HomeMy WebLinkAbout81541 RESOLUTION NO. 8,154 267
2
3 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ACCEPT
4 BIDS AND AWARD CONTRACTS FOR THE PURCHASE OF MOWING
5 UNITS FOR CITY GOLF COURSES, TURF CARE VEHICLES FOR
6 GOLF COURSE MAINTENANCE, AND DUMP TRUCKS FOR THE
7 DEPARTMENT OF HUMAN AND GENERAL SERVICES, FLEET
8 SERVICES DIVISION; ANNUAL CONTRACTS FOR BODY WORK FOR
9 THE FLEET SERVICES DIVISION OF HUMAN AND GENERAL
10 SERVICES AND TRAVEL SERVICES FOR VARIOUS DEPARTMENTS.
11
12 NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF
13 THE CITY OF LITTLE ROCK, ARKANSAS:
14 SECTION 1: The City Manager is hereby authorized to accept
15 bids and award contracts for the purchase of the following:
16 1. Mowing units for City golf courses for the
17 Department of Human and General Services, Fleet
18 Services Division, in an amount not to exceed
19 $43,023 to Capital Turf and Equipment Company and
20 Turfaid.
21 2. Turf care vehicles for City golf maintenance
22 for the Department of Human and General Services,
23 Fleet Services Division, in an amount not to exceed
24 $20,570 to Capital Turf and Equipment Company.
25 3. Two 10 yard dump trucks for the Department of Human
26 and General Services, Fleet Services Division, in an
27 amount not to exceed $76,146.22 to Bale Chevrolet.
28 4. One 5 yard dump truck, two stake bed dumpt trucks
29 with optional stake and steel sides for the
30 Department of Human and General Services, Fleet
31 Services Division, in an amount not to exceed $75,866
32 to Robinson International.
33 5. Annual contract for body work for the Department of
34 Human and General Services, Fleet Services Division,
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in an amount not to exceed $45,000 to Collision 26 O
Specialists.
6. Air and other business travel services for various
departments in amounts not to exceed the budget
to World Wide Travel.
ADOPTED: June 6, 1989
ATTEST:
C Y CLERK J E CZECH
APPROVED AS tTO
/,,v k,—
MARK STODOLA, CITY ATTORNEY
APPROVED:
M.M. j'Md/,, o/
YD G. VILLINES, III
265
PURCHASING FACT SHEET
BID NO: 9168 DATE OPE FD,: April 27, 1989
DEPAMMM: Fuman and General Services (Fleet)
DESCRIPTION: *lowing Units for City Golf Courses
FMIM: Fleet Replacement
ACCOUNT V0: 600- 214 - 6020 - (6021) -7040
ACODIM AVAILABILITY: 1,389,952
APIMPRIATION OR TRANSFER REQUIRED: S None
Ak11M OF KW ASE: Z 43,023.00
Slh,t'F, Sim ANARDEE: See Tabulation.
It is recommended that the low bid meeting specifications for item one be
accepted. Capital Turf was disqualified on item two for failing to meet
tt minimum engine specifications. They bid a 14 HP engine with a cubic
inch displacement of 31.27 when the specification called for a 16 FP with
a ,ninumun displacement of 35 cubic inches.
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PURCHASING FACT SHEET
BID NO: 9164 DATE OPEIZD: April 21. 1989
DEPAR 424T Human and General Se -vices (Fleet)
DESCRIPTION: Turf Care Vehicle for Golf Course Maintenance
FUNDING: Fleet Replacement
ACCOLM NO: 600 - 214 - 6020 - 6021 -7060
ACCOUW AVAILABILITY: 1,722,252
APPROPRIATION OR TRANSFER RE(ZJIRED: S None_
AMKXIDIr OF PURCHASE: $ 20.570
SUGGESTED ANARDEE: Capital Turf & Equipment Compam
Alexander AR
RECOIOMMON A ID DISCUSSION:
It is recommended :hat the bid submitted by Capital Turf & Equipment Company be
accepted. Turfaid bid a three -wheel unit instead of a four wheel which was
specified. They failed to meet the hors( power requirements and their unit isn't
adaptable to a cor? harvester which was specified. Bob TL, .d, Inc. requested that
their bid be withdrawn from consideration. They failed to respond to specifica-
tions and did not bid the requested equipment.
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PURCHASING FACT SHEET
BID NO: 9187 DATE OPENED: 5 -22 -89
DgpAr¢;; Human & General Services (Fleet)
DESCRIPTION: Dump Trucks
FUNDING: Fleet Replacement
ACCT NO: 600 - 214- 6020 - (6021) -7060
ACCOUNT AVAILABILITY: $1,722,252.00
APPROPRIATION OR TRANSFER REQUIRED: $ None
AMXNT OF PURCHASE: $ 152,012.22
SUGGESTED AWARDEE. See Tabulation
AND DISCUSSION:
It is recommended that the low bidder for each item be accepted.
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PURCHASING FACT SHEET
BID W: C9022 DATE OPENED: April 10, 1989
IVARrMT: Human and General SPrvi cPs 1E1 PPt SpnTi raa
DESCRIPTION: Annual Contract for Body Work
FUNDIMC: Fleet Support
ACCOUNT 40: 600- 214 - 6030 - (6033) -9201
ACCOUYP AVAILABILIV: $49,000
APPROPRIATION OR TRANSFER REQUIRED: S None
•` • +�.• , . � .. 111
Sti(GES ED ANARDEE: See recommendation and discussion.
