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Regular Agenda Item 3. C.

Regular BOS Meeting

Meeting Date:	01/05/2021
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Public Works
Fiscal Year:	2021	Budgeted?:	Yes
Contract Dates Begin & End:	12 months from Award	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Contract Award in Response to Invitation for Bids No. 103020-Two New F-350 XL, Regular Cab Chassis (DRW), 60" Cab Axle Length, 4x4 with 8' or 9' Dump Bed.

Background Information

The vehicles mentioned in the agenda request will be needed in the fleet in the coming year for the Consolidated Roads Department. These vehicles would replace units (C-006 and C-064) that are over 30 yrs. old, costing a lot of money in repairs and fuel, and are at or above 200,000 miles. Vehicles (C-006 and C-064) will be used as a “trade-in” to prevent increasing the size of the fleet and will be disposed of at auction.

On November 17, 2020, the Gila County Board of Supervisors authorized the newspaper advertisement of Invitation for Bids No. 103020 for the purchase of two new F-350 XL, Regular Cab Chassis (DRW), 60" Cab Axle Length, 4x4 with 8' or 9' Dump Bed.

Invitation for Bids No 103020 was advertised in the Payson Roundup on November 24, 2020, and December 1, 2020.

Evaluation

Sealed bids were accepted at the Gila County Finance Department through 11:00 A.M., MST, on December 8, 2020. The Finance Department received competitive bids from three vendors in response to the Invitation for Bids No. 103020.

McSpadden Ford met all bid specifications and offered the low bid price at $75,421.51 per vehicle.

The vehicles mentioned in the agenda request will be needed in the fleet in the coming year for the Consolidated Roads Department. These vehicles would replace units (C-006 and C-064) that are over 30 yrs. old, costing a lot of money in repairs and fuel, and are at or above 200,000 miles. Vehicles (C-006 and C-064) will be used as a “trade-in” to prevent increasing the size of the fleet and will be disposed of at auction.

Conclusion

The vehicles that will be purchased with this solicitation will be used by the Consolidated Roads Department to replace older vehicles.

Recommendation

The Public Works Director recommends that the Board of Supervisors award a contract to McSpadden Ford in the amount of $150,843.02 for the purchase of two 2021 Ford F350 XL, Regular Cab Chassis (DRW), 60” Cab to Axle Length, 4x4 with 8’ or 9’ Dump Bed with Low Drop Sides and Upfitting of Snow Plows and Spreader Assemblies as specified in Invitation for Bids No. 103020 with installed equipment as outlined in the McSpadden Ford proposal.

Suggested Motion

Information/Discussion/Action to review all bids submitted for Invitation for Bids No. 103020-Two 2021 Ford F350 XL, Regular Cab Chassis (DRW), 60” Cab to Axle Length, 4x4 with 8’ or 9’ Dump Bed with Low Drop Sides and Upfitting of Snow Plows and Spreader Assemblies; award to the lowest, responsible and qualified bidder; and authorize the Chairman's signature on the award contract for the winning bid. (Steve Sanders)

Attachments
Invitation for Bids No. 103020 with Award Contract
As Read Bid Results
McSpadden Ford-Sealed Bid
San Tan Ford-Sealed Bid
Tom Jones Ford-Sealed Bid