The URL can be used to link to this page

Home My WebLink AboutCORRESPONDENCE - BID - 7267 VANGO MINIVANSFEDERALLY REQUIRED AND OTHER MODEL CLAUSES APPLICABILITY OF THIRD PARTY CONTRACT CLAUSES (excluding micro -purchases, except for construction contracts over $2,000) 7267 VanGo Minivans Rolline Stock Purchase - unmodified Droduction vans not subiect to bus testing TYPE OF PROCUREMENT Clause Professional Operations/ Rolling Stock Construction Materials & VVV Services/A& E Management Purchase Supplies No Federal Government Obligation To Third Parties X All All All All All (by Use of a Disclaimer False Statements or Claims X All . All All All All Civil and Criminal Fraud Access To Third Party X All All All All All Contract Records Changes to Federal X All All All All All Requirements Termination X All All All All All Civil Rights Title VI, EEO, ADA X >$10,000 >$10,000 >$10,000 >$10,000 >$10,000 Disadvantaged Business X All All All All All Enterprises DBEs Incorporation of (FTA) Terms X All All All All All Suspension and Debarment X >$25,000 >$25,000 >$25,000 >$25,000 >$25,000 Buy America X >$100,000 >$100,000 >$100,000 Resolution of Disputes, X >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Breaches, or Other Litigation Lobbying X >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Air X >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Water X >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Cargo Preference Involves property Involves property Involves property X transported by transported by transported by ocean vessel ocean vessel ocean vessel Fly America X Involves foreign transport or travel Involves foreign air Involves foreign Involves foreign Involves foreign air transport or travel transport or travel transport or travel transport or travel bv air Davis -Bacon And Copeland Anti- >$2,000 (including Kickback Acts ferry vessels) Contract Work Hours And Safety >$2,500 (except >$2,000 (including Standards Act X transportation >$2,500 ferry vessels) services) Bonding $100,000 Seismic Safety A & E for New Buildings & New Buildings & Additions Transit Employee Protective Transit Operations Agreements Charter Bus All School Bus All Drug Use - Testing and Alcohol Transit Operations Misuse - Testing Patent Rights and Rights in Data Research & and Copyright Requirements Development Energy Conservation X All All All All All Recycled Products Contracts for items Contracts for items Contracts for items designated by designated by designated by EPA, when EPA, when EPA, when procuring $10,000 procuring $10,000 procuring $10,000 or more per year or more per year or more per year Conformance With ITS National Architecture ITS Projects ITS Projects ITS Projects ITS Projects ITS Projects ADA Access X A & E All All All All Bus Testing All Pre -Award And Post Delivery X All Audits CHECKLIST FOR SEALED BIDS: BID NO./Title: 7267 VanGo Minivans File location: Bids\2011 Bids 7189\7267 VanGo Minivans Checklist Item Comments 7) Independent Cost Estimate Yes The City made and documented an independent cost estimate before receipt of proposals. 9) Unreasonable Qualification No Requirements This solicitation did not contain unreasonable requirements laced on firms in order for them to qualify to do business. 10) Unnecessary Experience and Excessive Bonding No Unnecessary experience and excessive bonding requirements were not included in this solicitation or contract documents. 11) Organizational Conflict of Interest (OCI) No If there is an apparent or potential OCI the solicitation contains provisions to eliminate or mitigate the conflict (e.g. by inserting a clause that prohibits the contractor from competing for the follow-on contract to the current design or research contact) and OCI Certification is submitted by the contractor. 12) Arbitrary Action No There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to other than the contractor who most satisfied all the City requirements as specified in the solicitation and as evaluated by staff. 13) Brand Name Restrictions Dodge Caravan is specified Brand Name or Equal. When it is impractical or uneconomical to provide a because it is the only van clear and accurate description of the technical requirements of the property Which can meet FTA Buy to be acquired, a "brand name or equal" description may be used to define America requirements for the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named domestic content. brand that offerors must provide. When using a "brand name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual," (BPPM) contains additional information on preparation of specifications including examples with specific language. 14) Geographic Preferences No The solicitation contains no in -State or local geographic preference except where Federal statutes mandate or encourage them. 15) Contract Term Limitation Contract is for 3 years The contract period of performance for rolling stock and replacement parts does not exceed five (5) years inclusive of options without prior written FTA approval. For all other types of contracts, the procurement file contains evidence that the contract term is based on sound business judgment. 16) Written Procurement Selection Procedures Yes The City has written selection procedures and the solicitation also identifies all requirements that offerors must fulfill and all other factors to be used in evaluating bids or proposals. 