Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract with The Equestrian Center at Whispering Farms, LLC, of Prosper, Texas for Equine (Horse) Boarding of the McKinney Police Mounted Unit
Summary
COUNCIL GOAL: Safe & Secure Community
(6C: Continually increase operational efficiency in public safety departments)
MEETING DATE: October 2, 2023
DEPARTMENT: Police Department
Procurement Services
CONTACT: Joe Ellenburg, Chief of Police
Flora Ray, Buyer II
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution
ITEM SUMMARY:
• This Resolution authorizes the City Manager to enter into a contract with The Equestrian Center at Whispering Farms, LLC, of Prosper, Texas for Equine (Horse) Boarding of the McKinney Police Mounted Unit.
BACKGROUND INFORMATION:
• The purpose of this contract is to provide the Mounted Unit with full-service Equine (horse) Boarding for the McKinney Police Mounted Unit for three (3) horses.
• The McKinney Police Department utilizes external boarding facilities due to a lack of City-owned stables or equestrian facilities. Officers are not available to provide 24/7 care for the horses. Contracting with boarding facilities ensures consistent care and safety for the horses.
• The current contracted cost for boarding our Mounted Patrol had increased and was nearing the threshold for a formal solicitation. The objective of this Request for Proposals (RFP) was to identify the most innovative, efficient, and cost-effective solution while providing a safe environment for our Mounted Patrol.
• The proposed monthly fee of $1,350 per horse will include all requirements and amenities requested by the Mounted Unit.
• The City issued Request for Proposals 23-39RFP for Equine (Horse) Boarding on July 30, 2023.
o Advertised in McKinney Courier Gazette
o Posted on McKinney TV
o 216 matching eBid supplier notifications which included 14 Historically Underutilized Business (HUB) suppliers
• In response to all notices published, two (2) bids were received on August 17, 2023, from the following suppliers:
o Tara Royal Equestrian
o The Equestrian Center at Whispering Farms, LLC
• An evaluation team comprised of staff from the Police Department reviewed and ranked the bids based on the following criteria:
o 35 Points - Proposed Pricing
o 35 Points - Boarder Services & Facilities
o 20 Points - Move-in Date
o 10 Points - Respondent’s Background
• After compiling the scoring results for both respondents, The Equestrian Center at Whispering Farms, LLC was found to be the highest ranked respondent. The City entered into contract negotiations with The Equestrian Center at Whispering Farms, LLC.
• The resulting negotiated contract shall commence on date of award and continue for a three (3) year period.
FINANCIAL SUMMARY:
• Funding for these services is budgeted in account 001-3101-423-8516.
BOARD OR COMMISSION RECOMMENDATION:
• N/A