TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Bid: Parking Enforcement Utility Vehicles
DATE: June 11, 2001
The attached resolution would accept the bid of Carolina Industrial Equipment, Inc., in the amount of $59,448 for three (3) parking enforcement utility vehicles for use in the Transportation Department’s Parking Services Division. Funding for this purchase is available from the FY 00-01 Fleet Replacement Fund.
These three Cushman Model 487 Police Utility Vehicles would be used in the Parking Services Division of the Transportation Department. These vehicles are specified as 3-wheel, gasoline powered scooters configured for parking enforcement duty. The primary mission of these vehicles would be parking enforcement work at the Town’s parking lots and metered parking spaces. The items of equipment being replaced include a 1992 Ford traffic scooter, a 1994 Oldsmobile Cutlass Station Wagon and a 1992 Ford Taurus Station Wagon. All of these vehicles are well past their expected service life. Replacement of these vehicles will enhance our capability to effectively and efficiently perform parking enforcement operations.
With a unit price of $19,816, these specialty vehicles are about $5,000 more expensive than a compact car or a compact pickup truck. We believe that the additional cost is justified by the specialized, mission-specific capabilities of these vehicles. The traffic scooters allow our parking enforcement staff to mark tires and issue citations without leaving the cab of the vehicle. The ability to remain in the vehicle enhances the efficiency of the parking enforcement operation and is much safer for the enforcement officers. Using a standard sedan or compact pickup for this mission would require parking enforcement officers to repeatedly exit and enter their vehicle which reduces their efficiency and exposes them to the risk of walking in the street near vehicular traffic. The size and maneuverability of these vehicles makes them less of an obstruction to traffic on main streets and makes them much easier to maneuver in the Town’s parking lots and parking deck.
The “piggy backing” bid procedure is being used for this equipment. This process is authorized and explained in North Carolina General Statute 143-129(g), which is attached. In essence, it allows the Town to purchase this equipment at the same price as already bid to another government entity through the formal bid process. The State of North Carolina opened bids on November 29, 2000 to purchase one Cushman Police Utility Vehicle for Wake Technical Community College. The advantages of using this method of procurement are a known favorable price and a delivery time much shorter than what we would expect with a formal bid.
The State of North Carolina went through the formal bid process (Bid # 002060) during November 2000. The bids were received and opened on November 29, 2000. The bid was awarded to Carolina Industrial Equipment, Inc. The bid price of this vehicle is $19,816. Carolina Industrial Equipment, Inc. has agreed to sell the Town of Chapel Hill three (3) Cushman Model 487 Police Utility Vehicles at this bid price.
The Cushman Model 487 Police Utility Vehicles bid to the State of North Carolina at $19,816 meets all specifications for the Town of Chapel Hill and sufficient funds are available in the Fleet Replacement Fund for FY 00-01.
That the Council adopt the attached resolution accepting the offer of Carolina Industrial Equipment, Inc., for three (3) Cushman Model 487 Police Utility Vehicles at a unit price of $19,816 and a total contract price of $59,448.
A RESOLUTION ACCEPTING THE BID FOR THE PURCHASE OF THREE CUSHMAN MODEL 487 POLICE UTILITY VEHICLES (2001-06-11/R-4)
WHEREAS, the Town of Chapel Hill has advertised notice of waiver of the formal bid process by legal notice in The Chapel Hill Herald Classifieds on April 27, 2001, in accordance with G.S. 143-129(g) for the purchase of three (3) police utility vehicles; and
WHEREAS, a formal bid competition was held by the State of North Carolina on November 29, 2000 in accordance with G.S. 143-129; and
WHEREAS, Carolina Industrial Equipment, Inc., offers the Town the three (3) police utility vehicles at the same price as offered to the State of North Carolina.
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council implements the waiver of formal bid process in accordance with G.S. 143-129(g) and accepts the offer to sell of Carolina Industrial Equipment, Inc., in the amount of $59,448.
This the 11th day of June, 2001.
ATTACHMENT 1
North Carolina General Statute 143-129(g):
(g) When the governing board of any municipality, county, or other subdivision of the
State, or the manager or purchasing official delegated authority under subsection (a) of this section, determines that it in the best interest of the unit, the requirements of this section may be waived for the purchase of apparatus, supplies, materials, or equipment from any person or entity that has, within the previous 12 months, after having completed a public, formal bid process substantially similar to that required by this Article, contracted to furnish the apparatus, supplies, materials, or equipment to:
(1) The United States of America or any federal agency:
(2) The State of North Carolina or any agency or political subdivision of the State: or
(3) Any other state or any agency or political subdivision of that state,
if the person or entity is willing to furnish the items at the same or more favorable prices, terms, and conditions as those provided under the contract with the other unit or agency. Notwithstanding any other provision of this section, any purchase made under this subsection shall be approved by the governing body of the purchasing municipality, county or other political subdivision of the State at a regularly scheduled meeting of the governing body no fewer than 10 days after publication of notice, in a newspaper of general circulation in the area served by the governing body, that a waiver of the bid procedure will be considered in order to contract with a qualified supplier pursuant to this section. Rules issued by the Secretary of Administration pursuant to G.S 143-49(6) shall apply with respect to participation in State term contracts.