Description: AGENDAHED.JPG

Item No: 4.B.2.

 

Meeting Date: February 11, 2013

 

From: Mike Thornton, Purchasing Manager for

DC Maudlin, Acting Public Works Director

 

Subject: Purchase request for the purchase of construction equipment as listed and the trade-in of one trencher.

 

 


Staff Recommendation:

Staff recommends approval of the purchase request from Fleet Services to purchase the following equipment as listed:

 

Description

Bidder Name

Bid Amount

Tractor, Front Loader/backhoe

Trekker Tractor - Tampa, Fla

$56,000.00

Mini-Excavator w/Zero Tail Swing

Mid-Florida Tractor - Leesburg, Fla

$37,775.00

Mini-Excavator no Zero Tail Swing

Ring Power Corp - Riverview, Fla

$41,321.00

Trade-In, Ditch Witch 3700DD

Mid-Florida Tractor - Leesburg, Fla

($4,000.00)

Total Purchase Cost less Trade-In

$131,096.00

 

 

 

 

Analysis:

The purpose of this purchase is to replace an existing trencher currently used by the Gas Department with a mini-excavator and to purchase two (2) new pieces of equipment a tractor loader/backhoe and mini-excavator to be assigned to the Electric Department.

 

Assigned Department:

Gas Department

Equipment to be Purchased:

Mini-Excavator with Zero Tail Swing / Kubota U35R1S2

Purchase Cost:

$37,775.00

Unit Being Replaced:

567 Vermeer Trencher

Model Year / Purchase Year:

1999 / 1999

Miles/Hours:

1,344 Hrs

Condition:

Non-operable, Engine Failure

 

Assigned Department:

Electric Department

Equipment to be Purchased:

Tractor Loader/Backhoe / Case 580N

Purchase Cost:

$56,000.00

Unit Being Replaced:

None New Purchase Addition to the Fleet

Model Year / Purchase Year:

NA

Miles/Hours:

NA

Condition:

NA

 

Assigned Department:

Electric Department

Equipment to be Purchased:

Mini-Excavator w/o Zero Tail Swing, 1,500 lb. lifting capacity / Caterpillar 303.5E CR

Purchase Cost:

$41,321.00

Unit Being Replaced:

4020 Ditch Witch Trencher

Model Year / Purchase Year:

2004 / 2004

Miles/Hours:

501 Hrs

Condition:

Good, Mini-Excavator would be more practical for work done by Electric Department. The trencher is too large.

 

 

The Purchasing Division advertised the Invitation to Bid in the Daily Commercial on January 13, 2013, posted the bid on-line at Public Purchase and directly notified local vendors and other known suppliers of the required equipment.

 

On January 24, 2013 ten (10) bid responses from eight (8) vendors were opened in a public bid opening. A bid tabulation is attached for your review and summarized here.

 

Bidder Name/Location

Bid Item 1

Tractor

Bid Item 2

Mini-Excavator (Gas)

Bid Item 3

Mini-Excavator

(Electric)

Bid Item 4

Trencher Trade-in

Net Total Bid Amount

 

Flagler Equipment Orlando, FL

$57,377.97

$43,577.97

$43,877.83

($4,500.00)

$140,333.77

Triple D Equipment Deland, FL

No Bid

$37,813.85

No Bid

($3,500.00)

$34,313.85

Trekker Tractor

Tampa, FL

$56,000.00

No Bid

No Bid

($4,000.00)

$53,000.00

Vermeer Southeast

Orlando, FL

No Bid

$39,624.00

$44,335.00

($5,500.00)

$78,459.00

Great Southern Equip #1

Orlando, FL

No Bid

No Bid

$35,579.00

($3,750.00)

$31,829.00

Great Southern Equip #2

Orlando, FL

No Bid

$41,211.00

No Bid

($3,750.00)

$37,461.00

Ring Power Corp.

Riverview, FL

$66,948.00

$41,321.00

$41,321.00

($4,000.00)

$146,590.00

Mid Florida Tractor

Leesburg, FL

No Bid

$37,775.00

$41,177.00

($4,000.00)

$74,952.00


Two other bids were received, but were deemed non-responsive and not considered for award by staff. The bids were submitted not on the correct item bid schedules as revised by a bid addendum and the bid amounts were transposed and incorrectly entered on the bid summary/total sheet.

 

Staff has deemed the Trekker Tractor in Tampa as providing the lowest responsive bid on bid item 1. Mid-Florida Tractor in Leesburg submitted the lowest responsive bid for bid item 2. Ring Power Corporation submitted the lowest responsive bid and only bid meeting the minimum equipment specifications for bid item 3. The mini-excavator specified under bid item 3 required a 1,500 lb. lifting capacity over the side at full reach. This specification will allow the Electric Department to use this excavator to install pad mounted transformers with the equipment. The Caterpillar 303.5E CR was the only min-excavator bid that met this specification.

 

Options:

1. Approve the bid awards and purchases to the vendors listed and the associated bid items listed; or

2. Such alternative action as the Commission may deem appropriate

 

 

Fiscal Impact:

This equipment was originally budgetd in FY 11-12, $130,000 was rolled into the current year. The overage of $1,096 will be absorbed within the current year Fleet budget.

 

Submission Date and Time: 2/6/2013 2:36 PM____

 

Department: _Public Works/Fleet Services_

Prepared by: Mike Thornton__________

Attachments: Yes____ No __X___

Advertised: _X__Not Required ______

Dates: __________________________

Attorney Review : Yes___ No ____

_________________________________

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance Dept. __________________

Deputy C.M. ___________________

Submitted by:

City Manager rss

 

Account No. _510-5199-519.64-13__

510-5199-519.64-12

Project No. _FLEET_____________

FLEET

 

WF No. ____ WF0747231/007______

WF0747231/001

 

Budget ____ $130,000.00___________

 

Available ___$130,000.00_________