee, in the total amount of $77,802 for a quantity of three (3) of the specified mechanical sirens, related equipment and poles. 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.