Broken Arrow City Council
Meeting of: 07-07-2015
To: Mayor and City Council
From: General Services Department
Title:
title
Consideration, discussion, and possible approval to purchase a ¾ ton crew cab pickup for the Fire Department from John Vance Motors pursuant to the State of Oklahoma vehicle contract
End
Background:
The Fire Department has budgeted for the purchase of a ¾ ton crew cab pickup. Funds for this purchase are available in the Sales Tax Capital Improvement Fund in the amount of $41,495.00.
This vehicle will be purchased under the Oklahoma Statewide Contract for Passenger Vehicles, Light Duty Trucks, and Law Enforcement Vehicles number SW035. All State Departments, Boards, Commissions, Agencies and Institutions, as well as Counties, School Districts and Municipalities may purchase vehicles from this contract. Pricing under this contract is good until August 31, 2015.
Section 2-27 of the Broken Arrow Code addresses exceptions to the established competitive bidding process. It provides that supplies, materials, equipment or contractual services when purchased at a price not exceeding a price set by the state purchasing agency or any other state agency authorized to regulate pricing for items purchased by the state are excepted from formal competitive bidding. Purchase from the state contract is, therefore, authorized under City ordinance.
Traditionally, it was the practice of the Logistics Division to seek bids for vehicles, supplies, materials, and equipment, in addition to providing the City Council with options for purchase from the State Contract. However, seeking bids when there is a product available on the State Contract that meets the necessary specifications, significantly extends the timeframe required to acquire the product. Additionally, it takes a considerable amount of Logistics Department staff time to assimilate the relevant information from the various Departments, prepare the specifications and complete the bidding process. As purchase from the State Contract is not only sanctioned by State Statute, but also the Code of Ordinances, it is the request of Staff that the Council consider a deviation from accepted practice to allow suitable purchases directly from the State Contract without going through the formal competitive bidding process.
Base pricing and selected options for the truck are reflected in the attached bid tabulation. The bid tabulation also includes all vendors submitting bids for this truck under the State Contract. The Fire Department has identified the Dodge Ram 2500 from John Vance Motors as the vehicle best suited for their needs and, therefore, recommends its purchase from the State of Oklahoma vehicle contract.
Cost: $28,087.00
Prepared By: Lee Zirk General Services Department
Reviewed By: Fire Department
Finance Department
Legal Department
Assistant City Manager
Approved By: Russell M. Gale, Acting City Manager
Attachments: Bid tabulation on state contract number 1000009355
Recommendation:
Approve the purchase of a Dodge Ram 2500 ¾ ton crew cab pickup from John Vance Motors pursuant to the State of Oklahoma vehicle contract.