CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: September 10, 2009
SUBJECT/TITLE: Approve Ranking of Construction Equipment RFP No. 0050-09-KR-RC and Authorization to Contract for Equipment and Associated Services
TARGET ISSUE: N/A
STATEMENT OF ISSUE
Request for Proposal (RFP) No. 0050-90-KR-RC was issued on March 15, 2009. This RFP is for the purchase/lease/rental of construction equipment. The negotiation will include equipment and items such as: parts cost, consignment parts, technician training, warranty enhancements, piggyback agreements, rental/lease agreements and associated attachments. On-site manufacturer trained technicians will be negotiated. This request is for City Commission approval of the selection committee’s ranking and selection of the top-ranked firm. The City Commission is also being requested to authorize the City Manager or her designee to negotiate and enter into a contract with Flint Equipment Company for the proposed equipment and associated services and items listed above. Negotiations will begin with the number one ranked firm, Flint Equipment Company, and continue according to the rankings until an agreement has been achieved.
RECOMMENDED ACTION
Option 1 – Approve the recommended ranking submitted by the selection committee and authorize the City Manager or her designee to negotiate a contract with the top-ranked firm, Flint Equipment Company, Tallahassee, FL, and execute a contract for the proposed construction equipment, associated items and services. If an agreement cannot be reached with Flint Equipment Company, then we would begin negotiations with the second-ranked firm, Ring Power Corporation.
FISCAL IMPACT
There are no additional fiscal impacts to the Fleet Reserve Fund or Vehicle Garage account. Equipment, parts, and service are presently funded from the Fleet Reserve Fund and garage accounts.
Terry Lowe, Superintendent, Fleet Management
Anita Favors Thompson, City Manager
For information, please contact: Terry Lowe, Fleet Management (850) 891-5225.
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
The selection committee was comprised of Terry Lowe, Richard Raffensperger and John McIntyre (Fleet Management), David Anderson (Parks and Recreation), Tim Potter (Underground Utilities) and Mike Thomas (Public Works) for the evaluation of RFP No. 0050-09-KR-RC. The committee evaluated the submitted proposals based on the following criteria:
· Executive Summary
· Equipment and Accessories
· Delivery Schedule
· Warranty
· Service and Maintenance
· Leasing and rental
· Local Preference
· Charitable Contributions
· Purchase and lease cost/fee
The selection committee recommends Flint Equipment Company, Tallahassee, Florida (based on acceptance after negotiations) as the single provider for purchase or lease of construction equipment and associated items and services offered. Flint Equipment Company, Tallahassee, Florida offers a wide variety of equipment and meets the needs of the City of Tallahassee.
Pre-bid meetings were attended and proposals were received from the following firms:
1. Flint Equipment Company.
2. Ring Power.
As part of the negotiations the committee will consider the following:
· Consignment parts; to reduce inventory cost and allow for additional on hand parts thus reducing downtime waiting for parts.
· Standardization; which contributes to reduction in inventory by eliminating the need for redundant parts for different brands.
· In-house warranty service; which requires manufacturer-trained technician to be located at the City’s Fleet facility to provide warranty service. Eliminates travel and reduces downtime. It will allow Fleet technicians access to a manufacturer-trained technician and provide an additional out-source for service.
· Up-to-date Web, CD and instructor training available for technicians. Allows the City to capitalize on new innovations.
· Manufacturer engineering participation in the specification and refurbishment of vehicles.
· Rewards for other organizations utilizing this contract for their purchases.
· Extended warranty cost reductions.
Procurement Services and Budget and Policy have reviewed this agenda item and concur that it meets purchasing and budget guidelines.
CHARITABLE CONTRIBUTIONS
Bids/Proposals received from two vendors. Neither of the firms claimed charitable contributions. Award is not based on Charitable Contribution Preference.
OPTIONS
Option #1: Approve the recommended ranking submitted by the selection committee and authorize the City Manager or her designee to negotiate a contract with the top-ranked firm, Flint Equipment Company, Tallahassee, FL, and execute a contract for the proposed construction equipment, associated items and services. If an agreement cannot be reached with Flint Equipment Company, then we would begin negotiations with the second-ranked firm, Ring Power Corporation.
Option#2: Do not approve the selection committee’s recommendation and approve an alternative ranking for the construction equipment and associated items and services. This option is not recommended as Flint Equipment Company received the highest ranking based on the established criteria.
ATTACHMENTS/REFERENCES