From
Fred Bates, Jr.
Title
Resolution authorizing the City Manager to execute a price agreement for police vehicle reflective graphics from Centerline Supply Highway Products, a local bidder in compliance with Texas State law section 271.905(b)(2) whose price falls within the allowed 3 to 5% of the low bidders, at an estimated annual cost of $21,000 with the option to renew for four additional one year periods totaling $105,000 if all renewal options are exercised; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms.
Presenter
Assistant Chief Don Trask, Police Department
Recommended Action
Approve
Analysis
The Grand Prairie Police Department's utilization of marked emergency vehicles in various law enforcement and public safety capacities requires each vehicle to be outfitted with reflective identifiers for officer safety and public awareness. A purchase agreement is necessitated with a vender that has capacity to supply, and capabilities to install reflective graphics for vehicles that are newly purchased or have recently undergone body damage repair.
In accordance with City policy, Notice of Bid #15096 was viewed by 33 vendors. Only one (1) Grand Prairie vendor was available for this service. Two bids were received as shown on attachment "A". Although Centerline Supply Highway Products was not the lowest bid, careful consideration was given due to the fact that the company is located and operates within the City of Grand Prairie. The difference between the lowest bid and Centerline's bid was within 5 percent (in accordance with Texas State law, section 271.905(b)(2)) and did not significantly affect the projected savings.
Centerline Supply Highway Products currently provides installation of reflective graphics for new police vehicles and police vehicles that have undergone collision repair. The company has also previously shown the ability to quickly resolve graphic installation problems. Centerline Supply Highway Products meets all specifications and is recommended for award.
The one year agreement exists with the option to renew up to four additional one year periods totaling $105,000 if all extensions are exercised. Renewal options include an agreement for aggregate price fluctuations of the lesser of up to $50.000 or 25% of the original maximum price as long as sufficient funding to satisfy the City's obligation during the renewal terms is appropriated by the City Council.
This item was presented to the Finance and Government Committee on May 5, 2015, which recommended bringing this item forward to the City Council for approval.
Financial Consideration
Funds are available in the FY 2014/2015 General Fund Budget (281210-60520) and FY 2014/2015 Equipment Acquisition Fund (224010-60520), for both new and replacement marked police vehicles. The accounts will be charged accordingly on orders through the end of the current fiscal year. Funding for future fiscal years will be paid from any subsequent year's approved budgets.
Body
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS, DETERMINING THAT LOCAL PREFERENCE PROVIDE THE BEST COMBINATION OF CONTRACT PRICE AND ADDITIONAL ECONOMIC DEVELOPMENT OPPORTUNITIES IN ACCORDANCE WITH SECTION 271.9051(b)(2) OF THE TEXAS LOCAL GOVERNMENT CODE, FOR A ONE YEAR PRICE AGREEMENT FOR POLICE VEHICLE REFLECTIVE GRAPHICS WITH CENTERLINE SUPPLY HIGHWAY PRODUCTS (UP TO $21,000 ANNUALLY), WITH AN OPTION TO RENEW UP TO FOUR ADDITONAL ONE YEAR PERIODS
WHEREAS, Texas State law 271.905 allows for an award to a bidder whose principal place of business is in the municipality if the governing body of the municipality, in writing, that the local bidder offers the municipality the best combination of contract price and additional economic development opportunities for the municipality created by the contract award, including the employment of residents of the municipality and increased tax revenues to the municipality; and
WHEREAS, the City has solicited, received and tabulated competitive bids (Notice of Bid #15096) for the purchase of necessary materials, equipment, supplies or services in accordance with the procedures of State law and City ordinances; and
WHEREAS, the City has determined that Centerline Supply Highway Products is a local bidder(s) whose principle place of business is within the City of Grand Prairie; and
WHEREAS, the City has determined that Centerline Supply Highway Products bid price (Notice of Bid #15096) is within the allowed 3 to 5 % of the low bidders; and
WHEREAS, the City Council has determined that Centerline Supply Highway Products offers the best combination of contract price and additional economic development opportunities for contracts to purchase and service police vehicle reflective graphics
in accordance with Section 271.905 (b) (2).
WHEREAS, the Grand Prairie Police Department wishes to purchase reflective graphics to apply to all newly purchased or repaired emergency vehicles.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS, THAT
SECTION 1. the City Council of the City of Grand Prairie, Texas, determines that the Grand Prairie vendor(s) offer the best combination of contract price and additional economic development opportunities for the city by the contract awards, including the employment of residents of the city and increased tax revenues to the city.
SECTION 2. the award(s) for purchase price and service agreement of a one year price agreement for police vehicle reflective graphics with Centerline Supply Highway Products (up to $21,000 annually), with an option to renew up to four additional one year periods totaling $105,000. Renewal options include an agreement for aggregate price fluctuations of the lesser of up to $50.000 or 25% of the original maximum price as long as sufficient funding to satisfy the City's obligation during the renewal terms is appropriated by the City Council.
SECTION 3. the City Manager is authorized to execute contracts and purchase orders, hereby approved on behalf of the City.
SECTION 4. this resolution shall be in full force and effect from and after its passage and approval in accordance with the Charter of the City of Grand Prairie and it is accordingly so resolved.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS, THIS 5th DAY OF MAY, 2015.