R2013-43 AUTHORIZING THE PURCHASE OF TWO WHEELCHAIR ACCESSIBLE MINI-VANS

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Mass Transit Memorandum No. 042913-1 April 29,2013 TO: Honorable Mayor McElroy and City Council Members FROM: Ryan McCrady, City Manager Paul McChancy, Mass Transit Administrator SUBJECT: Purchase Order for Two Wheelchair Accessible Mini-vans SUMMARY Staff recommends that Council adopt a Resolution awarding a RECOMMENDATION: purchase order for two wheelchair accessible mini-vans to the lowest bidder, Midwest Transit Equipment, Inc. BACKGROUND: The Transit System staff wishes to replace two, 2003 wheelchair lift equipped vans, which are past their expected life and have each logged over 250,000 miles. Staff wishes to replace these large 12-passenger vans with 6-passenger mini-vans, which are equipped with a wheelchair ramp and are able to accommodate two wheel- chairs plus escorts. Transit System staff placed an advertisement in the Feb. 13, 2013, issue of the Decatur Tribune newspaper requesting sealed bids for furnishing the City with two wheelchair accessible mini-vans. Staff also sent notices by e-mail to 10 firms that are known as brokers or manufacturers of wheelchair accessible vehicles. Eight firms requested the full Invitation for Bids (IFB). As shown on the attached tabulation of bids, three firms submitted sealed bids by the March 15th deadline. Staff determined that all bids were acceptable with respect to the vehicle specifications, and all other requirements of the bidding process were satisfactorily met. The lowest bid was $68,726, submitted by Midwest Transit Equipment, Inc. (Kankakee, IL). Staff has determined that the bidder has been responsive to the invitation for bids, and that the firm is a responsible bidder, as defined by the Federal Transit Administration. Midwest Transit Equipment, Inc., is not listed on the federal government's list of vendors that are excluded or debarred from participating in federally funded contracts. The City has purchased several wheelchair accessible vans through this firm in the past and has had a very good relationship with them. Staff is confident that the firm is qualified and capable of delivering the two wheelchair accessible mini-vans as specified, on time and to our satisfaction.