TO: Board of Trustees
THROUGH: Mary DeLoretto, Interim Executive Director
FROM: Todd Mills, Director of Supply Chain
PRESENTER(S): Todd Mills, Director of Supply Chain
TITLE:
title
Pre-Procurements:
- Lubricants and Fluids for Vehicle Maintenance
- Electronic Rail Platform Sign Replacement
- Holiday Employee Gift Cards
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AGENDA ITEM TYPE:
Pre-Procurement
RECOMMENDATION:
Informational report for discussion
BACKGROUND:
Utah’s Public Transit District Act requires all contracts valued at $200,000 or greater be approved by the UTA Board of Trustees. This informational report on upcoming procurements allows Trustees to be informed and provide input on upcoming procurement projects. Following the bid solicitation and contract negotiation process, final contracts for these projects will come before the board for approval.
DISCUSSION:
The following projects, services, or products have an approved requisition by the Executive Director and are ready for bid solicitation:
• Lubricants and Fluids contract for vehicle maintenance. This Procurement is to establish a contract with a supplier, or multiple suppliers, to supply UTA with lubricants and fluids necessary to maintain UTA’s Rail and Bus fleet. These include various motor oils, gear oils, transmission fluids, and greases. This will be a requirements contract, where UTA will purchase the lubricant exclusively from the awarded supplier during the term of the contract in exchange for a discounted price and guaranteed delivery. This procurement will be for a 5 year contract and will be conducted as an Invitation for Bid (IFB), where contract award will be given to the lowest bid. (NPD, Todd Mills)
• Electronic Rail Platform Sign Replacement. This procurement is for a phased replacement of the electronic rail platform customer signs. The current signs have been in service for 10 years and the warranty has expired. As part of our State of Good Repair program UTA is requesting proposals from qualified vendors to furnish a commercial, off-the-shelf, real-time information sign solution for use at our rail platforms. The deployment will be a phased replacement project with an initial purchase of 80 signs, and up to 250 signs over the next 3 years. The contract will include an option for two more years and additional signs for future expansion. Proposers will be required to integrate with existing systems and to receive real-time vehicle location data and present this information to passengers on the digital display signage. The scope will also include ongoing maintenance and repair as covered by the vendor’s warranty. This procurement will be conducted as an RFP, where technical criteria will be evaluated and scored in addition to price. (req. 9587, Kyle Brimley)
• Holiday Employee Gift Cards. This is a procurement to purchase holiday gift cards for all UTA employees. It has been a tradition at UTA to give employees a grocery store gift card during the holidays to show appreciation for hard work and accomplishments throughout the year. Through the procurement process UTA typically receives a discount on the gift cards and pays less than the face value of the card. This year the cards will be $125 each and will be distributed in November to employees. This procurement will be conducted as an IFB where vendor selection will be based solely on price. (Req. 9698)
ATTACHMENTS:
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