Agenda

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ARF- 81

Regular Agenda Item 3- E

Regular BOS Meeting

Meeting Date:	10/05/2010
Submitted By:	Valrie Bejarano, Public Works Division
Department:	Public Works	Division:	Recycling & Landfill Management
Fiscal Year:	FY 2010-2011	Budgeted?:	Yes
Contract Dates Begin & End:	October 5, 2010 to February 4, 2011	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Request to award Request for Sealed Bids No. 062910-1 for a Used Wheel Loader.

Background Information

The new (used) wheel loader utilized by the Recycling & Landfill Management Department would replace the existing wheel loader at Buckhead Mesa which is over 14 years old and has exceeded its life expectancy with over 14,500 hours.
Bid 062910-1 was advertised on August 18th and 25th, and bid opening was September 2nd. Only 1 response was received on this Request for Bids.

Evaluation

The existing loader has far exceeded its life expectancy and is used 4 to 6 hours each day. It’s too small to handle the work capacity and is a safety issue for the landfill employees. The new loader would far exceed the existing loader in fuel efficiency, safety and productivity.
The County received one bid response. The vendor Empire Machinery, offered 2 financing plans and no pre-payment penalty. Our choice is as follows for budget: Purchase price $125,900 -$22,000 trade in and $28,700 down for a total loan of $75,525 at 3.5% interest for 36 monthly payments. The loan paperwork will be processed pending Board approval of this bid.

Conclusion

Budget has $200,000 allocated for capital purchases. Instead of paying $103,900 out of this amount we would rather save it in case another piece of equipment breaks down. If more revenues come in than expected we will save the interest and pay off the equipment before the end of the 36 month term.

Recommendation

The Public Works Recycling and Landfill Management Department recommends the Board approve the award of Request for Sealed Bids No. 062910-1.

Suggested Motion

Information/Discussion/Action to review all bids submitted for Request for Sealed Bids No. 062910-1 for the purchase of a used 928Hz wheel loader; award to the lowest, responsible and qualified bidder; and authorize the Chairman's signature on the award contract for the winning bidder. (Steve Stratton)

Attachments
Bid 062910-1
Bid Tab Sheet
Finance Quote