Title
Resolution to Approve the Purchase of Vehicle Upfitting Parts from Cruisers Inc. for a 27 Month Period (ITB #4663; Not To Exceed $120,000.00 per FY)
Memorandum
The proposed resolution authorizes the purchase of vehicle upfitting parts, for a period beginning upon Council’s approval and expiring on June 30, 2023, from Cruisers Inc. A purchase order in an amount not to exceed $120,000.00 per fiscal year would be issued for FY21, FY22 and FY23, subject to the availability of funding in FY22 and FY23.
The resolution also authorizes an option to extend the issuance of a purchase order to Cruisers Inc. for one additional two-year period, upon approval by the City Administrator, for a total amount not to exceed $600,000.00 over the life of the approval including all renewals, with the same terms and conditions and subject to the annual appropriation of funds.
Upfitting parts are used by the City as we “setup” new vehicles before placing them in service. The bulk of these products are provided to set up public safety vehicles for the City. These parts include lights, sirens, seats, protective screens, K-9 equipment, and mounts for computers, cameras and other equipment. All City vehicles receive some level of upfitting parts, even if it is just a safety light bar on a City pickup truck. This award is parts only as the City provides the installation of this equipment internally through Fleet Services staff.
Bids were solicited for City Vehicle Upfitting Parts through ITB #4663 issued by the City and opened on February 23, 2021. Of the two responses received, Cruisers Inc., Howell, MI, was selected as the lowest responsible bidder.
Budget/Fiscal Impact: Adequate funding for the purchase of vehicle parts has been budgeted in the approved FY21 Fleet Services Operations and Maintenance Budget. Issuance of purchase orders for FY22 and FY23 would be subject to the availability of funds in those fiscal years.
Cruisers Inc. complies with the requirements of the City’s conflict of interest and non-discrimination ordinances.
Staff
Prepared by: Matthew J. Kulhanek, Fleet & Facilities Unit Manager
Reviewed by: John Fournier, Assistant City Administrator
Approved by: Tom Crawford, City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase vehicle upfitting parts to maintain the City’s fleet of vehicles and equipment;
Whereas, Two bids for City Vehicle Upfitting Parts were opened February 23, 2021, and Cruisers Inc. of Howell, MI, submitted the lowest responsible bid under ITB No. 4663;
Whereas, Cruisers Inc. complies with the requirements of the City’s Conflict of Interest and Non-Discrimination Ordinances; and
Whereas, Adequate funds for the purchase of these upfitting parts are available in the approved FY21 Fleet Services Operations and Maintenance Budget.
RESOLVED, That City Council approves the issuance of a purchase order, per ITB #4663, to Cruisers Inc., in the amounts of not to exceed $120,000.00 for FY21, $120,000.00 for FY22 and $120,000.00 for FY23;
RESOLVED, That the approval will include the option to renew for one additional two-year period (FY24 and FY25), at the same rates provided in the ITB bid and with the same not to exceed amounts of $120,000.00 per fiscal year, upon approval by the City Administrator, for a total not to exceed $600,000.00 over the life of the approval, including renewals;
RESOLVED, That adequate funding for the purchase of these parts is available in the FY21 Fleet Services Operations and Maintenance Budget and that future funding, including any renewals, be provided from the Fleet Services Operations and Maintenance Budgets, subject to the availability of approved funding in subsequent fiscal years; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.