title
Commissioner Chad Brown - Budget/Purchasing - To Approve Bid Award of the Purchase of Vehicles per County Bid, a Wagon per NC Sheriffs’ Contract, and Ambulances (QRV and Transit Vans) per HGACBuy Contract, Totaling $2,273,225 Which Includes Equipment, Decals, Tag/Tax and Title Fees
body
STAFF CONTACT
Matthew Rhoten, Interim Co-Assistant County Manager
BUDGET IMPACT
budget
Funds are included in the current budget for debt payments. 36 months of financing are expected.
body
BUDGET ORDINANCE IMPACT
N/A
BACKGROUND
Vehicles were approved for replacement with the adoption of the FY 18/19 Budget Ordinance. A formal bid process was conducted. A separate bid process was conducted for the Social Services Hybrid since a portion of cost is federal grant reimbursement, and must follow the Uniform Guidance procurement process. Also budgeted are (2) QRV Ambulances and (3) Transit Vans which are proposed for purchase from an HGACBuy contract which is a nationwide group purchasing program.
VEHICLES
Formal Bid Process - Legal ad for 2019 Vehicles was published on 10/29/18. Bid documents were sent to the following potential bidders:
• Abernethy Chrysler Jeep Dodge - Lincolnton NC
• Asheville Ford Lincoln - Asheville NC
• Gastonia Nissan - Gastonia NC
• Ilderton Dodge - High Point NC
• Lonnie Cobb Auto Group - Henderson TN
• Modern Chevrolet - Winston Salem NC
• Parks Chevrolet - Kernersville NC
• Performance Chrysler Dodge - Clinton NC
• Performance Ford - Clinton NC
• Piedmont Truck Center - Greensboro NC
• Tindol Ford - Gastonia NC
• Toyota of Gastonia - Gastonia NC
Purchasing contacted four additional Gaston County dealers, but they weren’t interested in fleet bidding at this time.
A Pre-Bid Conference was held on 11/1/18 with four bidders attending. Two addenda were issued after the conference. Bids were publicly opened on 11/27/18. Three (3) bidders submitted bids.
Uniform Guidance Bid Process for the Social Services 2019 Hybrid Sedan - involving federal grant funds (reimbursement).
Based on the estimated price, the Uniform Guidance Small Purchase procedure was followed. Bid documents were sent to the following bidders (who sell hybrid sedans) on 11/19/18. Additionally, the bid was posted on the HUB site as an affirmative step to solicit quotes from M/WBE dealers. The National Association of Minority Auto Dealers was also consulted for bidders.
• Asheville Ford - Asheville NC
• Champion Ford - Rockingham NC
• Classic Ford - Smithfield NC
• McKenney Salinas Honda - Gastonia NC
• Modern Chevrolet - Winston Salem NC
• Parks Chevrolet - Kernersville NC
• Performance Ford - Clinton NC
• Tindol Ford - Gastonia NC
• Toyota of Gastonia - Gastonia NC
Purchasing contacted three additional hybrid dealers, but they didn’t respond with interest.
Four (4) bids were received for the Hybrid Sedan.
VEHICLE BID RESULTS
• See attached chart titled “Bid Results - Unit Prices Only.” Purpose of this chart is to show only unit pricing, vendor names and make/model along with recommended awards.
• For total costs, see the “Chart for Finance Package” which includes vehicles recommended for award along with equipment, decals and tag/tax/title costs totaling $2,273,225.
Specifications #1, 2, 3, 5, 6, 7, 8, 10
The low bids for these specifications have no exceptions to specs, so award is recommended to the low responsive bidder for each specification. Fleet has reviewed the bids against State and NC Sheriff’s contracts and recommends awarding vehicles per our bid process. Refer to charts for details.
Specification #4 - ¾ Ton Extended Cab & Chassis - Animal Care & Enforcement
The low bid is non-responsive as it does not include the specified trailer hitch, trailer wiring or ability for mounting the spare tire under animal transport unit. Therefore, award is proposed to the next low bidder (without exceptions).
Specification #9 - Five Passenger Wagon - Museum
No bids were received for this wagon. Fleet indicates a wagon matching our specifications is available on NC Sheriffs’ contract and is proposed for award.
Recommendation for Approval - Vehicles
• Spec #1, 4WD SUV Police Package - County Police, Qty 11 - Parks Chevrolet Tahoe $37,220.91 = $409,430.01.
• Spec #2, Full Size RWD SUV 2WD Police Package - County Police K9, Qty 1 - Parks Chevrolet Tahoe $33,827.06
• Spec #3, 4WD SUV Police Package - Sheriff, Qty 4 - Parks Chevrolet Tahoe $37,220.91 = $148,883.64
• Spec #4, 3/4 Ton Extended Cab & Chassis - Animal Care & Enforcement, Qty 2 - Piedmont Truck Center Ford F250 $26,874 = $53,748
• Spec #5, Full Size Van - Animal Care & Enforcement, Qty 1 - Piedmont Truck Center Ford Transit 350 $32,829
• Spec #6, 1 Ton Crew Cab Truck - Fire Marshal, Qty 1 - Piedmont Truck Center Ford F350 $39,733
• Spec #7, Full Size Extended Cab Truck - Building Inspections, Qty 2 - Ilderton Dodge Ram 1500DS Quad Cab Tradesman $26,758 = $53,516
• Spec #8, Full Size Extended Cab Truck - Environmental Health, Qty 1 - Ilderton Dodge Ram 1500DS Quad Cab Tradesman $26,758.
• Spec #9, Five Passenger Wagon - Museum, Qty 1 - Asheville Ford Transit Connect XL $24,419.65
• Spec #10, Mid-Size Hybrid Sedan - Social Services, Qty 1 - Parks Chevrolet Malibu $25,941.54
Vehicles - total of the above Unit Prices = $849,085.90
(Refer to Chart for Finance Package for total pricing with equipment, decals and tag/tax/title).
AMBULANCES
QRV Ambulances (2) and Transit Vans (3) - Local governments are allowed to purchase from Group Purchasing Programs per G.S. 143-129(e)(3). Many North Carolina counties and cities are purchasing emergency vehicles through HGACBuy which is a nationwide group purchasing program established by the Houston-Galveston Area Council. Their contracts are competitively bid, with companies across the nation participating. By purchasing through an HGACBuy contract, Gaston County benefits from their large quantity purchasing power. Gaston County has purchased from HGACBuy the last two years.
Recommendation for approval - Ambulances:
Staff recommends purchasing from Northwestern Emergency Vehicles, Jefferson, NC, per the HGACBuy contract AM10-18.
• QRV Ambulance- GEMS, Qty 2 - Northwestern $323,504 each = $647,008.
• Transit Van - GEMS Qty 1 and Rescue Qty 2 = Qty 3 - Northwestern $184,538 = $553,614.
RECOMMENDATION
Total Award Recommendation for Vehicles and Ambulances (unit prices) = $2,049,708
Refer to Chart for Finance Package for total pricing with equipment, decals, tag/tax/title = $2,273,225.
POLICY IMPACT
N/A
ATTACHMENTS
Bid Results - Unit Prices Only and Chart for Finance Package