AGENDA MEMORANDUM

 

 

Meeting Date:           February 23, 2009

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Purchase Requisition 40248 to Nextran Truck Center of Orlando for the purchase of a front loading refuse truck

 

 

Staff Recommendation:

Staff recommends approval of purchase requisition 40248 to Nextran Truck Center of Orlando for the purchase of a Mack Cab & Chassis and Heil Front Loading Refuse Body for a total amount of $197,249.00.

 

Analysis:

The purpose of the solicitation is to procure a front loading refuse body and cab & chassis for the collection of commercial solid waste accounts.  This truck and body will replace an existing piece of equipment that has aged and requires replacement.

 

Staff initially presented this purchase to the Commission as a ‘piggyback’ purchase on the State of Florida Sheriff’s Association contract.  The cost at that time was $205,570.50 for a 2009 model year.  The contracted vendor offered a 2008 model year truck available at that time for $199,534.00.  Commissioner Polk expressed concern over the dollar amount and felt there may be other equipment available on the open market at a lower cost.

 

To obtain a truck on the open market, the Purchasing Division issued Invitation to Bid (ITB) 90131 on January 13, 2009.  Qualified businesses were requested to submit bids meeting our specifications for the purchase of a front loading compaction body and cab & chassis delivered complete to the City.  The ITB was advertised on the City website, online at DemandStar, and several dealers were notified directly.  On February 3, 2009, the Purchasing department received two responses.  Both responses were from a single dealer, Nextran Truck Center of Orlando.  Each response proposed the same cab & chassis, but a different compaction body.  The response for the Heil body was determined to be responsive and responsible and met all our minimum requirements.  The response for the EZ-Pack body was determined to be non-responsive as it did not meet a stated minimum requirement of a 12-yard hopper capacity.  The EZ-Pack body provides a 10-yard hopper capacity.

 

A compaction body with a 12-yard hopper capacity is required to accommodate over-filled 10-yard commercial dumpsters.  Without the extra hopper capacity, some of the contents of an overfilled 10-yard dumpster will end up on the ground.   The operator must then get out of the truck and pick-up what has fallen from the top of the truck.

 

The Public Works Department has selected the Nextran Truck Center Bid 1.  This bid proposes a 2009 Mack MRU688S cab & chassis with a Heil Half Pack Front Loader compaction body that meets all specifications.  This combination is $612.00 more than the EZ-Pack body.  The optional parts list & service manuals ($300.00) are included in the total purchase price of $197,249.00.  The parts list & service manuals allow Fleet Services to perform efficient warranty repairs on the equipment.  Fleet Services is reimbursed for completed warranty repairs.  It also reduces the downtime of the equipment by not having to send the truck to Orlando or Tampa for the repairs.

 

Fleet Services may send a technician for training later.  If so, the cost will be funded from their annual training budget.

 

Bid Response Details 

 

ITEM DESCRIPTIONS

Nextran Truck Center
Orlando (Bid 1)

Nextran Truck Center
Orlando (Bid 2)

Front Loading Compaction Body

$88,212.00

$87,600.00

Make:

Heil

EZ-Pack

Manufacturer:

Heil Half-Pack Front Loader

Hercules 40 yard Front Loader

Cab & Chassis For Specified Body

$108,737.00

$108,737.00

Make:

Mack

Mack

Model:

MRU688S

MRU688S

Year of Manufacturer:

2009

2009

New Cab & Chassis w/ full Warranty:

Yes

Yes

Total Equipment Cost:

$196,949.00

$196,337.00

Options

 

 

Parts Lists & Manuals:

$300.00

$300.00

Training and Tools:

$2,634.20

$2,634.20

 

Options:

1.  Approve purchase requisition 40248 to Nextran Truck Center of Orlando for a total amount of

     $197,249.00; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact:

Placing this item out to bid on the open market has resulted in a savings to the City of $2,585.00 ($199,534.00 - $196,949.00) when compared to the initial price for the 2008 model.  The Fleet Services Division budgeted $188,760.00 for this purchase.  The shortfall of $8,489.00 will be made-up by savings on actual purchase costs of other equipment still to be purchased and savings to be realized by eliminating selected existing equipment in the fleet.

 


Submission Date and Time:    2/23/2009 4:12 PM____

 

Department: _Public Works___________

 

Prepared by:  Mike T hornton_________                     

 

Attachments:         Yes____   No __X___

 

Advertised:  YES___Not Required ______                     

 

Dates:   ___1/12/2009________________                     

 

Attorney Review :       Yes___  No __X_

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. ________JB________                                     

                              

Deputy C.M. ______EFS__________                                                                         

 

Submitted by:

City Manager ___________________

 

Account No. _001-5110-519.64-13__

 

Project No. __FLEET___________

 

WF No. ____WF0522592 / 10_____

 

Item Purchase:

Budget  ____$188,760.00_________

Available __  $188,760.00_________

Difference    ($    8,489.00)_________                                         

 

Account Line Item:

Budget  ____$533,448.00_________

Available __  $512,538.61_________