Description: AGENDAHED.JPG


Item No:                    4.B.1


Meeting Date:           April 22, 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:



Bidder Name

Bid Amount

Mini-Excavator w/Zero Tail Swing

Mid-Florida Tractor

Leesburg, Fla


Mini-Excavator no Zero Tail Swing

Ring Power Corp

Riverview, Fla


Total Purchase Cost




The purpose of this purchase is to replace an existing trencher currently used by the Gas Department with a mini-excavator and to purchase a min-excavator with different specifications to be assigned to the Electric Department.


The Invitation to Bid included specifications for the purchase of one tractor with front loader and backhoe.  The purchase of the tractor has been removed from the recommendation to award.  Staff conducted an analysis of existing similar equipment condition and usage, and concluded that the purchase of an additional tractor with front loader and backhoe is not necessary.  The existing resources will be reallocated to meet the needs of the electric department.  Therefore, this item will not be awarded.


Staff also conducted an analysis of the need for the mini-excavators and concluded that both items are appropriate.  The mini-excavators offer a wider range of capabilities than existing equipment.  Both units will replace existing equipment as noted below.


Staff originally intended to trade-in the 2004 Ditch Witch trencher.  Fleet Services believes the City can obtain a better sale price than the $4,000 offered by Mid Florida Tractor as a trade-in.  The trencher being replaced by the Electric Department mini-excavator will be sold at auction as equipment surplus to the City’s needs.


Assigned Department:

Gas Department

Equipment to be Purchased:

Mini-Excavator with Zero Tail Swing / Kubota U35R1S2

Purchase Cost:


Unit Being Replaced:

567 – Vermeer Trencher

Model Year / Purchase Year:

1999 / 1999


1,344 Hrs


Non-operable, Engine Failure



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:


Unit Being Replaced:

4020 – Ditch Witch Trencher

Model Year / Purchase Year:

2004 / 2004


501 Hrs


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 bid responses from eight vendors were opened in a public bid opening.  The bid tabulation is attached for your review and summarized here.


Bidder Name/Location

Bid Item 1



Bid Item 2

Mini-Excavator (Gas)

Bid Item 3



Bid Item 4

Trencher Trade-in

Net Total Bid Amount

Flagler Equipment Orlando, FL






Triple D Equipment  Deland, FL

No Bid


No Bid



Trekker Tractor

Tampa, FL


No Bid

No Bid



Vermeer Southeast

Orlando, FL

No Bid





Great Southern Equip #1

Orlando, FL

No Bid

No Bid




Great Southern Equip #2

Orlando, FL

No Bid


No Bid



Ring Power Corp.

Riverview, FL






Mid Florida Tractor

Leesburg, FL

No Bid






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 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.



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: 

The budget for this equipment was rolled from Fiscal Year 2011-12 which was approved by City Commission on January 28, 2013.  The purchase amount is less than the amount rolled over.


Submission Date and Time:    4/17/2013 6:30 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. _BLM,_____________                                     


Deputy C.M. ___________________                                                                         

Submitted by:

City Manager  rss


Account No. _510-5199-519.64-13__


Project No.  _FLEET_____________



WF No. ____ WF0747231/007______



Budget  ____ $130,000.00___________


Available ___$130,000.00_________