Formal Bids Received June 15, 2017 for S40-S26239 - Approve an award to Brookside Equipment Sales, Inc. in an amount not to exceed $1,803,008.20 for John Deere agricultural mowers and agricultural equipment, replacement parts and repair services for the Fleet Management Department.
Specific Explanation:
The Director of the Fleet Management Department and the Chief Procurement Officer recommend that City Council approve an award to Brookside Equipment Sales, Inc. on its low bid meeting specifications in an amount not to exceed $1,803,008.20 for John Deere agricultural mowers and agricultural equipment, replacement parts and repair services for the Fleet Management Department (FMD). It is further requested that authorization be given to make purchases, as needed, for a thirty-six month term with two one-year options. This award is for John Deere agricultural mowers and agricultural equipment, replacement parts and repair services to be used by the department in its day to day repair operations citywide. This award also includes a $360,621.20 labor component for the repair of equipment that cannot be performed by City personnel
This is a price list and line item award. Relative to the price list, the best discount which determines the low bid for a price list is the best bid received for quantities of high-use items selected as sample pricing items based on the current needs of the department. The bid total for sample pricing items does not represent the total amount estimated to be purchased; rather, this recommendation is for the total estimated expenditures projected over the awarded term based on the low bid submitted for the representative samples.
This project was advertised in accordance with the requirements of the State of Texas bid laws. Three prospective bidders downloaded the solicitation document from SPD's e-bidding website, and two bids were received as outlined below:
Brookside Equipment Sales, Inc.: Award on its low bid meeting specification for Groups 1 - 7 (John Deere Agriculture parts and equipment price lists, which includes but are not limited to valves, blades, hydraulic pumps, cables, thrust washers, hubs and clutches; and labor components).
Company Sample Pricing & Labor Totals
1. Shoppa's Farm Supply, Inc. $326,359.64 (Partial Bid/Did Not Meet Specifications)
2. Brookside Equipment Sales, Inc. $366,982.78
This item will replace Emergency Purchase Order Item No. 21, approved by Council Motion No. 2016-0348, passed July 13, 2016.
M/WBE:
Zero-percentage goal document approved by the Office of Business Opportunity.
Hire Houston First:
The proposed award requires compliance with the City's 'Hire Houston First' (HHF) ordinance that promotes economic opportunity for Houston businesses and supports job creation. In this case, Brookside Equipment Sales, Inc. is a designated HHF company, but they were the successful awardee without application of the HHF preference.
Fiscal Note:
"Funding for this item is included in the FY2018 Adopted Budget. Therefore, no fiscal note is required as stated in the Financial Policy Ord. 2014-1078."
____________________________________ ______________________________________
Jerry Adams, Chief Procurement Officer Department Approval Authority Signature
Finance/Strategic Procurement Division
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Estimated Spending Authority
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Department
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FY18
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Out Years
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Total
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Fleet Management
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$360,525.20
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$1,442,483.00
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$1,803,008.20
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