HomeMy WebLinkAboutAgenda - 09-02-2003-8hORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 2, 2003
Action Age~a
Item No. ~_
SUBJECT: Bid Award: Crawler Dozer for Oran a County Landfill
DEPARTMENT: Purchasing Department
and Solid Waste Management
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Bid Tabulation
INFORMATION CONTACT:
Pam Jones, 245-2652
Gayle Wilson, 968-2885
TELEPHONE NUMBERS:
Hillsborough
Chapel Hill
Durham
Mebane
732-8181
968-4501
688-7331
336-227-2031
PURPOSE: To consider awarding a bid to Gregory Poole of Raleigh, North Carolina for a Crawler
Dozer for the Orange County Landfill.
BACKGROUND: The crawler-dozer is a heavily used piece of equipment that is vital to a variety of
daily operations at the Orange County Landfill. Accordingly, it is important to maintain this type of
equipment in sound working condition and to regularly replace the machinery as it ages. The Landfill
equipment replacement schedule calls for the replacement of a 1997 Caterpillar D-8R Crawler-Dozer
in FY 2003-04, and funds for this purpose were included in the annual budget approved by the Board
of Commissioners in June 2003. Purchasing and Solid Waste staff developed specifications that best
met the intended use of the equipment. An option for vendors to take the existing Crawler Dozer as a
trade-in was included in the bid.
This dozer will be used on a daily basis in the Municipal Solid Waste Landfill to:
• move garbage prior to compaction
• spread cover soil
• assist scraper pans in the excavation of soil
• back-up the trash compactor
• conduct general earth moving and landfill construction activities, and
• tow the alternative daily cover applicator
This working environment is very demanding on equipment. For this reason, the specifications
contained several items to ensure the unit was easier to maintain and safeguarded against
unnecessary breakdowns. The primary requirement for this was an "elevated sprocket". Dozers
without this feature have 2 or more extra rollers and are much more subject to having waste
entangled, necessitating more difficult and frequent cleaning measures. This feature eliminates the
need for a minimum of 30 minutes per day to clean garbage (often by hand) that gathers around the
extra rollers.
2
Twelve vendors were solicited for Orange County's bid number 246. A pre-bid conference was
attended by three vendors, and one vendor submitted a bid. Pursuant to the attached bid tabulation,
Gregory Poole of Raleigh, North Carolina submitted the lowest responsible bid that was responsive at
a delivered cost of $308,451 for Caterpillar D8R II. This cost includes atrade-in allowance of
$140,500 for the 1997 unit.
FINANCIAL IMPACT: Total cost of this action, if approved by the Board, would be $308,451. Staff
recommends that the Board authorize the Finance Director to arrange for an installment purchase
agreement for this equipment through a local financial institution at the most favorable interest rates
available. 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. Annual
debt service payments for such an arrangement would likely be on the order of $65,000 - $70,000.
The 2003-04 approved Solid Waste Enterprise Fund budget includes sufficient funds to pay the
anticipated debt service for the Crawler Dozer.
RECOMMENDATION(S): The Manager recommends that the Board: 1) award bid number 246 to
Gregory Poole Equipment Company of Raleigh, North Carolina at a delivered cost of $308,451; 2)
authorize the Purchasing Director to execute the necessary paperwork; and 3) authorize the Finance
Director to solicit and execute the all administrative actions and documents associated with
completing an appropriate installment financing agreement for this equipment with a local financial
institution.
BID TABULATION
BID # 246
BID FOR: CRAWLER DOZER BID AWARDED TO:
CLOSING DATE: 8-12-2003 BID PRICE:
CLOSING TIME: 3:00 PM
BUDGETED AMOUNT:
VENDOR BID UNIT COST w 5 TRADE IN NET BID
BOND YEAR POWER ALLOWANCE
TRAIN
WARRANTY
GREGORY POOLE
RALEIGH, NC YES $448,951.00 -$140,500 $3~8,451.0~
BRIGGS EQUIP. NO BID
RALEIGH, NC
IEC NO BID
CARY, NC