Title
Consider a memorandum/resolution awarding Bid #23-26 KFD Firefighting/Lifesaving Equipment #22.05 to Stryker Sales, LLC, in the amount of $160,108.44.
Summary
DATE: February 21, 2023
TO: Kent Cagle, City Manager
FROM: Jim Kubinski, Fire Chief
SUBJECT: Contract Award Bid #23-26 KFD Firefighting/Lifesaving Equipment
BACKGROUND AND FINDINGS:
During the FY2023/Program Year 2022-23 budget process the Killeen Fire Department was allocated $157,972.20 of Community Development Block Grant (CDBG) (Ord. 22-055) funds. These funds are designated for the purchase of Firefighting/Lifesaving Equipment to be placed on fire trucks serving the north Killeen low-income areas to increase the immediate response time for the fire department first responders when ambulances are not available. Fire Department and Community Development staff collaborated to provide the specifications for a package to include a LIFEPAK 15 Monitor/Defibrillator, carrying case, cables, blood pressure cuff and cable, batteries, and associated ProCare preventative maintenance, all currently compatible with existing equipment and connections already installed on the ambulance and fire trucks.
The bid was initially advertised in December 2022; no bids were received. The item was re-bid and advertised in the Killeen Daily Herald, City Bids page, OpenGov E-Bidding site, Demand Star, and State Business Daily on January 15 and 22, 2023. Bidders were to provide a bid for each of the following: one (1) compatible device; two (2) or more compatible devices; and then a bid for purchasing three (3) or more compatible devices.
No pre-bid meeting was held for this bid on equipment purchase. No Addenda were issued; bids were due by 3:00 pm, January 26, 2023. The bid opening was held at 3:15 p.m. via Zoom meeting platform by the Purchasing Division; there were three (3) attendees consisting of City Staff from Purchasing and Community Development, and Goodman Maxwell, LLC.
Two (2) bids were submitted for this project as follows:
Goodman Maxwell, LLC. 1: $33,195.68
2+: $32,199.81
3+: $31,535.90
Stryker Sales, LLC. 1: $53,369.48
3: $160,108.44
The Director of Procurement and Contracts requested clarification from Goodman Maxwell, LLC regarding information on the warranty for the devices. The President of Goodman Maxwell, LLC replied stating their supplier could not obtain the battery for the units and requested to withdraw their bid from consideration. The withdrawal of the Goodman Maxwell, LLC bid left Stryker as the only responding bidder.
THE ALTERNATIVES CONSIDERED:
Reject the bid from Stryker and rebid the equipment for a third time.
Award Bid #23-26 to Stryker for the firefighting/lifesaving equipment for a total purchase price of $160,104.44
Which alternative is recommended? Why?
Staff recommends awarding the bid to Stryker Sales, LLC, to allow the purchase of three (3) Life-Pak devices packages compatible with existing FD equipment for a total purchase price of $160,108.44.
CONFORMITY TO CITY POLICY:
This process conforms to City Procurement Policy and Federal Procurement Standards associated with U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) funding
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The fiscal impact is limited to the available amount of CDBG funding from FY2023 (CDBG Program Year 2022-2023) and will be expensed during Fiscal Year 2023. No future financial impact.
Is this a one-time or recurring expenditure?
This will be a one-time expense.
Is this expenditure budgeted?
Yes
Killeen Community Development Block Grant (CDBG):
Account # 228-3250-426.50-86
Project Code: 17-C029 $97,231.08
Project Code: 21-C029 $60,292.20
Total: $157,523.28
Killeen Fire Department:
Account # 010-7070-442.61-35 $2,585.16
Purchase total from Stryker: $160,108.44
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes. This total expenditure will require $157,972.20 provided by Killeen Community Development Block Grant (CDBG). Each project payment will be paid proportionately to the total amount of funding invested, e.g., 100% CDBG until all funds are expended on project completion. Any remaining balance will be funded by Killeen Fire Department budgeted funds.
RECOMMENDATION:
Staff recommends awarding Bid #23-26 KFD Firefighting/Lifesaving Equipment #22.05 to Stryker Sales, LLC in the amount of $160,108.44 from FY2023/PY 2021-22 CDBG funds with payment made to the Vendor in the amount of 157,972.20 or until CDBG funds are exhausted. The difference of $2585.16 shall be provided by KFD through budgeted funds for a total purchase price of $160,108.44.
DEPARTMENTAL CLEARANCES:
Fire Dept, Legal, Purchasing, Finance
ATTACHED SUPPORTING DOCUMENTS:
Bids
Quote
Certificate of Interested Parties
Contract Verification