CC MEETING: May 3, 2016
DATE: April 14, 2016
TO: Leonard Martin, City Manager
FROM: Carl W. Shelton, Fleet and Facilities Director & Vince Priolo, Purchasing Manager
Title
Consider Approval Of The Purchase Of Two Electronic Double-Face Messaging Centers From Identity Management Consultants LLC Through An Inter-Local Agreement With BuyBoard In An Amount Not To Exceed $61,705.11.
Body
BACKGROUND:
Hebron and Josey and Josey Ranch Lake Libraries are scheduled for replacement of their electronic messaging centers. Both centers are non-functioning, obsolete, and parts are no longer available. The proposed message centers are the same size as the current, will operate using wireless technology, and utilize red LEDs. Message creation will be limited to select library employees. The centers come with a 5 year parts and labor warranty with the vendor located in Grapevine, Texas. Software and web based training are also included.
For competitive purposes, three quotes were obtained from a cooperative the City belongs to. Staff recommends this purchase through our member agreement with BuyBoard. This cooperative entity meets all state of Texas competitive bidding requirements. Texas law authorizes this process so that the City can save the time of developing specifications and avoid the duplication of the competitive bidding process. Quotes are as follows:
Identity Management Consultants LLC (BuyBoard): $57,705.11
National Signs (BuyBoard): $62,000.00
Stewart Signs (BuyBoard): $65,950.00
FINANCIAL IMPLICATIONS:
The Message Centers will be purchased from budgeted funds for the accounting unit and amounts as listed below.
ACCOUNT UNIT ACCOUNT BUDGET AMOUNT
Facility Services Special Projects $61,705.11
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval of the Hebron and Josey and Josey Ranch Lake Library Message Center replacements from Identity Management Consultants LLC through an inter-local agreement with BuyBoard in an amount not to exceed $61,705.11. This amount includes a contingency fee of $4,000 added to the bidder’s response for unforeseen expenses as work progresses, and is requested by the Carrollton Facilities Department.