Description: AGENDAHED.JPG

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________