Title
Police and Public Works Utility Division Vehicles - Bid Cancellation and Award
History
The Public Works Fleet Division is requesting the cancellation of two previously awarded Northwest Ford Vehicle Purchase Order Contracts for a 1/2 Ton 4x4 Crew Cab Pickup (Vehicle A - P.O. #061013) and a 3/4 Ton 4x4 Regular Cab Pickup Truck (Vehicle B - P.O. #060781) approved at the Village Board Meeting on May 16, 2011. Staff is recommending the purchase contracts be awarded to the next lowest bidder.
As noted in the original May 2 and 16, 2011, Public Works Committee and Board documents, legal notices for these vehicles were placed in the SouthtownStar Newspaper and bids were opened and reviewed on 4/21/11.
The low bidder (Northwest Ford Truck Center of Franklin Park, Illinois) has chosen not honor their bids for these two vehicles. The dealer did not honor the Vehicle A Purchase Order claiming the Purchase Order was received 61 days following the bid opening: bidding documentation permits the withdrawing of the bid by the bidder if notice is not received within 60 days of bid opening. Regarding Vehicle B, the dealer claims that no purchase order for this vehicle was ever received. Purchase Orders were prepared on 5/25/11 and 6/22/11, and the vendor was notified by Village staff upon award by the Village Board that the purchases had been approved. Notice of purchase order cancellation to the dealer for both of these vehicles has been made.
Options available to the Village to purchase both of these vehicles were reviewed and staff recommends award to the next lowest bidder or utilize the Suburban Purchasing Cooperative (SPC) pricing for the vehicles, whichever is lower.
1/2 Ton 4x4 Crew Cab Pickup:
Joe Rizza Ford of Orland Park, Illinois, was the next low bidder meeting all written specifications except for the specified color which is no longer available for the 2011 model year. Their bid price for one (1) 2011 Ford F-150 4x4 Crew Cab Pickup Truck is $30,744.65 - $1,156.65 more than the original award of $29,588.00. Color will be determined at the time of order. This vehicle is not available via the Suburban Purchasing Cooperative.
3/4 Ton 4x4 Regular Cab Pickup Truck:
The Village of Orland Park Police Department applied for and received a grant for the purchase of a replacement 3/4 Ton 4x4 Regular Cab Pickup Truck. This vehicle is available from Currie Motors Frankfort of Frankfort, Illinois, through the Suburban Purchasing Cooperative at a cost of $22,566. This pricing is $783 more than the original award of $21,783. The SPC pricing is below the next low bid received by the Village for this unit.
Financial Impact
Funds are available in Account #031-6002-433.70-20 for the purchase of Vehicle A, with the funding for Vehicle B being supplied by a Project JAG Grant (Account #010-7009-421.70-20).
Recommended Action/Motion
I move to approve withdrawing the bid award for one 1/2 Ton 4x4 Crew Cab Pickup and one 3/4 Ton 4x4 Regular Cab Pickup Truck from Northwest Ford Truck Center of Franklin Park, Illinois;
And
Approve awarding the bid for one 1/2 Ton 4x4 Crew Cab Pickup to Joe Rizza Ford of Orland Park, Illinois, in an amount not to exceed $30,744.65;
And
Approve awarding the bid for one 3/4 Ton 4x4 Regular Cab Pickup Truck to Currie Motors Frankfort of Frankfort, Illinois, through the Suburban Purchasing Cooperative in an amount not to exceed $22,566.