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Commissioner Keigher - To Approve Bid Award for the Purchase of Vehicles and Ambulances, as Well as the Purchase of a Bulldozer from State Contract, Totaling $3,319,761.60 Which Includes Vehicle Equipment, Decals, Tag/tax and Title Fees
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STAFF CONTACT
Bryant Morehead, Interim Assistant County Manager
BUDGET IMPACT
budget
Funds are included in the current budget for debt payments. 36 months of financing are expected.
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BUDGET ORDINANCE IMPACT
BACKGROUND
The formal bid process was conducted for vehicles which were approved for replacement with the adoption of the FY 15/16 Budget Ordinance. The bid included (26) vehicles. Also budgeted are (6) Type 1 Ambulances and (1) Sprinter ambulance.
VEHICLES
Legal ad for Vehicles was published on November 4, 2015. Ads were also emailed or faxed, and the bid packages mailed to the following potential bidders:
• Abernethy Chevrolet - Lincolnton NC
• Abernethy Chrysler Jeep Dodge - Lincolnton NC
• Ben Mynatt Chevrolet - Concord NC
• Crossroads Ford - Indian Trail NC
• Crossroads Ford - Shelby NC
• Egolf Motors - Brevard NC
• Hendersonville Automotive - Hendersonville NC
• Ilderton Dodge - High Point NC
• Keith Hawthorne Ford - Belmont NC
• Gastonia Dodge, Chrysler, Jeep - Gastonia NC
• McKenney Chevrolet - Lowell NC
• McKenney Salinas Honda - Gastonia NC
• Parks Chevrolet - Charlotte NC
• Piedmont Truck Center - Greensboro NC
• Randy Marion Chevrolet - Mooresville NC
• Terry Labonte Chevrolet - Greensboro NC
• Tindol Ford - Gastonia NC
• Toyota of Gastonia - Gastonia NC
• Wade Ford - Smyrna GA
• Williams Buick GMC - Charlotte NC
Commissioner Keigher - To Approve Bid Award for the Purchase of Vehicles and Ambulances, as Well as the Purchase of a Bulldozer from State Contract, Totaling $3,319,761.60 Which Includes Vehicle Equipment, Decals, Tag/tax and Title Fees
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The Vehicles Pre-Bid Conference was held on November 17, 2015. One addendum was issued after the conference. Bids were publicly opened on December 1, 2015. Bids were submitted by five vendors.
VEHICLE BID RESULTS
See attached chart titled “Bid Results - Vehicles & Ambulances Cost Only.” Purpose of this chart is to show only vehicle bid pricing, vendor names and make/model along with recommended award. Equipment, decals and tag/tax/title costs are included in the Chart for Finance Package.
Vehicle Specifications #1 through #6
1. Bid specifications plus discussion at the Pre-Bid Meeting clearly indicated the time period bids must remain valid to allow for the review process, BOC consideration and finance package closing to occur. Bids must remain valid 90 days minimum.
2. Tindol Ford bid the vehicles as specified, plus bid an alternate on two specs to be valid for 18 days and one spec for 31 days. These bid alternates cannot be considered as they don’t meet specs, but Tindol’s bids meeting specs can be considered.
3. Staff recommends award of Specifications 1 through 6 to the low responsive bidders. See “Recommendation for Purchase of Vehicles” section below for list.
Vehicle Specifications #7 and #8
1. Only (1) bid was received for each specification.
2. These bids were submitted by Wade Ford, but the bids did not meet the specifications.
3. Specification was RWD, but bidder submitted only AWD.
4. Bidder didn’t submit this major exception for consideration by the required deadline for exceptions, so these bids can’t be considered. Bidders are required to pre-submit exceptions, so any approved exceptions can be shared with other bidders, so all have the same opportunity. Therefore, staff requests that the Board reject these unresponsive bids.
5. Staff has reviewed other options for purchasing these vehicles as detailed below.
6. Spec #7 - Marked Full Size RWD 2WD SUV for County Police (1) and Animal Control (1).
a. There are no Tahoes on the State Contract this year.
b. Tahoes are available on the NC Sheriff’s Association contract through Sir Walter Chevrolet for $35,013.
c. Staff has also found the Tahoe on the Charlotte Cooperative Purchasing Alliance (CCPA) contract held by Parks Chevrolet. A quote has been requested.
d. Purchasing from either the NCSA or CCPA contract meets the formal bidding exception for Group Purchasing Programs per G.S.143-129(e)(3).
e. Staff has been told the manufacturer cut-off date for Tahoes may be in February. So it is not expected that a rebid would result in any more vendor interest.
f. For this reason, staff requests that Board allow purchase of the (2) Chevy Tahoes from either the NCSA contract through Sir Walter for $35,013 each, or from the CCPA contract through Parks Chevrolet if that price comes in less than Sir Walter.
