2003/03/05 Council Agenda Packet

b EVERETT CITY COUNCIL AGENDA ITEM COVER SHEET PROJECT TITLE: Resolution Waiving the Public Bidding Initialed by: Requirements and Authorizing the Sole-Source Department Head Purchase of Six (6)Paratransit Vehicles with an CAA Option to Purchase up to Nine (9) Additional Council President Vehicles in 2004 LOCATION: COUNCIL BILL # Originating Department Finance/Purchasing Contact Person Nancy Woods Phone Number 257-8901 FOR AGENDA OF March 5, 2003 Preceding Action: Consent Second Reading Bid Call: 10-30-02 Action Third Reading Bid Opening: 01-07-03 First Reading Public Hearing Attachments: Department(s) Approval (Identify): Sole Source Resolution, Bid Submittal Legal, Fleet, Transit Equipment Deductions Council approval of this agenda item authorizes a budget revision in the additional amount requested. Expenditure Required $ 544,230 (2003)* Account Number(s): $ 816,345 (2004) Amount Budgeted $ 544,230 (2003) FT3156-PTVAN-R-640 Additional Required $ -0- * It has been determined that Washington State Sales Tax does not apply. SUMMARY STATEMENT: The need exists to purchase six replacement Paratransit Vehicles in 2003 with an option to purchase up to nine more replacements in 2004. The first six will replace three 1993 and three 1996 Ford Paratransit vans. On October 30, 2002, Everett City Council authorized a Call-for-Bids,which was legally advertised as well as mailed to twenty-five potential bidders and posted on our website. Schetky Northwest Sales,Inc. submitted the sole bid. The City negotiated with Schetky Northwest Sales,Inc.to reduce the bid price by eliminating the on board digital camera systems. ET reviewed the offered and recently revised prices and compared the prices to other recent FTA-funded sales. There are variances in quantities and equipment,but the per unit prices ranged from $ 94, 040 for a fifty-bus purchase to $ 112,510 for a two-bus purchase. Intermediate per unit prices were $98,350 (ten buses), $ 100,233 (four buses), and $ 107,133 (one bus). In conclusion,and as a result of this price analysis,ET finds the price to be fair and reasonable. Federal Funds 83% Local Match 17% Total 100% RECOMMENDATION (Exact action requested of Council): Adopt Resolution # waiving the public bidding requirements and authorizing the sole-source purchase of six (6) paratransit vehicles with an option to purchase up to nine (9) additional vehicles in 2004.