SR-06-25-2013-3YCity Council Meeting: June 25, 2013
Agenda Item: 5 —Y
To: Mayor and City Council
From: Gigi Decavalles- Hughes, Director of Finance
Subject: Formal Bids Staff Report 2013
Recommended Action
Staff recommends that the City Council award Bids for the issuance of Blanket
Purchase Orders for the attached list of recommended best bidders for goods or
services formally bid between March and May 2013 for fiscal year 2013 -14, in an
amount not to exceed $1,844,772, with two one -year renewal options for a total amount
not to exceed $5,534,315 over a three -year period, with future year funding contingent
on Council budget.
Executive Summary
The City's Purchasing Section formally bid a variety of goods and services from March
2013 -May 2013. Attachment A represents a list of best bidders for these formal bids for
goods or services by the respective requesting City Divisions. Goods or services would
be delivered in FY 2013 -14. Purchase orders may be renewed for two additional years.
Discussion
The City's Purchasing Section bids goods or services as required by City departments
throughout the fiscal year, however the time period between March and June is
amplified preparing for the new fiscal year. The attached list represents formal bids that
have taken place between March 2013 and May 2013. The list identifies the best
bidder, rationale for award and the number of vendors submitting bids. In order to
facilitate the consolidation of all formal bids completed during March 2013- May 2013.
Finance is submitting a staff report and to ensure continuity of delivery of necessary
goods or services, staff recommends that Council approve the attached list of vendors
to provide the specified good or service through June 30, 2014.
1
Vendor Selection
Bids for each of the goods or services were posted on the City's online bidding system
in accordance with the City Charter and Municipal Code provisions related to vendor
selection, and were determined to be the best bidder as defined in 2.24.072 of the
Municipal Code.
Financial Impacts & Budget Actions
Funds are
included in the FY
2013 -15
budget within Department
budgets.
Budget
authority in
subsequent years
will be
requested in each budget
cycle for
Council
approval. Future funding is contingent upon Council approval.
Prepared by: Kellee Mac Donald, Senior Buyer
Approved:
Attachments:
A. Best Bidders
2
Forwarded to Council:
Rod Gould
City Manager
ATTACHMENT
Total Expenditure Not To
Number of
Exceed For The Tenn of
Bid #
Vendor Name
Department
Description of Goods /Service
Best Bidder Justification
Bidding Vendors
Three Year Agreement
4057
Gilliq
BBB
Bus Seating Material
Holdworth Fabric
3 Bids
$ 220 000
4057
Lantel
BBB
Bus Seatin Material
Lantel Fabric
3 Bids
$ 60,000
4059
Valley Power Systems
BBB
Detroit 50 Overhaul
Pricing, ability to pick -up /
3 Bids
deliver and turnaround time
$ 650,000
4060
ZF Transmissions
BBB
ZF Transmission Parts
Pricing
2 Bids
$ 168,000
4061
Tox uard
BBB
Coolant/Maintenance
Pricing
1 Bid 2 No -Bids
$ 169,000
4064
Advanced Aquatic Tech
PLD -Parks
Pond maintenance and cleaning at
Price and good references
2 Bids ,2 No Bids
Douglas Park
$ 180,000
4066
HM Carpet (Primary) ,
Facilities
Carpet Flooring Contractor
Best price and most qualified
5 Bids
Elite Floorcoverin Seconds
Services
$ 250,000
4067
Sherwin Williams (Primary),
Facilities
Paint Supplies
Pricing, paint quality, and
6 Bids, 2 No Bids
Dunn Edwards Paints (lst backup),
customer service
PPG 2nd Backup)
$ 195,000
4068
Commercial Aquatic Services
Custodial
Pool Chemicals for Swim Center
Good references and history
4 Bids, 2 No Bids
with the City, offered a 3 year
term, pricing
$ 281,000
4073
Pearl Painting
Various
Paintin Services
Pricing
3 Bids
$ 360,000
4078
Filters
BBB
Various Filters
Ability to provide all parts &
13 Bids
Pricing
$ 161,540
4079
Valley Power Systems
BBB
Detroit Diesel Parts
Ability to provide all parts &
2 Bids 2 No -Bids
Pricing
$ 477,000
4081
Cummins
BBB
Cummins Overhaul
Pricing
1 Bid 1 No -Bid
$ 1,100,000
4083
HD Industries
BBB
ZF Transmission Overhaul
n2
2 Bids
$ 581,400
4087
Eurofins Eaton
Water Treatment
Water Treatment laboratory
Based on projected
4 Bids
Plant
analysis
frequencv for each anal sis
$ 214,200
4089
General Pump
Water Treatment
Booster Pump Maintenance
Pricing
4_62's
Plant
$ 298 800
4091
Brenntag
Water Treatment
Sulfuric Acid
Pricing
2Bids
Plant
$ 168,375
Total
$ 5,534,375