AGENDA MEMORANDUM

 

Meeting Date:           March 14, 2011

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase request 43348 and award of Invitation to Bid 110131for the purchase of a digger/derrick truck to be assigned to the fleet services division

 

Staff Recommendation:

Staff recommends approval of purchase request 43348 and award of Invitation to Bid (ITB) 110131 to second lowest bidder Altec Industries, Inc. for a total amount of $247,592.00.

 

Analysis:

The purpose of this solicitation is to purchase a new 50 foot hydraulic digger derrick truck for use by the Electric Department.  This equipment is a heavy duty truck cab and chassis with a minimum 56,000 gross vehicle weight rating.  This equipment is used primarily for the setting and rigging of power poles.  The equipment also has a digging auger to allow for drilling of the holes prior to setting the pole.  This unit must be capable of lifting poles ranging from small wood to large concrete.

 

It is preferable to have equipment of similar specifications and ratings to insure all like equipment, digger/derricks in this case, can perform the same work.  An operator should be able to move from one piece of equipment to another and be assured that each has the same lifting capacities.  Trucks of different capabilities can create an unsafe condition.

 

The new unit will replace existing unit #479 a 1997 GMC Digger Derrick with approximately 6,324 hours.

 

Procurement & Bid Analysis:

On January 17, 2011, the Purchasing Division issued ITB 110131 incorporating equipment specifications prepared by the Fleet Services Division of Public Works for a digger/derrick truck.  On February 8, 2011, three responses were received.

 

The fleet services division evaluated the bids of each company for conformance to the requested specifications in the ITB and determined by analysis of the bids submitted, Altec Industries, Inc. proposed equipment meeting all requested specifications.  The low bidder, Orlando Freightliner, Inc. (OFI), took exception to several specification items Fleet deemed significant enough to not recommend award.  Those items are listed here:


 

Specification

Bid

Explanation

Front Axle Rating – 18,000 lbs.

16,000 lbs.

Decreases the effective weight capacity of the vehicle.  This is a safety concern should operators work on different trucks with different capacities.

Warranty work to be performed by City and reimbursed by vendor.

OVI took exception to the City performing warranty work.

The City would have to send the equipment offsite for repairs which would result in longer downtime.

Cab to axle measurement 143.9-inches

150-inches

OFI altered the bid specification which is not permitted.

6-Speed Transmission

5-Speed Transmission

The additional gear places the gear ratios closer together which is a desirable feature when pulling heavier loads.  It can also improve fuel mileage by having a higher top gear.

 

SUMMARY OF BID RESPONSES

Company / Location

Aerial Device

Manufacturer

Model Year

Model

Base Bid Price

Fully Met Specifications

Altec Industries

Fort Pierce, FL

Altec

2011

D4050A-TR

$ 247,592.00

 

Yes

Ring Power

St. Augustine, FL

Terex

2012

Commander 50/50

$ 252,668.00

 

Yes

Orlando Freightliner

Apopka , FL

Freightliner

2012

M2106

$ 246,639.00

 

No

 

The ITB indicated bids would be evaluated and recommend award based on a ‘Best Value’ determination.  The Fleet Services Division has determined the equipment bid by Altec Industries, Inc.  fully meets the specifications and provides the best value to the City even though they are not the lowest bid.

 

Options:

1.  Approve the purchase to Altec Industries, Inc. for a total amount of $247,592.00; or

2.  Such alternative action as the Commission may deem appropriate 

 

Fiscal Impact

Fleet Services budgeted and has available $250,000.00 in this fiscal year for the replacement of this equipment.

 

Submission Date and Time:    3/9/2011 5:42 PM____

Department: _ Fleet Services___________

Prepared by:  _Mike Thornton__________                      

Attachments:         Yes _X__   No ______

Advertised:   _X _Not Required ______                     

Dates:   _January 16, 2011___________                  

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. _____WF0690036/5___

 

Budget  _____$250,000.00_________

 

Available ____$250,000.00_________