HomeMy WebLinkAboutAgenda - 03-05-2003 - 8cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 5, 2003
Action Agenda
Item No. �-
SUBJECT: Bid Award: Front Loading Refuse Truck for Recycling Operations
DEPARTMENT: Purchasing /Solid Waste PUBLIC HEARING: (Y /N) No
ATTACHMENT(S): INFORMATION CONTACT:
Pam Jones, 245 -2652
Bid Tabulation Gayle Wilson, 968 -2885
TELEPHONE NUMBERS:
Hillsborough 732 -8181
Chapel Hill 968 -4501
Durham 688 -7331
Mebane 336- 227 -2031
PURPOSE: To consider awarding a bid to Volvo and GMC Truck Center of Carolina of Charlotte,
North Carolina for one front loading refuse truck for recycling operations.
BACKGROUND: Orange County Solid Waste utilizes front loading refuse collection trucks for
Corrugated Cardboard from the County's 6 convenience center drop -off sites plus the 6 unstaffed
drop -off sites within the County and other Government office buildings. It also collects newspaper,
magazines, and mixed paper from the drop sites to deliver to market. The 2002 -2003 Solid Waste
Operating budget calls for the replacement of one of these trucks. The 1993 Crane Carrier
with129,116 miles has been identified as the unit to be replaced. The bid specifications, produced
collaboratively by the Purchasing and Solid Waste Departments, included an option for vendors to
consider trade in of the 1993 unit.
Fifteen vendors were solicited for Orange County's bid number 245. A pre -bid conference held for
this vehicle was attended by five vendors and seven responded with bids. Pursuant to the attached
bid tabulation, Volvo and GMC Truck Center of Carolina of Charlotte, North Carolina submitted the
lowest responsible bid that was responsive at a delivered cost of $160,504 for Volvo /Autocar cab &
chassis and Heil 28 cubic yard front loader body. This cost includes a trade -in allowance of $1,250
for the 1993 unit. However, the truck proposed for trade is in better condition than the back up truck
currently in use in the Public Works Department. Public Works desires to pay the trade -in value to
the Solid Waste Enterprise Fund, take ownership of the truck for use as a back up unit, and then
surplus a unit currently being used for back up.
FINANCIAL IMPACT: While sufficient funds were included in the Solid Waste Management
Department FY 2002 -03 operating budget to pay outright for the acquisition of this vehicle, staff
recommends that the Board authorize the Finance Director to arrange for an installment purchase
agreement for this equipment through a local financial institution. Several months ago, the Finance
Director concluded such an arrangement for a large amount of equipment (including that associated
2'
with implementation of the Regulated Recyclable Materials Ordinance) at a very favorable interest
rate of 3.75 %. Staff believes that financing in the 4% range should be obtainable in view of prevailing
low interest rates. Five -year debt financing of this equipment will spread the cost impact over its
useful life and will preserve additional short-term cash resources in.the Solid Waste Enterprise Fund.
RECOMMENDATION(S): The Manager recommends that the Board: 1) award bid number 245 to
Volvo and GMC Truck Center of Carolina of Charlotte, North Carolina at a delivered cost of $161,754;
2) authorize the Purchasing Director to execute the necessary paperwork; and 3) authorize the
Finance Director to solicit and execute all administrative actions and documents associated with
completing an appropriate installment financing agreement for this equipment with a local financial
institution.
BID TABULATION
BID # 245
BID FOR: FRONT LOADING REFUSE TRUCK BID AWARDED TO:
CLOSING DATE: 9 -03 -2002 BID PRICE:
CLOSING TIME: 3:00 PM
BUDGETED AMOUNT:
VENDOR
BID
UNIT COST
TRADE IN
NET BID
BOND
ALLOWANCE
VOLVO & GMC OF
CHARLOTTE
YES
$161,754.00
- $1,250.00
$160,504.00
CHARLOTTE,NC
CAROLINA
YES
$167,306.00
- $1,250.00
$166,056.00
ENVIRONMENTAL
SYSTEMS
KERNERSVILLE, NC
LODAL -SOUTH
NOW RESPONSIVE BID, DID NOT MEET SPECS
KERNERSVILLE, NC
NULIFE ENV.
NOW RESPONSIVE BID, DID NOT MEET SPECS
EASLEY, SC
AMICK EQUIP.
NOW RESPONSIVE BID, DID NOT MEET SPECS
LEXINGTON, SC
CAVALIER EQUIP.
NOW RESPONSIVE BID, DID NOT MEET SPECS
CLOVERDALE,VA
TRANS- SOURCE
NOW RESPONSIVE BID, DID NOT MEET SPECS
RALEIGH, NC