Item No: 4.B.1.
Meeting Date: April
23, 2012
From: Mike
Thornton, Purchasing Manager, for,
Jimmy
Feagle, Deputy Public Works Director
Subject: Purchase request 44539 by the Fleet Services
Division for the purchase of five (5) new Kubota mowers from Mid-Florida
Tractor and Equipment for a total of $55,075.00.
Staff
Recommendation:
Staff recommends award of Invitation to
Bid (ITB) 120211 to Mid-Florida Tractor and Equipment and approval of the
purchase of five (5) Kubota mowers for a total cost of $55,070.00.
Analysis:
The Fleet
Services Division has requested the purchase of five Kubota ZD326P-60 diesel
powered mowers to replace existing heavily utilized mowers assigned to the
Parks and Recreation Department and Water Treatment Division of Public Works. Fleet Services has determined the units being
replaced are experiencing higher maintenance costs, down time, and are at the
end of their useful life.
Fleet Services has selected the Kubota
equipment for purchase to provide the features, function, and durability
required for equipment being used 40 hours per week. The specified model has the desired setup and
acceptable purchase price when compared to other manufacturers and models. Fleet Service technicians also have the
training and experience to work on the Kubota equipment.
EQUIPMENT TO BE REPLACED
|
Mower
Replaced |
Year Acquired |
Assigned
Department |
Budgeted
Replacement Amount |
|
#3017 Dixie Chopper ZT |
2003 |
Water Treatment |
$11,160.00 |
|
#0204 Toro
Ground Master |
2001 |
Parks and Recreation |
$15,000.00 |
|
#0214
Hustler ZT |
2003 |
Parks and Recreation |
$11,160.00 |
|
#2011 Kubota ZT |
2003 |
Parks and Recreation |
$11,160.00 |
|
#2012 Kubota ZT |
2003 |
Parks and Recreation |
$11,160.00 |
To enhance
competition and allow local business enterprises to participate, the Purchasing
Division issued Invitation to Bid (ITB) 120211 providing quantities and
specifications of the mowers to be purchased.
Procurement
& Bid Analysis:
On March 12, 2012, the Purchasing
Division issued ITB 120211 incorporating specifications prepared by the Fleet Services
Division for the purchase of Kubota mowers.
On March 27, 2012, five (5) responses were received. The initial unit bid
prices and totals received are detailed below.
SUMMARY OF ORIGINAL BIDS
|
Bidder
Name\Location |
LBE |
Qty |
Unit Price |
Total Bid Price |
Percent Higher Than Low Bid |
|
Triple D
Equipment Deland, FL |
No |
5 |
$11,132.50 |
$55,662.50 |
-0- |
|
Mid-Florida
Tractor and Equipment Leesburg,
FL |
Yes |
5 |
$11,198.00 |
$55,990.00 |
.6% |
|
Gulf Coast
Tractor and Equipment Mims, FL |
No |
5 |
$11,458.00 |
$57,290.00 |
2.9% |
|
Robinson
Equipment Land O
Lakes, FL |
No |
5 |
$11,808.00 |
$59,040.00 |
6.1% |
|
Florida
Coast Equipment Boynton
Beach, FL |
No |
5 |
$11,929.00 |
$59,645.00 |
7.2% |
Under the
initial bid submission Mid-Florida Tractor and Equipment of Leesburg did not
provide the lowest prices, however, the firm was within ten (10) percent of the
non-local low bidder and qualified for the Best and Final Offer (BAFO) process along
with the non-local low bidder. The BAFO process was approved by City Commission
as part of the Local Business Enterprise (LBE) Policy on July 27, 2009 by
resolution 8493.
The BAFO process affords the non-local
low bidder and any local bidder within 10% of the low bidder to submit a
BAFO. The BAFO must be equal to or less
than the original bid submitted by the vendor.
Only the bid price submitted by the low bidder is provided to the BAFO
participants.
This table reflects the results of the
BAFO process. Each vendor submitted a
bid price lower than their original bid.
The local vendor, Mid-Florida Tractor and Equipment submitted the lowest
BAFO. Staff recommends award of this
purchase be made to Mid-Florida Tractor and Equipment as the lowest responsive
and responsible bidder.
BEST
AND FINAL OFFERS
|
Bidder Name \ Location |
LBE |
Qty |
Unit Price |
Total Price |
|
Mid-Florida
Tractor & Equipment Leesburg, FL |
Yes |
5 |
$11,015.00 |
$55,070.00 |
|
Triple D Equipment Deland, FL |
No |
5 |
$11,087.50 |
$55,437.50 |
Staff would like to point out Triple D Equipment holds the State of
Florida contract for this Kubota equipment.
Robinson Equipment holds the contract with the Florida Sheriffs
Association for the same equipment.
Neither bidder was the final low bidder in response to this
solicitation.
Options:
1.
Approve the purchase to Mid-Florida Tractor and Equipment for $55,070.00; or
2. Such
alternative action as the Commission may deem appropriate
Fiscal Impact:
A total
amount of $59,640.00 has been budgeted and is available in the current fiscal
year. The total purchase price of
$55,070.00 will result in a budget vs. actual savings of $4,570.00.
Submission Date and Time: 4/23/2012 9:18 AM______
|
Department: ____Public Works_________ Prepared
by: ___Mike
Thornton_______ Attachments: Yes____ No ______ Advertised:
__X__ Not
Required ______
Dates: __March 11, 2012______________ Attorney
Review : Yes___ No ____ _________________________________ Revised 6/10/04 |
Reviewed by: Dept. Head ________ Finance Dept. __________________ Deputy
C.M. ___________________ Submitted
by: City Manager ___________________
|
Account
No. _001-5110-519.64-13__ Project
No. __FLEET___________ WF No. _____WF0747231________ Budget _____$59,640.00________ Available
____$59,640.00________ |