Title
MOTION TO AWARD IFB # FI-16-03 "FIRE RESCUE AMBULANCES" TO THE SOLE BIDDER, REV RTC D/B/A HALL-MARK RTC, IN THE AMOUNT OF $502,828 FOR THE PURCHASE OF TWO 2017 FIRE RESCUE AMBULANCES.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On January 11, 2017, the City Commission authorized the advertisement of IFB # FI-16-03 "Fire Rescue Ambulances", which was advertised on March 1, 2017.
2. The purpose of this solicitation was to provide the City of Pembroke Pines’ Fire Department with two (2) new Fire Rescue Ambulances, and to enter into a contract that will allow for the Fire Department to buy additional Fire Rescue Ambulances in future years, if needed.
3. On March 28, 2017, the City opened the sole proposal from the following vendor for two (2) new Fire Rescue Ambulances:
|
Vendor |
Ambulance |
Pre-Payment |
Multiple Unit |
Trade-In |
Inspection |
Total |
|
|
Cost |
Discount |
Discount |
Value |
Trips |
Cost |
|
Hall-Mark RTC |
$547,328 |
($9,000) |
($0) |
($4,500) |
$6,000 |
$539,828 |
4. After the bid opening, the Fire Department noticed that the trade-in vehicles listed in the IFB were stated incorrectly, and the correct vehicles that were being replaced were actually vehicle # 7705 and 7706. As a result, Hall-Mark RTC adjusted the Trade-In Value from $4,500 to $30,000. In addition, the Fire Department also negotiated an additional discount in the amount of $3,500 per vehicle, for purchasing multiple units. In addition, Hall-Mark has agreed to include the one inspection trip for one employee in the base price of vehicle and the Fire Department has also decided to reduce the number of personnel needed for the inspection trips, which reduced the cost from $6,000 to $1,500. Below is the updated pricing from Hall-Mark RTC for two (2) new Fire Rescue Ambulances:
|
Vendor |
Ambulance |
Pre-Payment |
Multiple Unit |
Trade-In |
Inspection |
Total |
|
|
Cost |
Discount |
Discount |
Value |
Trips |
Cost |
|
Hall-Mark RTC |
$547,328 |
($9,000) |
($7,000) |
($30,000) |
$1,500 |
$502,828 |
5. The Pembroke Pines Fire Department has reviewed the proposal submitted by Hall-Mark RTC, the sole bidder, and has deemed them to be a responsive/responsible bidder.
6. In addition, Hall-Mark RTC has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
7. Request Commission to award IFB # FI-16-03 "Fire Rescue Ambulances" to the sole bidder, REV RTC d/b/a/ Hall-Mark RTC, in the amount of $502,828 for the purchase of two 2017 Fire Rescue Ambulances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $502,828 (Total net cost of $251,414 per fire rescue ambulance)
b) Amount budgeted for this item in Account No: There is $500,000 in account # 1-529-4003-64016 (Ambulances)
c) Source of funding for difference, if not fully budgeted: Upon Commission approval, a budget adjustment will be made to move $2,828 from account # 1-529-4003-64009 (Ambulance Refurbishment) to account # 1-529-4003-64016 (Ambulances)
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.