17) Solicitation Prequalification Criteria No The solicitation required prequalification of persons, firms, or products. The list is current includes enough qualified sources to ensure maximum full and open competition, and potential bidders are not precluded from qualifying during solicitation period from issuance of the solicitation to its closing date. If the solicitation does not contain a prequalification requirement, check NA. 18) Award to Responsible Contractor Yes The City made a determination that it was awarding to a responsible contractor considering such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. 1. Appropriate Financial, equipment, facility and personnel. (Y/N) 2. Ability to meet delivery schedule. (Y/N) 3. Satisfactory period of performance. (Y/N) 4. Satisfactory record of integrity, not on declined or suspended listings. (Y/N) 5. Receipt of all necessary data from vendor. Y/N 19) Sound and Complete Agreement Yes This contract is a sound and complete agreement. In addition, it includes remedies for breach of contract and provisions covering termination for cause and convenience. 23) Price Quotations Two bids were received Price or rate quotations were obtained from an adequate number of qualified sources. 24) Clear, Accurate, and Complete Specification Yes A complete, adequate, and realistic specification or purchased description was available and included any specifications and pertinent attachments which define the items or services sought in order for the bidder to properly respond. 25) Two Bidders Yes Two or more responsible bidders were willing and able to compete effectively for the business. 26) Firm Fixed Price Yes A firm fixed price contract was appropriate for this procurement. 27) Selection on Price Yes The selection of the successful bidder could be made principally on the basis of price. 28) Discussions Unnecessary Yes In this procurement, other than a prebid conference, discussions with bidders should not be needed between solicitation and award. 29) Advertising Yes The Invitation for Bids was publically advertised. 30) Adequate Number of Sources Solicited Yes Bids were solicited from an adequate number of known suppliers. 31) Sufficient Bid Time Yes Prospective bidders were provided sufficient time to prepare bids prior to the date set for opening the bids. 32) Bid Opening Yes All bids were publicly opened at the time and place prescribed in the invitation for bids. 33) Responsiveness Yes A firm fixed price contract was awarded in writing to the lowest responsive bidder. 34) Lowest Price Yes The bidding documents specified that factors, such as discounts, transportation costs, and life cycle costs, would be considered in determining which bid was the lowest. These factors were considered by the City in determining which bid was the lowest. If these factors were not specified, check NA. 35) Rejecting Bids N/A A bid (or bids) was rejected for a sound documented business reason. If no bids were re ected, check NA. 40) Evaluation of Options Yes The option quantities or periods contained in the contractor's bid or offer were evaluated in order to determine contract award. (To be eligible for Federal funding, options must be evaluated as part of the price evaluation of offers, or must be treated as sole source awards. 41) Cost or Price Analysis Yes Either a cost analysis or a price analysis was performed and documented. The price was determined to be fair and reasonable. 42) Written Record of Procurement History Yes The file contains records detailing the history of this procurement. At a minimum, these records include: (1) the rationale for the method of procurement, (2) Selection of contract type, (3) reasons for contractor selection or rejection, and 4 the basis for the contract price. 43) Exercise of Options Yes - this purchase is an The grantee exercised an option on this contract adhering to the terms and exercise of options for 2012 conditions of the option stated in the contract and determined that the option price was better than prices available in the market or that the option was a more advantageous offer at the time the option was exercised. If an option was not exercised under this contract, check NA. 44) Out of Scope Changes No The grantee amended this contract outside the scope of the original contract. The amendment was treated as a sole source procurement (complying with the FTA requirements for a justification, cost analysis and profit negotiation). 45) Advance Payment Provisions No The contractor did not receive an advance payment utilizing FTA funds and the contract does not contain advance payment provisions or, if it did, prior written concurrence was obtained from FTA. 46) Progress Payment Provisions No The contract contains progress payments based on costs incurred (as opposed to percent of completion) and the contract contains a provision giving the grantee title to property (materials, work in progress, and finished goods) for which progress payments are made. The contract may contain other security in lieu of obtaining title. 47) Time and Materials Contracts No This is a time and materials contract; the grantee determined that no other type of contract is suitable; and the contractspecifies a ceiling rice. 48) Cost Plus Percentage of Cost No This is not a cost plus a percentage of cost type contract. 