CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: June 10, 2009
SUBJECT/TITLE: Approval of Citywide Ready Concrete Mix IFB No. 0092-09-VA-BC
TARGET ISSUE:
STATEMENT OF ISSUE
The Procurement Services Division requests City Commission approval to award a three-year term contract to Couch Ready Mix to provide ready concrete mix to various city locations, in accordance with the terms and conditions of Bid No. 0092-09-VA-BC.
City Commission approval is required in accordance with the City of Tallahassee’s Procurement Policy No. 242, as it is expected that the cost for these services over the life of the contract will exceed $250,000.
RECOMMENDED ACTION
Option 1 – Award a three-year contract to the lowest responsive and responsible bidder, Couch Ready Mix and authorize staff to enter into a contract for a period of three years.
FISCAL IMPACT
Based on past year’s expenditures, it is estimated that the City will expend approximately $370,000.00 over the life of the three year contract.
Funding will be provided from the approved operating funds of various City departments.
Cathy R. Davis, Manager-Procurement Services, Management and Administration
Anita F. Thompson, City Manager
For information, please contact: Vida Addison, 891-8289
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
Ready Concrete Mix is used to allow specialty concrete mixtures to be developed and implemented at the worksite. Various city departments use the mix for pavement, sidewalks, parking structure and footings for gates, fences and poles.
Approval of this contract enables City Departments to repetitively purchase these services, at an approved firm-fixed price, without obtaining quotations each time there is a need. Procurements utilizing this process are based on citywide quantities and/or utilization of services, which increases the city’s purchasing power and typically results in a savings, in lieu of individual departments requesting a quote each time the same type service is needed.
The invitation to bid these services was broadcasted to 44 vendors with 5 vendors requesting bid packages.
Budget and Policy reviewed this agenda item and concur that it meets purchasing and budget guidelines.
CHARITABLE CONTRIBUTIONS
1. Bids received from three vendors.
2. There was no claim of charitable contributions.
3. Award not based on Charitable Contribution Preference.
OPTIONS
1. Award a three-year contract to the lowest responsive and responsible bidder, Couch Ready Mix and authorize staff to enter into a contract for a period of three years.
Pros:
o Awarding a contract to the recommended vendor ensures continued uninterrupted service to the City.
o Vendor has a proven record of customer satisfaction.
o Award is recommended to the lowest responsive bidder.Cons:
o None
2. Award a three-year contract to other than the lowest responsive and responsible bidder.
Pros:
o The other bidders also have a proven record of customer satisfaction.Cons:
o Products must be procured at a higher cost.
o All products are not available from the next lowest bidder.
3. Re-bid the contract.
Pros:
o A re-bid may result in increased competition.Cons:
o Re-advertising the bid will not guarantee receiving additional bids, or receiving bids lower than the bids already received.
o May result in an interruption of service to the departments, which may ultimately delay some projects.
ATTACHMENTS/REFERENCES