7. Spec #8 - Marked Full Size Sedan RWD Police Package for County Police (12).
a. Staff reviewed the Dodge Charger on both the State contract and NC Sheriff’s Association (NCSA) contract, both of which are held by Ilderton.
b. The NCSA contract provides the best price at $25,231 each.
c. Staff requests that the Board approve purchase of the (12) Dodge Chargers from Ilderton through the NCSA contract.
Specification #9 Police Package Vehicles for Sheriff - Quantity 3
1. Spec #9 Sheriff was bid as two (2) options:
Commissioner Keigher - To Approve Bid Award for the Purchase of Vehicles and Ambulances, as Well as the Purchase of a Bulldozer from State Contract, Totaling $3,319,761.60 Which Includes Vehicle Equipment, Decals, Tag/tax and Title Fees
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a. Option 1: Sedan - RWD Marked Full Size Police Package
b. Option 2: SUV - AWD or 4WD Marked Full Size Police Package
2. Spec #9 / Option 1 Sedan :
a. Only one bid was received, and it does not meet the specification (plus the bidder didn’t submit the exception for consideration by the deadline to submit exceptions). Therefore, staff requests that the Board reject this unresponsive bid.
b. Staff has researched both the State Contract and NC Sheriff’s Association Contract.
c. Ilderton is the contract holder for Dodge Chargers on both contracts. NC Sheriff’s Association Contract (NCSA) provides the best Charger price at $25,231 each.
3. Spec #9 / Option 2 SUV:
a. Two bids were received with the low responsive bid submitted by Tindol Ford for a Ford Utility Police Interceptor at $29,345.30 each.
4. The Sheriff requests that the Board approve purchase of Option 2 SUV for (3) Ford Utility Police Interceptors from Tindol Ford. The Sheriff’s Office plans to convert these vehicles to operate off of propane as well as gasoline. It is expected that the operating costs will offset the increased purchase price of these vehicles over the life of the vehicle.
Recommendation for Purchase of Vehicles
• Spec #1, ¾ Ton 4x2 Extended Cab & Chassis , Animal Control, Qty 1 - Tindol Ford F250 $24,661.77
• Spec #2, Full Size ½ Ton 4x4 Pickup Truck w/ Bed Cover, Building Insp, Qty 2 - Mynatt Chevy Silverado $25,412.84 = $50,825.68
• Spec #3, Hybrid Sedan Compact - Environmental Health, Qty 1 - Tindol C-Max $22,435.74
• Spec #4, Full Size ½ Ton 4x4 Pickup Truck w/ Bed Cover, Environmental Health, Qty 2 - Mynatt Chevy Silverado $25,412.84 = $50,825.68
• Spec #5, Mid-Size Hybrid Sedan - Social Services, Qty 2 - Tindol Fusion $23,328.74 = $46,657.48
• Spec #6, Full Size SUV AWD Police Package - County Police, Qty 1 - Wade Ford Utility Interceptor $28,539
• Spec #7, Marked Full Size RWD 2WD SUV Police Package - County Police (1) and Animal Control (1), Qty 2 - Sir Walter Chevrolet Tahoe (NCSA Contract) $35,013 = $70,026.
• Spec #8, Marked Full Size Sedan RWD Police Package - County Police, Qty 12 - Ilderton Dodge Charger (NCSA Contract) $25,231 = $302,772.
• Spec #9, Option 2 - Marked Full Size AWD SUV Police Package - Sheriff, Qty 3 - $29,345.30 = $88,035.90.
Total vehicles award recommendation = $684,779.25
(Refer to Chart for Finance Package for total pricing with equipment, decals and tag/tax/title).
AMBULANCES
Ambulances were formally bid in FY 14/15. Bid documents were sent to 15 potential bidders. Two bids were received. The low bid was unresponsive as it included exceptions and was significantly non-compliant with the specifications. The bid was awarded to low responsive bidder Northwestern Emergency Vehicles.
The bid document included a request for unit pricing for both FY 15/16 and FY 16/17 for possible contract extension. Pricing for FY 15/16 is 3% higher than FY 14/15 pricing. Staff recommends extending the contract with Northwestern Emergency Vehicles for FY 15/16 as follows.
Commissioner Keigher - To Approve Bid Award for the Purchase of Vehicles and Ambulances, as Well as the Purchase of a Bulldozer from State Contract, Totaling $3,319,761.60 Which Includes Vehicle Equipment, Decals, Tag/tax and Title Fees
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Recommendation for approval:
• Type I Ambulance, GEMS, Qty 6 - Northwestern $267,732 = $1,606,392
• Sprinter Type II Ambulance, Rescue Squads, Qty 1 - Northwestern $132,707
Total ambulances award recommendation = $1,739,099
(Refer to Chart for Finance Package for total pricing with tag/tax/title).
Total for vehicles and ambulances = $2,423,878.25.