3.A.3                    

AGENDA MEMORANDUM

 

 

Meeting Date:           December 18, 2006

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Bid No. 70041 and Purchase Requisition #36836 to Altec Industries, Inc. for the Public Works Department – Fleet Division

 

 

Staff Recommendation:

Staff recommends approval of the bid award and purchase requisition #36836 to Altec Industries, Inc. for the Public Works Department – Fleet Division for $131,061.00.

 

Analysis:

The purpose of the Invitation to Bid was to solicit quotations for the purchase of one (1) truck with a 45 foot bucket aerial device, “bucket truck.”  This truck will replace an existing piece of equipment and be assigned to the Electric Utility Department.  The truck being replaced is in excess of 10 years old.  The ongoing costs to maintain the truck as well as the government mandated aerial device certification is becoming cost prohibitive.

 

On October 16, 2006 the Purchasing Division issued Invitation to Bid number 70041.  The Invitation to Bid requested quotations for the purchase of one (1) cab & chassis truck with a 45 foot aerial device.  The specifications distributed with the bid were prepared by the Fleet Manager in accordance with industry standards and the intended use of the equipment.  The specifications would solicit equipment similar to that already in the fleet and provide the minimum operating requirements necessary for the application or use of the equipment.  On November 8, 2006 the Purchasing Division received three (3) responses to the Invitation to Bid.

 

Responses were received from Terex Utilities, Freightliner of Tampa, and Altec Industries.  The bid responses have been evaluated by both the Purchasing Manager and Fleet Manager.  A summary of the evaluation of each response is as follows.

 

Terex Utilities – Terex Utilities has been disqualified due to not submitting a responsive bid.  The response submitted lacked most of the requested and required forms.  In addition, the response to the specifications did not follow the instructions provided.  Overall the response submitted was grossly incomplete and not completed as instructed.  This vendor has been sent a letter informing them of the disqualification.

 

Freightliner of Tampa – The bid from Freightliner of Tampa was deemed to not meet the minimum specifications for the cab & chassis.  The specifications stipulated were for an International DT466E engine.  This specification is in keeping with the majority of the current heavy truck fleet.  The engine quoted by Freightliner is manufactured by Detroit Diesel, not International as requested.  The City currently does not have staff trained to maintain the Detroit Diesel engine nor the necessary diagnostic equipment and software.  This would result in an additional cost, above the equipment purchase, for training and maintenance related items.

 

Altec Industries, Inc. – Altec Industries, Incl. has been deemed the only responsive and responsible vendor.  They submitted a complete bid response and meets or exceeds each of the specifications listed.  After identifying Altec as the lowest responsive bidder the Fleet and Purchasing Divisions requested Altec to provide any information or suggestions on alternatives that may help the City reduce the cost of the equipment.  Altec responded with an alternate price quote for in-stock units that meet all the specifications in the original bid with the exception of color.  In-stock units come standard in white.  The vendor submitted an alternate price of $131,061.00.  This includes the cost of having the equipment painted school bus yellow by a local vendor as requested in the bid.  The City will realize a savings of $12,440 for this truck if it is ordered in white and then painted by a third party.  This savings includes the $3,475 for the painting.  This method will also significantly reduce the delivery time of the vehicle.

 

Purchase of the in-stock International 7300 Cab & Chassis truck with the 45 foot Altec Aerial Device from Altec Industries, Inc. is the best value to the City.

 

Options:

1.  Approve the bid award and purchase to Altec Industries, Inc. for the amount of $131,060.00; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

The funds for this purchase have been rolled forward from Fiscal Year 2006 to 2007.  The funds are available within the equipment replacement line item account.

 

Submission Date and Time:    12/19/2006 9:01 AM12/13/2006 11:31 AM12/13/2006 11:29 AM____

 

Department: _Public Works – Fleet_____

Prepared by:  _Mike Thornton_________                     

Attachments:         Yes__X_   No ______

Advertised:  YES_Not Required ______                     

Dates:   _Demand Star – 10/16/2006___                     

Attorney Review :       Yes___  No __X_

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __wp________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ________RS___________

 

Account No. _001-5110-519.64-13_

 

Project No. __FLEET___________

 

WF No. ______________________

 

Budget  _____$130,000__________

 

Available ____$130,000__________