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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6003451 with Bill Jones Enterprise, Inc. DBA Metro Airport Trucks to provide parts, maintenance and repair services for Cummins Engines, Crane Carriers, Trucks and Autocar Trucks for a total contract amount not-to-exceed $250,000 and a term of five (5) years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
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Agenda of April 21, 2021
Item No.: 21-0456
Contract No. 6003451
Contractor: Bill Jones Enterprise, Inc. DBA Metro Airport Trucks
13385 Inkster Road
Taylor, Michigan 48180
Contract Amount: $250,000
Term: 4/21/21 - 4/20/26 (5 years)
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed Contract 6003451
Parts, Maintenance & Repairs of Cummins Engines, Crane Carriers, Trucks and Autocar Trucks
MOTION
Upon recommendation of Mamata Burgi, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6003451 with Bill Jones Enterprise, Inc. DBA Metro Airport Trucks to provide parts, maintenance and repair services for Cummins Engines, Crane Carriers, Trucks and Autocar Trucks for a total contract amount not-to-exceed $250,000 and a term of five (5) years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
DWSD Fleet is responsible for maintaining all DWSD owned vehicles and equipment powered by Cummins Engines, Crane Carriers, Trucks and Autocar Trucks to ensure they are operational and safe for use. To ensure Fleet is able to provide the highest quality of services to internal customers and positively contribute to DWSD’s high level of service to our customers; parts, maintenance and repair services, including warranty repairs, are required on an as-needed basis to keep the vehicles and equipment in reliable working condition.
This proposed contract will replace the current contract upon expiration to ensure uninterrupted, as-needed, maintenance and repair services and OEM parts availability for DWSD owned vehicles and equipment powered by Cummins Engines, Crane Carriers, Trucks and Autocar Trucks.
PROCUREMENT METHOD
The Fleet Operations Department submitted requisition #484291 to solicit for a new contract for parts, repairs and maintenance services for DWSD owned vehicles and equipment powered by Cummins Engines, Crane Carriers, Trucks and Autocar Trucks that was approved on 10/23/20. This contract was advertised on the Michigan Inter-Governmental Trade Network (MITN) for 24 calendar days (1/25/21 - 2/19/21). MITN published the opportunity to 265 companies subscribing to the relevant NIGP codes and 10 firms downloaded the bid package. One bid was received from Cummins Sales & Service.
Due to procurement receiving only one bid, the RFB was canceled and re-advertised for a second time on RFB #484291A on MITN for 14 calendar days (3/5/21 - 3/19/21). MITN published the opportunity to 156 companies subscribing to the relevant NIGP codes 10 firms downloaded the bid package. Ten courtesy emails were sent to companies within the required 50-mile radius extending an invitation to submit a bid on RFB #484291A.
The following 4 companies opened the email:
• AIS Construction Equipment
• Cummins Sales & Service
• Metro Airport Trucks
• W.W. Williams
Bids were received from Bill Jones Enterprise, Inc. DBA Metro Airport Trucks and Cummins Sales & Services in response to the re-bid.
The evaluation and award was based on a combination of the highest overall quoted percent discount, the lowest list price for the parts quoted, the lowest labor rates quoted for labor during normal working business hours and the lowest round trip transportation costs to and from supplier’s repair facility. See attached document for a breakdown of the pricing.
Neither firm is located in Detroit; therefore, equalization credits were not applied.
DWSD Fleet Operations Department has estimated total costs for parts, maintenance and repair services for the five-year term of this contract to be $250,000.
Metro Airport Truck sells and services Allison, Detroit Diesel, Fuso, Cummins, Autocar, Ottawa and capacity yard trucks and is certified through the National Institute of Automotive Service Excellence.
Based on the information above, it is recommended that the contract be awarded to the lowest responsive and responsible bidder, Bill Jones Enterprise, Inc. DBA Metro Airport Trucks for $250,000 for a term of five years.
Bill Jones Enterprise, Inc. DBA Metro Airport Trucks clearances expire 3/16/22 and a formal contract document is not required.
SUMMARY
A. Contract No.: 6003451
B. Initial Contract Term: 4/21/21 - 4/20/26
C. Contract Amount: $250,000
D. Projected Fiscal Year (FY) Contract Expenditures:
FY 21-22: $37,500
FY 22-23: $50,000
FY 23-24: $50,000
FY 24-25: $50,000
FY 25-26: $12,500
E. Funding Source: O&M Funds
F. GL Strings:
5720-20167-482422-617900-000209-10731-0000-000000 - 30% (Water)
5820-20178-492422-617900-000230-15956-0000-000000 - 70% (Sewer)
This proposed contract was presented to the DWSD Finance Committee on April 7, 2021. Per DWSD procurement protocol, Mayoral Review will also be obtained.