It is recommended that the award be given to Collison Specialists. They
were the low bidder considering labor and parts pricing as they offered a
greater discount on parts. It is also recommended that Little Rock bodge
be allowed to be an alternate supplier when Collison Specialist cannot
respond.
276
BID #: C9022
DEPT: Hunan & General Services /Fleet Services
DESCRIPTION: Annual Contract for Body Work
ACCOUNT #: 600- 214 - 6030 - (6033) -9201
ACCOUNT AVAILABILITY: $49,000
TABULATION:
Labor Cost
Bale Chevrolet--,.
Sedans /Light
Trucks
$24 /hour
Walt Bennet Ford
Sedans /Light
Trucks
$24 /hour
Collision Specialist
Sedans /Light
Trucks
$20 /hour
Green's Paint
Sedans /Light
Trucks
$24 /hour
Little Pock Dodge
Sedans /Light
Trucks
$20 /hour
Robinson Intl. Trucks
Sedans /Light
Trucks
$27 /hour
277
PURCHASING FACT SHEET
BID NO: 9.159 DATE OPENED: 4 -20 -89
DEPARTMENT: Various
DESCRIPTION: Travel Services
FUNDING: Various - Annual Purchase Order
ACMIfNT NO: Various - Annual Purchase Order
ACCOUNT AVAILABILITY: Annual Purchase Order
APPROPRIATION OR TRANSFER REQUIRED: $ None
AMOUNT OF PURCHASE: $ 65,000 Estimated for Air Travel
SUGGESTED AWARDEE: World Wide Travel
Little Rock , AR
RECONNENDATION AND DISCUSSION:
See attachment.
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RECOMMENDATION AND DISCUSSION:
276
Proposals were issued to thirty -six area travel companies seeking an exclusive
provider for the City's travel requirements. Eleven companies responded and
their proposals were evaluated by a committee comprised of Jerry Paul, Purch-
asing Agent, Gary Davis, Director of Accounting & Reporting, Capt. Randy Reed,
Captain of the Patrol Division, LRPD, Hallie Simmons, Little Rock Convention
Bureau, and Teresa Bryant, Director of Sales and Marketing, Camelot Hotel.
The committee recommends that the City award a contract with World Wide Travel.
The contract will require the City to exclusively use World Wide for all air
travel and any lodging or car rental not pre- arranged by conferences or seminars.
In return, World Wide will book all of the City's air travel at the lowest air
rates available, provide requested reports, deliver tickets, arrange for
lodging and car rentals and guarantee the City a discount of at least one
percent on our purchases. The City has approximately $65,000 budgeted for air
travel expenses, and $90,000 budgeted for lodging.
The recommendation to contract with a sole travel service provider is justified
for the following reasons:
.1). The contractor selected has available state of 'she art equipment which will
always assure the City that the lowest possible rate will be available. In
lieu of individual "Frequent Flier" objectives the City will be able to
take advantage of all discounts, credits, and package -deal offerings which
will minimize our travel cost.
2) Credits to the City for air fare alone will be approximately $1000.
3) "Perks" available for the City and the traveler include $400,000 in no -cost
travelers' insurance, one -day free parking at the Little Rock Municipal
Airport and the recommended contractor will offer their services to City
employees for personal travel.
4) The contractor provides for immediate confirmation and complimentary ticket
delivery guaranteed by 1:00 p.m. and 5:00 p.m. or picked up at the airport
in the case of an emergency.
5) Perhaps the most important advantage will be the "tailored" automated
reports the contractor will supply the City. The bid requires the provider
to work with the Finance Department to establish cost centers for more
detailed travel reporting. This service will be provided by the contractor
as per our terms freeing time for the Accounting Division.
6) Having one contractor will better enable the City to educate them as to our
travel procedures and guidelines. We can require the contractor to stay
within our parameters and objectives of our travel policies when working
with the various departments.
REQUEST FOR PROPOSALS
(TRAVEL SERVICES)
275
The City of Little Rock is seeking the services of a travel agency to contract
for its needs for out -of -town travel, lodging, car rentals, and other costs
associated with travel. It is estimated that the City spends $65,000 for air
travel and $90,000 for lodging per year; however, there is no commitment or
guarantee of this volume. All agency fees are to be paid by the companies for
whom you make bookings. The successful bidder for this contract will be the sole
agent for the City for one year. All proposals must address the following
subjects in the order indicated.
1. History of your company.
2. Brief description of the size and organization of your staff.
3. Biography of individuals to be assigned to the City of Little Rock account.
4. Airlines you service.
5. Major hotel and motel chains you service.
6. Car rentals you service.
7. Your ticket delivery policy. (Will you deliver to all City locations ?)
8. Turnaround Time.
9. Detailed narrative of how you propose to service the City.
10. Three references from clients of comparable size, with names and contact
phone numbers.
11. List perks your firm will provide which will enhance comfort and convenience
to the traveler.
12. List perks your firm will provide which will produce a favorable financial
consequence for the City.
Proposals must be submitted to Jerry Paul, Purchasing Agent, City Hall - Room
300, 500 West Markham, Little Rock, AR 72201 no later than 1 :00 p.m. April 20,
1989. Five copies of your proposal are requested upon submission. No proposals
will be accepted after that time.
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All proposals will be evaluated by a selection committee pursuant to Ordinance
15,221. Selection will be based on the committee's review and scoring on the
following criteria. Note that each criteria will be given a weighted value.
CRITERIA
RATING X WEIGHT = SUBTOTAL
(0 -10)
A. Company Experience (1) _
B. Staff Experience (2,3)
C. Travel Services (4,5,6) _
D. Customer Services (7, 8, 9, 10, 11) _
E. Savings Potential (12)
100
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