HomeMy WebLinkAboutAgenda - 10-21-2008 -4kORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 21, 2008
Action Agenda
Item No. ~~ K
SUBJECT: Bid Award: Live-Floor Trailer for Orange County Solid Waste
DEPARTMENT: Purchasing and Solid Waste PUBLIC HEARING: (Y/N) No
Management
ATTACHMENT(S):
Bid Tabulation
INFORMATION CONTACT:
Pam Jones, 245-2652
Gayle Wilson, 968-2885
PURPOSE: To consider awarding a bid (bid #1555) to Atlantic Utility Trailer Sales, Inc. of Thorofare,
New Jersey for the purchase of one (1) Live-Floor (self-unloading) Trailer for use by the Recycling
Division of the Department of Solid Waste Management at the delivered cost of $60,244.
BACKGROUND:. Funds to purchase alive-floor self unloading trailer were included in the FY2008-09
Recycling Division budget. The trailer will be used to haul commingled containers (mixed cans and
bottles) to a merchant operated recycling processing facility as described in detail in the report to the
Board on June 3, 2008. As described in the report, transferring cans and bottles to a third party
processor will significantly increase operating efficiencies of the drop-off and commercial recycling
programs and will enable enhancements and improvements to a variety of recycling programs
operated by Orange County. A "live-floor" trailer is a trailer with a type of floor designed for self-
unloading.
Bids, based on specifications developed by County staff, were solicited from ten vendors. The
solicitation, which falls below the statutory limit for advertisement in a newspaper, was posted on the
County's website. The attached tabulation reflects the responses of the seven responding
companies. While Mac Trailer of Alliance, Ohio submitted the lowest responsive bid at a delivered
cost of $58,236, this trailer has a delivery date of 60 days. Bid documents indicate time is of the
essence in delivery of the equipment and that delivery time would be considered~when making award.
Although there is a difference of $2,008 between the cost of-the low bid and second bidder, there is
substantial difference in the delivery time (60 days vs. 14-21 days). For that reason, staff
recommends awarding the bid to the next lowest bidder, Atlantic Utility Trailer of Thorofare, New
Jersey at a delivered cost of $60,244 and a delivery time of 14 to 21 days.
Solid Waste staff has indicated delivery time for the trailer is critical to the implementation of the
transition to commingled containers for the drop-off and commercial programs and also to the timing
of a wide array of program recycling enhancements planned for this Fiscal Year. The consequences
of delaying the receipt of the trailer by an additional 45 days (to receive the low-bid trailer) include the
delayed implementation of the transition to commingled containers, the delay of the addition of paper
to commercial recycling sites, the delayed expansion of the commercial recycling program to new
locations, and the delay of the expansion of the drop-off program to include the collection of a new
variety of plastics.
In addition to the above noted delays, until the Recycling Division can complete the transition to
hauling commingled containers in the 120 cubic yard live-floor trailer, commingled cans and bottles
generated by the multifamily and rural curbside programs must continue to be hauled in smaller 40
cubic yard loads. Thus, every week of delay in the transition to hauling in the larger 120 cubic yard
trailer will result in the need for seven additional outgoing trips to the processing facility in
Greensboro. At current fuel prices, the projected cost of fuel used as a result of the delay incurred by
waiting for the receipt of the low bid trailer is approximately $600 per week. At that rate and assuming
a six week delivery difference between the low bid and second lowest bid trailers, the resultant
expenditure in fuel alone is approximately $3,600. Thus the selection of the low bid trailer with a 60
day delivery will result in an increased net expenditure by the County of $1,592. For these reasons,
staff recommends the selection of the second lowest bid as submitted by Atlantic Utility Trailer.
FINANCIAL IMPACT: Total cost of this action, if approved by the Board, would be $60,244.
Sufficient funds are allocated in the Solid Waste Management Department FY 08-09 operating
budget.
RECOMMENDATION(S): The Manager recommends that the Board award bid #1555 to Atlantic
Utility Trailer Sales, Inc. for the purchase of one (1) Live-Floor (self-unloading) Trailer for use by the
Recycling Division of the Department of Solid Waste Management at the delivered cost of $60,244;
and authorize the Purchasing Director to execute the necessary paperwork.
BID TABULATION
BID # 1555
BID FOR: LIVE FLOOR TRAILER BID AWARDED TO: Atlantic Utility Trailer
CLOSING DATE: 9-26-2008 BID PRICE: $60.244
CLOSING TIME: 3:OOPM BUDGETED AMOUNT: $65,000
VENDOR DELIVERY BID COST DELIVERED
Mac Trailer 60 days $58,236
Alliance, OH
Atlantic Utility Trailer 14-21 days $60,244
Thorofare, NJ
Steco 90 days $62,290
Ocean Isle, NC
Travis Body and Trailer Not indicated $63,015
Houston, TX
Spector 160 days $66,600
St. Clair, PA
Warren 120 days $68,995
Plant City, FL
Manac 120 days $74,995
Quebec, Canada