Fort Walton Beach Council agenda — 01-23-2007 regular agenda — reading text

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I') N (" N (" I') O:t ' 1.O< o"- ex> O)~~ CDOT"" T"" T"" z  CITY COUNCIL MEETING January 23, 2007 Consent Agenda Consideration of a request to award contract for one Kubota Tractor and Front End Loader, to Wise Equipment of Crestview, FL, utilizing State of Florida Contract, in the amount of $ 24, 033. 00 Parks & Recreation Director) Council Action 1 st 2nd Vote: Agenda Item Number: CA- 6  CITY OF FORT WALTON BEACH MEMORANDUM DATE: January 12, 2007 TO: Joyce Shanahan, City Manager FROM: Jeff Peters, Parks & Recreation Director SUBJECT: Request to Award Contract-One ( 1) each Kubota M5040 HD Tractor and one # LA 1153 Front End Loader SUMMARY In accordance with Volume 2, Chapter 4, Section 4. 01, Paragraph 4. 01. 025, Fort Walton Beach Code of Ordinances, request authorization to award contract for one ( 1) each Kubota M5040HD Tractor and one # LA1153 Front End Loader, to State of Florida Contract Vendor Wise Equipment, of Crestview, Florida, in the amount of $24, 033. 00, as outlined in the attached tabulation sheet. The quote is from the State of Florida Annual Bid Contract. According to the City' s Purchasing Policy, the City may procure, without formal bid procedures, all supplies, materials and equipment which is the subject of contracts with the State of Florida as set forth in Section 287 of the Florida Statutes, as amended from time to time. This is an emergency purchase. Item was not budgeted, however funds are available for transfer from general fund contingency, delaying the Chester Pruitt Park irrigation and other Capital Outlay sources. FINANCIAL DATA 1. DEPARTMENT: Parks & Recreation 2. DIVISION: P & R Administration 3. FUND: General Fund 4. ACCOUNT #: 001- 1000- 572-6402 5. ACCT. DESCRIPTION: Capital Outlay, Equipment 6. FY BUDGET: FY 2006-07 7. AMOUNT BUDGETED: N/ A 8. GRANT FUNDS: YES_ NO XX AMOUNT $ 9. FUND TRANSFER: YES XX NO_ AMOUNT $ 24, 033. 00 10. FROM ACCT. 0#01- 1000- 572-6355 ( Landscaping and Fences), 001- 1000- 572-6406 Specialized Equipment), 001- 1500- 519- 5501 ( Contingencies) 001- 1000- 11. TO ACCT. # 572-6402 ( Equipment) 12. REASON FUNDS AVAIlABLE FOR TRANSFER: N/ A 13. PRICE ANALYSIS: ATTACHED _ ADD'L MAT FOR XX NONE_ 4"b  BID ITEM DATA 14. DESCRIPTION OF BID ITEM: Kubota M5040 HD Tractor, and # LA1153 Front End Loader 15. SUPLEMENTAL MATERIAl: ATTACHED XX ADD' L MAT FDR_ NONE 16. # BID INVITATIONS SENT: State Contract 17. # BIDS RECEIVED: N/ A 18. # RESPONSIVE BIDS: N/ A 19. RECOMMENDED VENDOR: Wise Equipment, Crestview, FI. 20. BID AWARD AMOUNT: $ 24, 033. 00 21. COMMENTS: - See Attachment 22. ESTIMATED QUANTITY TO BE PURCHASED ( BULK ITEMS): 1 each 23. ESTIMATED PURCHASE AMOUNT: $ 24, 033. 00 (P& R) 24. BID TABULATION ATTACHED: YES XX NO_ ADD' L MAT FDR_ 25. TERM OF CONTRACT: N/ A 26. BID VALID TO: Production Cut-off Date 27. BID PRICE VALID FOR TERM OF CONTRACT: N/ A 28. WARRANTY PERIOD: Standard 29. DELIVERY TIME: 14 days 30. STATE CONTRACT: YES XX NO 31. CONTRACT#: N/ A 32. CO- OP PURCHASE: YES_ NO XX 33. AGENCY: N/ A 34. EXPECTED LIFE OF ITEM: N/ A 35. ITEM DEMO' D: YES XX NO 36. REFERENCES CHECKED: YES XX NO_ N/ A 37. CONTRACT: ATTACHED_ ADD' I MAT FDR_ N/ A XX 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES_ NO_ N/ A XX 39. CURRENT VENDOR: N/ A 40. CURRENT PRICE: N/ A 1/' 7_/ 07 Date Reviewed and Concur: 1'3/ Dr Date ity Manager COMMENTS: ~~ -~ ~~~ L. ~ r- c.. ~~ ju-~ 1~ fJ~~ Page 2  Attachment A 20. Bid Award Amount: State Contract quote from Wise Equipment, Crestview, Florida Kubota # M5040 HD Tractor and # LA1153 Front End Loader - $24, 033.00 21. Comments: Replacement Tractor and Bush Hog Front End Loader: The Parks & Recreation Department requests the replacement of Vehicle # MJ223, 1987 Ford Wheel Tractor with canopy, model # 3910 as well as the 1992 Bush Hog Front End Loader, #MJ354. The tractor has transmission and steering gear leaks, the tires are worn, and the body needs corrosion treatment. The mounting brackets on the front end as well as the controls valve. Parts are not available due loader are damaged, hydraulic to the outdated model. The replacement tractorlfront end loader is utilized on a daily basis for all athletic field and park sites. The Fleet Superintendent has recommended Vehicle # MJ223, 1987 Ford Tractor and # MJ354, 1992 Bush Hog Front End Loader, be removed from fleet. Page 3  City of Fort Walton Beach MEMORANDUM DATE: January 12, 2007 TO: Jeff Peters Parks & Recreation Director FROM: Michael C. Tatum Purchasing Director @ SUBJECT: Purchase of One ( 1) Each 4WD Tractor and Loader The referenced bid tabulation is forwarded for your review. Please take the necessary action to prepare the Memorandum for Approval by the City Manager and Council. In accordance with the Purchasing Policies Section IV Paragraph 1- 8 the City Council may procure, without following formal bid procedures, all supplies, materials and equipment which are the subject of contracts with the State of Florida. The following information is furnished for those items applicable to Purchasing on the Request To Award Bid Memorandum: ITEM NO.lDESCRIPTON RESPONSE 16. Number of Bids Solicited N/A 17. Number of Bids Received N/ A 18. Number of Responsive Bids N/ A 24. Tabulation Attached Yes 30. State Contract Yes MCT Imhj  0 c: 40