DATE: August 31, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Joe York, Streets Department Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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Consideration Of Procurement Award To Neely Coble Co., Inc. Of Nashville, Tennessee In The Total Amount Of $107,470 For One (1) New And Unused Single Rear Axle Dump Truck For The Maintenance Division Of The Streets Department (Purchasing Office Procurement Solicitation No. 2017-001; $115,000 Budgeted, Scheduled To Be Financed By Means Of The City’s FY2017 Master Lease Arrangement; Contract No. 2016-0259) (08/23/16 Work Session)
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Purpose
The purpose of this procurement is to purchase new and unused single rear axle dump truck for the Maintenance Division of the Streets Department. This equipment would be utilized in daily maintenance operations of the department, including during inclement weather and seasonal operations. The new equipment would replace an existing truck that is scheduled this current fiscal year to be removed from service.
Background
The City published on July 21, 2016 a Notice to Bidders in the Williamson Herald for a minimum of one (1) new and unused single rear axle dump truck. In addition, bid documents were sent on or about the same date directly to nine (9) 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 August 4, 2016. A tabulation of the bids received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Neely Coble Co., Inc. of Nashville, Tennessee, is in the total amount of $107,470 for a 2016 Rogers 100RM3X1 dump body and 2016 Parker 5390 hoist mounted on a 2017 Freightliner M2-106 cab and chassis. 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’s budget for fiscal year 2017 anticipates financing $115,000 for the purchase of a single rear axle dump truck by means of the City’s FY2017 master lease arrangement. The Neely Coble bid amount is $7,530 (6.5%) under budget.
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. 2016-0259, the apparent lowest best bid, from Neely Coble Co., Inc. of Nashville, Tennessee, in the total amount of $107,470, for a 2016 Rogers 100RM3X1 dump body and 2016 Parker 5390 hoist mounted on a 2017 Freightliner M2-106 cab and chassis, as bid, and award of this procurement to this bidder. 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. 2016-0259 has been prepared for execution by the City Administrator and is attached pending approval by the Board of Mayor and Aldermen of the staff recommendation to accept the bid from and award the procurement to Neely Coble Co., Inc.