49) Liquidated Damages Provisions No This contract contains liquidated damages provisions and the assessment for damages is specified in the contract at a specific rate per day for each day of overrun in contract time. 50) Piggybacking No 1) The file contains: Assignability provisions. 2 The procurement file contains: Price reasonableness determination. 56) Clauses Yes This contract contains the appropriate FTA required clauses. Exclude Parties Search Yes, see file EPS run and include in the file. July 26, 2011 VanGoTM Vanpool Fleet Independent Cost Estimate, Dodge Grand Caravan Current State bid pricing: $23,849 Previous City of Fort Collins award pricing: $24,324 There has been a + 2.3 PPI adjustment since last order was placed for $24,324 each. Estimated cost of new Caravans (Last order+ PPI): $24,883 Purchase Justification The VanGoTM fleet will be replaced approximately every 4 years, 150,000 miles. Future fleet additions are required to maintain or slightly increase the number of vehicles in the fleet. Actual purchases will depend on changes in ridership. 2011 -15 Dodge Grand Caravans 2012 —20 Dodge Grand Caravans 2013 — 22 Dodge Grand Caravans 2014-25 Dodge Grand Caravans VanGo Vans to be ordered last week of February or first week of March, 2012 2/2112012 The VanGo— fleet will be replaced approximately every 4 years, 150,000 miles. Fleet additions are required to maintain the number of vehicles in the fleet. Independent Cost Estimate, Dodge Grand Caravan State price (base price plus options' $23,302 not icluding power sliding doors or power liflgate Last order price: $23,818 There has been a +1.4 PPI adjustment since last order was placed for $23,618 each Estimated cost of new Caravans (last order + PPI); $24,156 Price Analysis Current State Bidding price $23,302 see note on equipment, above Independent Cost Estimate $24,156 Current award pricing - with all options $23,884 Option pricing: future purhases will be at the above bid price plus increases limited to the PPI and negotiated changes in equipment. Johnson's pricing is in line with current estimates. Their pricing is both fair and reasonable. Excluded Parties Search S:\Purchasing\Bids\2011 BIDS 7189\7267 VanGo Minivans\Caravan 3-12 Purchase ICE - Price Analysis - EPLS.xIs September 6, 2011, VanGo Vanpool Fleet Price Analysis - Bid Award, Bid # 7267, VanGo Minivans Johnson Auto bid price: $23,818 with all options Current State bid pricing: $23,849 Previous City of Fort Collins bid pricing: $24,324 Independent Cost Estimate (7-26-11) $24,883 Option pricing: future purchases will be at the above bid price plus increases limited to the PPI and negotiated changes in equipment. Johnson Auto's offered price is in line with other bids and current estimates. Their pricing is both fair and reasonable. Responsible and Responsive Contractor Johnson Auto has supplied pickups, vans, and automobiles to the City of Fort Collins for many years and have been providing VanGo vans since 2010. They have been a responsible vendor, often going out of their way to make sure our automotive needs are met in a timely fashion. The firm is responsive to requests and does their best to comply'with all requirements. Their equipment, facility, and personnel are more than adequate to meet the MPO demand. Deliveries are prompt and requested information is provided as quickly as possible. As noted above, their history of performance is very good and the firm is not on any declined or suspended listing. All necessary information has been provided by Johnson Auto. Procurement History 1. Method of procurement: Sealed Bid 2. Rationale: Because only the Dodge Caravan is eligible for purchase using Federal Funds, we were able to write an exact specification for the required minivan configuration. 3. Contract type: Firm, fixed price. 4. Contractor selection: Low bid price, responsive and responsible vendor. 5. Basis for contract price: Bid Excluded Party List Search sle�acb Search Results for Parties Excluded by ,oafs L* wch TVs _ E tName MS UFRH Fh ,E.I,, V Johnsen Aute P6_a Ff UsNs Manul Lh{FL$ As of MS p'1011135 PM EDT FAD >Recm Uputes.. &ay. to L1yEPLS Acronyms e 0.1 ReFm� >Prvtty It Prow Yeur seareN t a orewln 4 SIss, (Wit A m M ga eM SVJ) R pr acoees '• B+eF x.w s.,ren vrnur Frf.oah P mera Daaes I N mra mMiGote �. I AC+ reJ Repots R �R Uptlai � i Da>hlwam, _; AB YGapatis' M Ynigiats. s� caunrY e`o`ae eesurwns [ Aw ea a,m+e searcn. , Miele n e I aftecnt 1peaees Lk ' =& WRecnas >Dehar Ltavicerm_.. .. fdre.sS Upbae LOLT it ,For Mey'.FeMaI SeMce DesX . Search Re'suRs for Parties Excluded by ,�„ � s .h Troa >Enn Naze vtl ssim, Firm. Eomy, orV Chrrslereemernlen - FtfFc users uayW ,UyE � or WS Ri4111:b5 PM EDT FAO >Reca(Up , Save to MYEPLS (' a#roirymz >&oxse Al RecuCs >posa Ml Rr si ' Your eearth ndmN no nwL. >Sl `. >Sysltmfa Awartl Maapeme�.. (SAN) Bach New Search PAitarh'FnaoaI' R Woe'JTCoees �:•• •� , Prat eM Cgr_s - .. .. ,. NaryeauemeN Cod's� PMuxetl Re(uM1s >RtteN UGanes � >Dashboarti . . >Agercz CMacts ,Age yDe`r+iaFo I. >PdaneMPf<tlrve Search > sute'Co�m'7 Cme Rss r4 W ns >Naoiez.f. . Rtta¢Lb&tes. >&wW—s. ise AC Recortls a CeAVM".•nvc e..... � � >Aheviwain �Upbaa low � Far Helo.FNrrA Semc¢DesF 2