Okaloosa County BOCC — February 3, 2015 — Tractor Purchase for the Baker Area Recreational Center — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 3, 2015 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: Tractor Purchase for the Baker Area Recreational Center DEPARTMENT: Public Works BCC DISTRICT: Three STATEMENT OF ISSUE: The Parks division of Public Works budgeted for a replacement tractor to use at the Baker Area Recreational Center as part of the FY15 budget approval process. The approved budgeted amount of $24,000 was for a 25 hp tractor with attached loader bucket. Subsequent to the budgeting process discussions with the Baker Recreation Board members determined that a 25 hp tractor would not be adequate. Specifications were modified to acquire the appropriate piece of equipment and bids were received. Approval is requested to purchase a 55hp tractor (as specified) for $27,989 and accept $3,989 from the Baker Area Recreation Association (BARA) to offset the additional expense. BACKGROUND: The Baker Area Recreation Association was founded over 20 years ago to provide equestrian opportunities to north Okaloosa County. BARA has applied for (with County Sponsorship) and received several State Grants for the construction of the facilities on approximately 50 acres of County owned land on Highway 4 in Baker. BARA manages the entire facility and rents the facility for weddings, family reunions, dog shows, horse shows and the annual Spanish Trail Rodeo. It is used for free by the Supervisor of Elections as a polling site, Okaloosa Correctional Institute for their dog training, the Sheriffs Mounted Posse for training, and is contracted by the Board of County Commissioners to the Okaloosa County School Board as a emergency shelter for Baker School. Funds from the rented events are invested back into the facility for the majority of maintenance, upgrade and repair projects. The site is open daily for use by the general public free of charge. The property, which includes the grounds and facilities, are a part of the County Parks System, but are mainly maintained utilizing an inmate crew with a Corrections Officer provided from the Okaloosa County Correctional Institute. The inmate crew is managed by a BARA board member and Parks staff. Public Works Parks provides general guidance and support; mostly in the form of material and equipment. The Recreation Center began operations with two (2) tractors. One was a compact utility tractor (20 hp) used for small projects and a large (65 hp) tractor used for pulling equipment used to prepare both the open arena and the covered arena floors for events. The compact utility tractor expired over two years ago and a used small Ford tractor was provided from Parks in its place. In the Parks FY 15 approved budget, a new 25 hp tractor was included that would replace the smaller Ford tractor. In discussions with BARA board members, it was determined that the existing 65 hp tractor is now 20 years old and is nearing its life expectancy. The BARA members requested whether a larger (55 hp) horsepower unit could be purchased that would supplement the older one and extend its life by not having it overworked. Quotes were solicited and received, the low bid price from Construction Sales & Service was $27,989, which is $3,989 higher than was budgeted. BARA, due to their request for the larger horsepower, agreed to cover the difference. OPTIONS: Approve/disapprove acceptance of the low bid for the 55 hp tractor from Construction Sales & Service, Inc in the amount of $27,989 and the authorize acceptance of funds from the Baker Area Recreational Association (in the amount of $3,989) to account for the cost over the budgeted amount. If the request is denied bids will be requested for the originally budgeted 25hp tractor. RECOMMENDATIONS: Approve acceptance of the low bid for the 55 hp tractor from Construction Sales & Service, Inc in