Spring Parts Order

The City of Madison, Wisconsin, through its Finance Department and Parks Division, issued a Request for Quotation (RFQ) on February 24, 2022, for a Spring Parts Order soliciting replacement and maintenance parts for municipal equipment. The procurement encompasses 94 distinct line items including fasteners, filters, hydraulic components, switches, bearings, cables, and specialized equipment parts such as wing nuts, screws, bolts, oil filters, air filters, fuel filters, wheels, blades, belts, driveshafts, and wiper systems. Quantities for individual items range from single units to 132 units, with the largest orders being 132 oil filters, 69 blades, and 64 filter elements. The submission deadline was March 10, 2022, at 2:00 PM CST, with quotations required to be emailed to bids@cityofmadison.com. Evaluation criteria included cost, quality, warranty, delivery, past performance, and service reputation, with the city planning to award the contract to the most advantageous responsive and responsible bidder. Technical questions were directed to Doug Keene at (608) 266-4727, while procedural questions were to be directed to Brittany Garcia at (608) 243-0529. Bidders were permitted to submit substitute items with comprehensive manufacturer information for city review.

The procurement demonstrated a local preference purchasing policy that provides scoring advantages to registered local suppliers. The bid was ultimately awarded to Proven Power, which was classified as a local vendor, reflecting the city's commitment to supporting local businesses. No specific set-aside designations for disadvantaged enterprises were explicitly mentioned in the documentation. The bid summary revealed significant price variations across line items, ranging from $0.30 for washers to $833.12 for a screen component, with Proven Power offering competitive pricing on multiple high-value items. While the exact total contract value was not disclosed, the comprehensive nature of the parts order suggests a substantial procurement supporting the Parks Division's equipment maintenance needs. Pricing data indicated comparative bids from multiple vendors, with Proven Power ultimately selected based on life of product testing and complete order fulfillment capabilities. The parts were to be delivered to Doug Keene at the Goodman Maintenance Facility in Madison, with all quoted prices required to include shipping charges and FOB delivery to the specified location.