Amended Item 8HCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AMENDED AGENDA ITEM # 8H
JANUARY 13,2014
AGENDA ITEM: Fleet Management & Vehicle Maintenance Services.
SUBMITTED BY: Rick Carper, P.E., Director of Public Works
DATE: December 11, 2013
STRATEGIC PLAN: None
BACKGROUND: The City advertised the bid# 1314-03 on October 30, 2013.
A mandatory pre-bid meeting was held on November 14, 2013 with two firms
attending: First Vehicle Services and Vector Fleet Management. Evaluation
criteria documenting ability to provide the requested services were submitted
prior to the bid opening by both firms. The Bid Specs specified that the Target
Price bid would be adjusted by the numeric evaluation criteria score to achieve
an Adjusted Target Bid price.
An evaluation team of Donna Kaluzniak, Phil Nodine, Tim Gilboy and Rick
Carper met on December 11, 2013 to discuss the proposals and independently
rank the predetermined criteria (see scores attached).
In accordance with the Specifications, the evaluation scores were
announced immediately prior to the bid opening on December 11, 2013.
Bids were:
First Vehicle Services Vector Fleet Mgmt
Amount of Contract-Target
Evaluation Scores
Adjusted Target
$228,562.31
98.5
$232,042.95
$296,859.00
70.0
$424,084.29
RECOMMENDATION:
ATTACHMENTS:
BUDGET:
Award the Contract for Fleet Management & Vehicle
Maintenance Services to First Vehicle Services.
1) Evaluation Criteria scores
2) Bid Analysis
Target for 2013-2014 was budget at $261,000. This contract
will run from February 1, 2014 to January 31,2019 .
..
REVIEWED BY CITY MANAGER: _-?/....:.....:....::...,;,t/;;;-=~::::;..:::....!--"h~~~------------.
Evaluation of Proposals for
FLEET MANAGEMENT AND VEHICLE MAINTENANCE SERVICES
CITY BID 1314·03
Total
CRITERIA Points First Vehicle Services
Available
Performance for public clients
(Reference Checks) 20 points 20.00
Experience of organization/
personnel 15 points 15.00
Proposer's ability to execute this
project 10 points 10.00
Overall adequacy of resources and
resource allocation 25 points 25.00
Approach to providing specified
services 10 points 9.00
Quality Assurance Plan 10.00 10 points
Preventive Maintenance Program 9.50 10 points
OVERALL SCORE 98.50
_(average from four individual scores)
EVALUATIONS PERFORMED BY
Rick Carper, Tim Gilboy, Donna Kaluzniak and Phil Nodine
AMENDED AGENDA ITEM # 8H
JANUARY 13,2014
Vector Fleet
Management
13.75
10.00
7.25
16.75
6.00
7.50
8.75
70.00
BID 1314-03
Required Documents
Submission in Trtolicate -All Documents
Document Reauirements Checklist
Bid Bond in the amount of $20,000
Insurance Certificate
W-9Fonn
Letter from Bonding Co. -$250K Payment & Performance Bond
Public Entity Crimes Statement
Drug Free Workplace
Bid/RFP Award Notice Form loaae 49)
Amount of Contract (page 51)-TARGET
None Contract Labor Rate Per Hour
Appendix A-Exceptions to Articles of Contract (page 53)
Appendix B-Affidavit of Interest (Page 54)
APPendix C -Bidder's Qualification Fonn (page 57)
Appendix D -Personnel Qualification Form (page 58)
Appendix E-Bank References (paqe 59)
Appendix G -Questionnaire {paoe 61)
Evaluation Scores
City of Atlantic Beach
Fleet Maintenance & Vehcile Management Services
December 11, 2013
First Vehicle Services
X
X
X
X
X
AMENDED AGENDA ITEM# 8H
JANUARY 13, 2014
3:00PM
Vector Fleet Management
X
NO
X
X
X
X NO (Included Performance & Payment Bond form from specs
not from a bon dina comnanvl
X X
X X
X X
$228,562.31 $296,859.00
$32.26 $40.00
X X
X X
X X
X X
X X
X X
98.5 70
Award of Bid based on Department Analysis and Commission Approval