Fort Walton Beach Council agenda — 10-28-14--regular — reading text

C 2 a 0 Cr; 0 N a-. t) 0 O y r O 7 C ai u c a m UV U)d r 7 C Page 3 City Council of Fort Walton Beach Packet Pg: 28  City Council of Fort Walton Beach z, ENGINEERING & UTILITY SERVICES MEMORANDUM s To: Michael D. Beedie, City Manager From: Tim Bolduc, Engineering and Utilities Services Director Date: October 28, 2014 Subject: Award of Purchase for New Way/ Peterbilt Frontloader 1. BACKGROUND: 1. 1. Solid Waste Vehicle No. 2452 is a 2002 Peterbilt / Heil commercial front loader. This truck has exceeded its useful life and has become a non- reliable truck in the commercial system. 1. 2. This vehicle is due for replacement in the FY 2014- 15 Solid Waste budget. 2. DISCUSSION: 2. 1. In recent years, each Solid Waste vehicle purchased has been separately bid and awarded by City Council. 2. 2. For FY 2013- 14, City Council elected to utilize and select the National Joint Powers Alliance ( NJPA) to meet the competitive bidding process spelled out in the City' s Purchasing Policy. By using the NJPA, the City began to standardize its solid waste equipment, which will continue to improve the maintenance and repair program. 2. 2. 1. The City has been a member of the NJPA since April 20, 2012. 2. 3. The NJPA has competitively completed the bidding and evaluation process nationally for the Peterbilt chassis and has awarded National Auto Fleet Group the national contract ( Contract No. 102811- NAF). 2. 4. Under the National Auto Fleet Group contract, Samson Equipment Company provides solid waste equipment for municipalities through their dealership in Birmingham, Alabama. 2. 5. Staff is recommending the purchase of this vehicle through a process that allows the selection of the equipment to be made by the chassis company as opposed to the body manufacturer. This process is a slight deviation from the system previously used. However, this method of procurement will allow the City to save approximately 31, 000 on this purchase ( The original quote from Ingram Equipment Company, LLC was $ 238, 983. 89). 3. FINANCIAL INFORMATION: 3. 1. The price provided by National Auto Fleet Group through the NJPA for a new 2015 New Way/ Peterbilt Frontloader was $ 208, 023. 00. Page 1 of 2 Packet Pg. 29-  8. 3' 3. 2. In the FY 2014- 15 Solid Waste budget, a total of$ 240, 000 was allocated towards the purchase of this vehicle. 3. 3. Once the new vehicle is delivered and accepted, Vehicle No. 2452 will be auctioned through GovBids. com. 4. RECOMMENDATION: 4. 1. Staff respectfully recommends City Council approval to award the purchase of a 2015 New Way/ Peterbilt Automated Frontloader to National Auto Fleet Group through the NJPA in an amount not- to- exceed $ 220, 000. ATTACHMENTS: NJPA Quote - 2015 New Way/ Peterbilt Frontloader ( PDF) NJPA National Auto Fleet Group Agreement ( PDF) NJPA- 141002- FTWALTON- DPHP SH PETE ( PDF) SIGNATURE BLOCK: Tim Bolduc Completed 10/ 20/ 2014 1: 58 PM Finance Completed 10/ 21/ 2014 9: 03 AM Carole Jones Completed 10/ 21/ 2014 9: 04 AM City Manager Completed 10/ 23/ 2014 10: 20 AM City Council Pending 10/ 28/ 2014 6: 00 PM Page 2 of 2 Packet Pg. 30  8. 3.1) ANNUAL RENEWAL OF AGREEMENT Made by and Between co" National Auto Fleet Group ( Vendor) m - o 490 Auto Center Drive Watsonville, C.A 950; 6 2 und National joint Powers AtItanceae,( N1PA) 202 2 11' Street NE Staples, MN 56479 Phone: ( 218) 94- l93 } Whereas: 0 a) Vendor" and - NJPA" have entered into an " Acceptnce and Award g102811- NAF- for the procurement of Passenger Ca; . Light Duty. Medium Duo, and Heavy Duty Trucks with Related Accessories, and havine a maturity date of January ! 7. 20; 6. ftrid which are subjeet to annual renewals at the option of- both parties. a. Now therefore: 2 Vendor' and" NJPA” hereby desire and agree to extend and renew the above defined contract for the period ofjanuary 17. 2014 to January 17. 2015. tr) co National Joint Powers Alija nci.- 1. N.JPA) a61 . By: Os: Lseentive Director/ CEO__ a) Name printed or typed: Chad Coanette Date 2 National Auto Fleet Group 13v: Os: Name printed or typed: : re '67" To Date - z a) If you do not desire to extend contract, please slan beic,v,, and return this agreement. Discontinue: We desire to discontinue the cont-ract. Signature: Date: Packet' Pg. 31:  8 3. b: RFPI 11010 I- a) Proposal Offering