8BAGENDA ITED1 #8B
CITY OF ATLANTIC BEACH OCTOBER 27, 2003
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Fleet Management and Vehicle Maintenance Contract, Bid #0304-1
SUBMITTED BY: Robert S. Kosoy, P.E.
Director of Public Works
DATE:
BACKGROUND:
October 20, 2003
ht November 1997, the City privatized equipment maintenance and awarded athree-year contract to Ryder,
MLS. The contract provided unlimited one-year renewal options in accordance with the Consumer Price
Index (CPI) for motor vehicles, labor, and administration. From November 2000 through November 2002,
Ryder, MLS and, later (after changing their name), First Vehicle Services, was given three one-year
renewals. `
This year, the contract was re-bid for afive-year term, with a provision for an additional five-year period.
Each year, the contract "target" figure is to be negotiated and adjusted, if warranted, in accordance with the
CP[. The "target" is defined as the "not to exceed" price of contract work, which shall include the elements
of costs relating to the work to be performed under this Contract, including direct costs, overhead (such as
insurance and bond premiums) and fee (profit) and all other direct or indirect costs of operations.
A mandatory pre-bid meeting was held on October 2, 2003 and four firms attended: First Vehicle Services,
Mobicare, Penske Truck Leasing, and TECOM, Inc. Evaluation criteria, in accordance with pages ITB-2 of
the Specifications, was submitted by only two of the four firms: First Vehicles Services and TECOM, Inc.
An evaluation team of John Campbell, Nelson Van Liere, Donna Kaluzniak, Phil Nodine, and Robert Kosoy
met on October 14, 2003 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 October 15, 2003. First Vehicles Services received 93.20 and TECOM, Inc. received 83.40.
Bids were:
First Vehicle Services TECOM Fleet Services
Amount ofContract-Target $202,350.00 $190,000.000
Evaluation Scores 93.20 83.40
Adjusted Target $217,113.73 $227,817.84
At the time of the evaluation, two reference checks had been received on each firm and all were
"very good" to "excellent" in all categories. Since the evaluation, we have received one more reference on
each and First Vehicles Services was ranked `bery good" and TECOM, Inc. was ranked "poor" in all
categories.
BUDGET: Tazget for 2003-2004 is $199,330, so the increase will be approximately one
percent over blzdget. The current contract runs from November 15, 2002 to
November 14, 2003, and the current tazget is $193,524.
RECOMMENDATION: Awazd the five-year contract to First Vehicles Services for a target
of $202,350.00.
ATTACHMENTS: Bid Analysis and Scores o valuation Criteria
REVIEWED BY CITY MANAGER:
City of Atlantic Beach
Fleet Management and Vehicle Maintenance Services
October 15, 2003
BID #0304-1
Re wired Documents Services Incor orated
Submission in Triplicate X X
Bid Bond in the Amount of $15,000 X X
Original Insurance Certificates X X
Completed W-9 X X
Letter from Bonding Company stating bidder's firm will be receiving a
Performance & Payment bond in the amount of $220,000.00
X
Signed Copy of Document Requirements Checklist X X
Sworn Statement on Public Entity Crimes X X
Drug Free Workplace Certification X
Bid/RFP Award Notice Form X X
Amount of Contract -Target $202,350.00 $190,000.00
Appendix A-Exceptions to Contract X X
Appendix B-Affidavit of Interest X X
Appendix C-Bidders Qualification Form X X
Appendix D-Personnel Qualification X X
Appendix E-Bank References X
Appendix G-Questionnaire
~;:' : x
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Evaluation Scores
Adjusted Target X
0.932
$217,113.73 X
0.834
X127,817.75
Award of Bid based on Department Analysis and Commission Approval
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AGENllA ITEM #8B
OCTOBER 27, 2003
SCORES FOR THE EVALUATION CRITERIA FOR THE
FLEET MANAGEMENT AND VEHICLE MAINTENANCE SERVICES BID
City Bid No. 0304-1
CRITERIA # OF
POINTS FIRST VEHICLE
TECOM
SERVICES
POSSIBLE
Experience Qualifications and Past Performance ~
of the Proposing Firm (including persons proposed
for this Aoreement and facilities and resourcesl.
Measured in terms of Provider's performance in fleet management and maintenance for
public clients and in terms of relevant experience of key personnel and their professional
abilit to execute this ro ect
18, 18, 19, 19, 20 16, 12, 16, 14, 17
Performance for public 20 points
Clients avg. score = 18.60 avg. score = 15.00
15,14,14,14,13 10,13,13,13,12
Experience of organization/ 15 points
personnel avg. score = 14.00 avg. score = 12.20
10, 10, 9, 10, 10 10, 10, 9, 10, 10
Proposer's ability to execute 10 points
this project avg. score = 9.80 avg. score = 9.80
Understanding the Overall Needs of the City
as Presented in the Bid Specifications and
Responsiveness to RFP Requirements
Measured in terms of Provider's proposed approach to meeting the requirements of the
services to be performed and satisfying the City's goals and objectives of this RFP.
Scoring will be divided equally between proposals for the PM Program,
Qualit Assurance Pro ram, and all other as ects of the ro osal.
25, 22, 24, 23, 25 15, 18, 20, 19, 20
Overall adequacy of resources 25 points
& resource allocation avg. score = 23.80 avg. score = 18.40
8, 8, 7, 10, 8 10, 9, 9, 8, 10
Approach to providing specified 10 points
services avg. score = 8.20 avg. score = 9.20
10, 9, 9, 9, 10 10, 9, 9, 9, 10
Quality Assurance Plan 10 points
avg. score = 9.40 avg. score = 9.40
10, 9, 9, 9, 10 10, 9, 9, 9, 10
Preventive Maintenance 10 points
Program avg. score = 9.40 avg. score = 9.40
TOTAL SCORE 100 points 93.20 83.40