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____

 

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__________