DATE: October 3, 2014
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
SUBJECT:
title
Consideration Of Bid Award To Justin Stelter Of Franklin, TN In The Total Amount Of $40,464.70 For Tree Supply, Planting And Related Contract Services, Including A 12-Month Maintenance And Guarantee, At Eastern Flank Battlefield Park, Ft. Granger And Pinkerton Park For The Parks Department (Purchasing Office Procurement Solicitation No. 2015-010; To Be Funded By The Tree Bank Reserve; Contract No. 2014-0262) (10/14/14 WS)
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Purpose
The purpose of this memo is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning the purchase of tree supply, planting and related contract services, including a 12-month maintenance and guarantee, at Eastern Flank Battlefield Park, Ft. Granger and Pinkerton Park for the Parks Department. City specifications for this procurement solicitation identified thirteen varieties of trees to be planted overall, and estimated the following total quantities of trees to be planted by job site:
Variety |
Estimated quantities for Project Jobsite No.
|
Total estimated quantities for all jobsites |
|
1 |
2 |
3 |
|
No. |
Name |
(Eastern Flank Battlefield Park) |
(Ft. Granger) |
(Pinkerton Park) |
|
Estimated Grand Totals: |
165 |
24 |
9 |
198 |
|
|
|
|
|
|
Background
The City published on September 4, 2014 a Notice to Bidders in the Williamson Herald for tree supply, planting and related contract services. In addition, bid documents were sent on or about the same date directly to eleven (11) potential bidders known or thought to be interested in this solicitation. Bids from three (3) vendors were publicly opened at the bid opening held on September 30, 2014. A tabulation of the bids received for this solicitation is attached. It should be noted that the low bidder, Justin Stelter, also serves as a member of the City of Franklin Tree Commission and voted in favor of the recommended funding prior to the bid.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Justin Stelter of Franklin, is in the total amount of $40,464.70 for tree supply, planting and related contract services, including a 12-month maintenance and guarantee, for the specified estimated quantity of 198 trees. 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 Tree Commission voted on August 25, 2014 to recommend that this tree planting be funded by up to $50,000 from the Tree Bank Reserve.
Recommendation
rec
Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2014-0262, the apparent lowest best bid, from Justin Stelter of Franklin, in the total amount of $40,464.70 for tree supply, planting and related contract services for the specified estimated quantity of 198 trees. The Parks Department proposes to purchase the specified estimated quantity of trees, so the total value of the purchase would be $40,464.70. 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.