Report Prepared by: Wally Broughton, PWM-Operations, Public Works
Title
SUBJECT: Award of Bid and Approval of Agreement for Supplies and Services with Stommel Inc., dba Lehr Auto Electric, and Authorization to Purchase Public Safety Vehicle Parts in an Amount not to Exceed $97,291.57
REPORT IN BRIEF
Considers awarding the bid and approving an agreement with Stommel, Inc., dba Lehr Auto Electric, for the purchase of Public Safety vehicle parts in order to outfit six Police patrol vehicles and one K-9 vehicle in the amount of $64,291.57, as well as purchase any other parts needed from the bid parts list throughout the remainder of the fiscal year not to exceed $33,000.00 above the bid amount.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid for the supply of the requested Public Safety vehicle parts to Stommel Inc., dba Lehr Auto Electric; and,
B. Approving the Agreement for Supplies and Services with Stommel Inc., dba Lehr Auto Electric; and,
C. Approving purchases of Public Safety vehicle parts in an amount not to exceed $97,291.57 from Stommel Inc., dba Lehr Auto Electric; and,
D. Authorizing the City Manager or designee to execute any necessary documents.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items (specific items to be addressed in the motion); or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Charter of the City of Merced, Article XI, Section 1111-Competitive bidding, and Merced Municipal Code Chapter 3.04, Article III - the purchase of materials, supplies, equipment, and contractual services of an estimated value greater than thirty-three thousand dollars ($33,000.00), the "contract threshold," shall be made by the purchasing supervisor by written contract with the lowest responsible bidder.
CITY COUNCIL PRIORITIES
As provided for in the Fiscal Year 20/21 Adopted Budget.
DISCUSSION
Staff prepared bid specifications for the purchase of vehicle parts and equipment to outfit six (6) new Police patrol vehicles as well as one (1) K-9 vehicle. Parts include lightbars, sirens, speakers, mirrors, laptop tray, canine system and fan, cargo deck, anti-theft devices, etc.
The invitation for bids was advertised both in the Merced County Times newspaper and the City’s website. Bids were publicly opened on March 4th, 2021, with the following results:
1. Lehr Auto Electric $ 64,291.57
2. Cook’s Communication $ 71,863.00
3. Dana Safety Supply $ 32,008.00*
*Bid number three (Dana Safety Supply) was deemed nonresponsive as it did not offer pricing on many of the requested parts.
The two responsive bids were evaluated based on the following criteria: vendor capabilities, prior performance, and pricing. Staff recommends awarding the bid to Lehr Auto Electric for the purchase of police vehicle parts in the amount of $64,291.57, as well as authorizing the purchase of up to an additional $33,000 in police vehicle parts that may be needed throughout the remainder of this Fiscal Year.
IMPACT ON CITY RESOURCES
Funding for these purchases is available within the budget of Fund 674- Fleets Replacement.
ATTACHMENTS
1. Lehr Proposal
2. Agreement