HomeMy WebLinkAboutAward & Recommendation Approval FormAWARD RECOMMENDATION AND APPROVAL FORM
Date: 10/11/07 Department/Division: CITYWIDE
Department Contact Name/Phone Number: CITYWIDE
Bid/Contract Number: 34026 Sr. Buyer: Terry Byrnes, CPPB
Summary/Description of Purchase: To establish a contract, by means of sealed bids, for the lease of at least
Three (3) Toyota Highlander Limited Hybrid Vehicles (4Door with 3rd Row), as specified herein, to the lowest
responsive, responsible bidders) offering the lowest monthly and total vehicle leasing rate inclusive of security
deposit, start-up fees, tag and registration fees, miles penalty rate, and any other related fees and costs in the aggregate
deemed to be most advantageous and in the best interest of the City for a period of Three (3) Years/36,000 Miles at a
total of $27,045.00, or Three (3) Years/48,000 Miles at a total of $27,585.00 (Closed End Lease), pursuant to the bid
prices, terns and conditions of the Bid Contract.
Justification for Award/Contract: On Wednesday, July 25, 2007, the city notified one hundred twenty nine (129)
vendors of the bid issuance. On Wednesday, October 3, 2007, at the bid opening, one (1) responsive and responsible
bidder had submitted their bid response and, subsequent to responding to our "Best and Final Offer" letter, their result
is shown in the enclosed bid award sheet (see attached) reflecting a further savings to the City. The Purchasing
Department is recommending the award to Acme Auto Leasing, LLC at 440 Washington Ave., North Haven, CT
06473, a Non -Local, Non -Minority supplier, as the lowest responsive, responsible bidder. Allocating funds from the
various departments, General Operating Budget or other sources of funds as may become available and subject to
budgetary approval at time of need.
Type of Contract:
❑Single Purchase
IIShort-Term Contract
(Lease
❑Term Contract
Contract Period: Three Years
Method of Purchase:
Formal Bid (include bid tabulation)
(Competitive Negotiated Purchase (include documentation)
[lOther Governmental Contracts (include documentation)
(if applicable)
Recommended Vendor(s):
Acme Auto Leasing, LLC
OTR: N/A
MWBE/Location Status: Award/Contract Value:
Non -Local, Non -Minority Citywide
Total Value of Award/Contract (including v es soci dwith potential OTR): Citywide
Award Recommended By:
Mep meat Direct r/Designee Signature
Source(s) of Funds:
Account Code(s):
Funding Approval:
DMB Director/Designee Chie
rocure nt Offi
Approval:
/Designee City Manager
Date
AWARDRECOMANDAPPROVALFORM
BID NUMBER: 34026
COMMODITY/SERVICE: 975-14
DEPARTMENT/CONTACT PERSON: Citywide
INSTRUCTIONS FOR COMPLETING AWARD RECOMMENDATION AND APPROVAL FORM ON THE REVERSE SIDE:
The top portion of the reverse side of this Award Recommendation and Approval Form has been completed
by the Department of Purchasing. The user department(s) is required to complete all remaining sections of
this form, including the funding source(s), contract value (if applicable), and all other required approvals
prior to forwarding to Purchasing.
Within 10 days, submit this completed form along with the approved and signed Bid Tabulation Form to
Purchasing, Attn: Bid/Contract Section for submission to the City Manager for approval.
If the total value of the award/contract exceeds $50,000.00, submit this completed form along with the
approved and signed Bid Tabulation Form and the resolution memo to Purchasing, Attn: Bid/Contract
Section These forms will be utilized by the Department of Purchasing to prepare the Resolution for
submission to the Agenda Office for Commission approval.
Should the department not concur with the recommendation for award, submit separate justification memo to
Purchasing.
Contact Terry Byrnes Of the Bid/Contract Section at 416- 1917 Should you have any questions.
APPROVAL TO FORWARD TO
DEPARTMENT/OFFICE:
rector of Purchasing
AWARDRECOMANDAPPROVALFORM