SPECIAL PROCUREMENT REQUEST FOR APPROVAL

Transcription

1 FORM #9 SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: From: City Council, Local Contract Review Board Stu Wilkie, Fleet Safety Supervisor Date: May 6, 2014 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Ashland Fiber Network 2. Department Contact Name: Stu Wilkie PW Fleet Safety Supervisor 3. Type of Request: Class Special Procurement X Contract-specific Special Procurement 4. Time Period Requested: From: Order to be placed upon Council approval To: Days ARO 5. Total Estimated Cost: $75, Each - Total $150,500.00* *$140, was budgeted for two new vehicles: the difference of $10, To cover the difference in this purchase and the difference in two fire trucks and camera van already ordered, we will delay the replacement of dump truck #36 budgeted at $170, Short title of the Procurement: Ford F-450 Cab and Chassis w/altec AT200A Bucket Aerial Lift and Service Body, Quantity: (2) Each Supplies and/or Services or class of Supplies and/or Services to be acquired: The Fleet Division intends to purchase two (2) Ford F450 Cab and Chassis with Altec Service Body and AT200 A Bucket Aerial Lift vehicles to replace AFN Vehicles #452 and #476 scheduled for replacement in FY Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: Ashland Fiber Network currently utilizes two van style bucket trucks that are scheduled for replacement in FY AFN utilizes bucket truck vehicles on a daily basis to complete a variety of daily tasks requiring working access to aerial telecommunications space on utility poles. On a daily average each bucket truck is responsible for 5 to 7 installations, and 5 to 10 service calls. Form #9 - Special Procurement Request for Approval, Page 1 of 3, 4/30/2014

2 Service calls include overhead work performing pole change outs, service upgrades and downgrades, Disconnects, non-pay disconnects, service checks, wireless service installations, cable TV and internet installations, PUC corrections, and network maintenance. The bucket trucks enable the AFN Field Technicians to perform their work safely and efficiently. The industry is currently building these dual rear wheeled vehicles with service bodies for additional stability, storage capability and safety in lieu of van style bucket trucks. Proposed procedure: Staff is seeking an exemption from the competitive bid process to utilize the cooperative NJPA Contract # A11 with Altec Industries to purchase two (2) new aerial bucket trucks. NJPA conducted a formal competitive proposal process and advertised in the Daily Journal of Commerce in Portland, Oregon on 04/20/2011, 04/21/2011, 04/22/2011, 04/25/2011, and 04/26/2011. Advertising in the Daily Journal of Commerce satisfies ORS 279B.055 (4) public notice requirements. National Joint Powers Alliance (NJPA) was created by the State of Minnesota as a Service cooperative to service any agency of the State of Minnesota or the United States. The NJPA allows members of the NJPA to piggyback on NJPA contracts. NJPA contracts give local governments nationwide access to volume purchasing and discounts. 8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation. Utilizing this NJPA cooperative contract will allow the City to purchase the vehicles that will best serve the needs of AFN and receive the benefits of volume purchasing discounts. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: The NJPA competitive proposal solicitation was advertised in the Daily Journal of Commerce (publication located in Portland, Oregon) on the following dates: 04/20/2011, 04/21/2011, 04/22/2011, 04/25/2011, and 04/26/2011 (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and X (b)(i) will result in substantial cost savings to the contracting agency or to the public because: NJPA contracts give local governments nationwide access to volume purchasing and discounts. (Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because: Safety factors and work efficiency are of utmost importance. These vehicles will provide a safe and reliable vehicle for City employees to perform their job duties in a safe and efficient manner. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement Request for Approval, Page 2 of 3, 4/30/2014

3 Public Notice: Pursuant to ORS 279B.085(5) and OAR (2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City s website to allow for the seven (7) day protest period. Date Public Notice first appeared on - [May 7, 2014, if approved by Council] PUBLIC NOTICE Approval of a Special Procurement First date of publication: [May 7, 2014, if approved by Council] A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on [May 6, 2014, if approved by Council]. This Contract-specific Special Procurement is for the purchase of two (2) Ford F450 Cab and Chassis with Altec Service Body and AT200 A Bucket Aerial Lift vehicles. The City intends to purchase the aerial bucket trucks from Altec Industries, Inc. Altec Industries, Inc. was awarded the NJPA National Cooperative Contract for Public Utility Vehicles. NJPA cooperative contracts are competitively bid and give local governments nationwide access to volume purchasing discounts. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 279B.055, 279B.060, 279B.065, or 279B.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR A written protest shall be delivered to the following address: City of Ashland, Kari Olson, 90 N. Mountain Avenue, Ashland, OR The seven (7) protest period will expire at 5:00pm on [May 14, 2014, if posted May 7 th ] This public notice is being published on the City s Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval of a Special Procurement. Form #9 - Special Procurement Request for Approval, Page 3 of 3, 4/30/2014

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