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Regular Agenda Item 4. E.

Regular BOS Meeting

Meeting Date:	08/06/2019
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2020	Budgeted?:	Yes
Contract Dates Begin & End:	08-06-19 to 11-30-19	Grant?:	No
Matching Requirement?:	No	Fund?:	Replacement

Information

Request/Subject

Approve purchase of SS125DC with Autoloader Crack Seal Machine for Consolidated Roads Division.

Background Information

The only crack seal machine Gila County owns was purchased in April 2000 and used by both regions of the County for that period of time. The machine began catching on fire this spring during the crack seal process. The General Services Department evaluated it and determined it was something they could not repair. Photos and explanations were sent to the dealers which the County has purchased material to assess the problem and potentially repair the equipment.

A customer service representative from Crafco, Inc. asked the product engineer about repairs on the machine. The response provided by Crafco, Inc, is as follows: "As far as the inner and outer boiler, my engineer had this to say: Inner and outer boiler are not repairable, the entire tank assembly would need to be replaced. Typical tank replacement cost around $20,000 - $25,000.00 parts and labor. The tank assembly alone is $5,200.00. Due to the age of the machine none of the existing parts on their (Gila County) tank assembly would be reusable on the tank."

Evaluation

The Roads Department missed the window for crack seal this spring and began looking for alternatives. Renting machines costs approximately $5,000 per month; however, the machines must be reserved far in advance. It was determined that one machine would be purchased and during ideal times when both regions could crack seal, one could be rented. Three quotes were requested and two were under cooperative contracts. The specifications included 125 to 150 Gallon material tank; Arrow Board; Fire Extinguisher mount; Engine Cover non-insulated; Powered conveyor; Hitch extension; Tool box; Spare tire and mount; Heated wand; On-board air compressor; Air-hose and reel.

Conclusion

Of the three quotes, one did not meet specifications and the other was too high.

Recommendation

The Public Works Department Director recommends the purchase of the SS125DC Autoloader crack seal machine through Crafco, Inc. under the Sourcewell (formally NJPA) Cooperative Contract No. 052417 for $87,411.20 for the Consolidated Roads Division. The SS125DC Unloader crack seal machine will take approximately 9 weeks from purchase order to build and deliver.

Suggested Motion

Information/Discussion/Action to approve the use of the cooperative Sourcewell Contract No. 052417 with Crafco, Inc. for the purchase of a new SS125DC with autoloader crack seal machine in the amount of $87,411.20. (Steve Sanders)

Attachments
Contract Agreement
Quote BBBQ32535
Crafco Contract 052417
Acceptance and Award-Crafco 052417