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AGENDA MEMORANDUM
Meeting Date: February 28, 2011
From: Mike Thornton, Purchasing Manager
Subject: Purchase request 43186 and award of Invitation to Bid 110101 for purchase of a single axle jet/vac rodder truck to be assigned to the Wastewater Collections division
Staff Recommendation:
Staff recommends approval of purchase request 43186 and award of Invitation to Bid (ITB) 110101 to second lowest bidder Southern Sewer Equipment for a total amount of $131,149.00.
Analysis:
The purpose of this solicitation is to purchase a new cab and chassis single axle jet/vac rodder truck which consists of a 500-gallon high-pressure mounted sewer jetter with 200 gallon vacuum system. The system is manufactured in such a way that it will utilize a water pump and vacuum blower driven by an auxiliary diesel engine. The machine is equipped with a self contained water source for the high-pressure pump and capable of being operated by one man, with all operating controls located on a single control panel at the rear of the machine for operator safety.
This single consolidated unit will replace two trailer mounted (a 2000 and a 2002) units and a 2000 Ford F-550 which has logged over 3,600 hours of operation. These heavily used units will be utilized to obtain trade-in allowances in order to reduce the purchase cost.
Procurement Information:
On January 3, 2011, the Purchasing Division issued ITB 110101 incorporating fleet services division prepared specifications for the purchase of a single axle jet-vac rodder truck. On January 25, 2011, three responses were received.
The fleet services division evaluated the bids of each company for conformance to the specifications in the ITB and determined by analysis of exceptions to the specifications by Environmental Products of Florida (EPF) in their bid that EPF’s products did not meet the specifications in several areas. Although the Cab and Chassis were satisfactory; not all required elements of the jetting system, such as, the hose reel assembly, tank, and vacuuming system were available.
SUMMARY OF BID RESPONSES
|
Company / Location |
Cab & Chassis/Jet Vac |
Model Year |
Base Bid Price |
Price w/ Trade-In |
Met Specifications |
|
Southern Sewer Equip. Fort Pierce, FL |
Isuzu Model NRR Pipehunter Jet/Vac |
2011 |
$148,149.00 |
$131,149.00 |
Yes |
|
Orlando Freightliner Apopka, FL |
Isuzu Model NRR Pipehunter Jet/Vac |
2011 |
$145,857.00 |
$136,057.00 |
Yes |
|
Environ. Products of FL Winter , FL |
Isuzu Model NRR Sewer Equip. Co. Jet/Vac |
2011 |
$146,928.65 |
$126,928.65 |
No |
The ITB indicated bids would be evaluated and a recommended award made on a ‘Best Value’ basis. The Fleet Services Division has determined the equipment bid by Southern Sewer Equipment to fully meet the specifications and provide the best value to the City even though they are not the lowest bid.
None of the bidders were eligible for consideration under the City’s Local Business Enterprise policy.
Options:
1. Approve the purchase to Southern Sewer Equipment for a total amount of $131,149.00; or
2. Such alternative action as the Commission may deem appropriate
Fiscal Impact:
Fleet Services budgeted $120,000 for this purchase. The $11,149.00 difference will be made up through savings on other equipment purchases in the equipment replacement account. With the consolidation of three pieces of equipment into one through trade-in, the wastewater division will save approximately $7,217.00 annually on lower fleet lease and maintenance payments.
Submission Date and Time: 2/24/2011 4:17 PM____
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Department: _ Fleet Services___________ Prepared by: _Mike Thornton__________ Attachments: Yes _X__ No _______ Advertised: __X__ Not Required ______ Dates: __December 31, 2010____________ Attorney Review : Yes___ No _X___
______________________ __________ Revised 6/10/04 |
Reviewed by: Dept. Head ________
Finance Dept. _____JB___________
Deputy C.M. ___________________ Submitted by: City Manager ___________________ |
Account No_001-5110-519-6413__
Project No. __FLEET___________
WF No. _____WF0690036/15___
Budget ____$120,000.00__________
Available ___$131,149.00__________ |