How To Award A Bid For Vehicles And Equipment For El Pauper Water Utilities

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1 SUBJECT Bid Number 41-14, Vehicles and Equipment PUBLIC SERVICE BOARD MEETING AGENDA ITEM REGULAR MEETING Wednesday, July 09, 2014 BACKGROUND This bid is for vehicles and equipment replacement for El Paso Water Utilities. EVALUATION PROCESS Twenty (20) potential bidders were provided bids. Nine bids were received. Art Quijano, Fleet and Building Maintenance Superintendent, evaluated this bid and determined that the lowest responsive, responsible bidders, meeting all specifications were as follows: Casa Ford for items 1, 2, 3, 4A, 4B, 5, 6, 8, 9, 10, 11, and 13 for a total amount of $1,466, RJ Border International for items 12, 14, 16-A and 16-B (trade-in $35,000)17-A and 17-B (Trade-in $35,000) 18-A and 18-B (trade-in $35,000) for a total amount of $1,237,498. Nueces Power Equipment for item 22 for a total amount of $61, Rivers Equipment for items 19, 20, 24, 25, 26-A and 26-B (trade-in $30,000) for a total amount of $831,200. Wagner Equipment Company for item 21 for a total amount of $69,372. As per the Purchasing Policy, Mr. Quijano looked at several cooperative purchasing and buy-board programs and found the prices were higher on the heavy equipment than for Bid Number 41-14, Vehicles and Equipment except for items 27A and 27B. Item 27A the mono telescopic boom rubber tire excavator and 27B (trade-in $8,900) will be purchased utilizing the HGACBuy cooperative purchasing agreement, contract number EM06-13 to Sierra Machinery for a total amount of $356,199 which is $2,508 lower than the bid price. Regarding the vehicles, he also found that the cooperating purchasing and buy board programs could not offer the Utility color code to paint the vehicles or provide the power train and drive diagnostic manuals so the Utility could perform engine diagnostics post warranty. FINANCIAL IMPLICATIONS Sufficient funds are available in Account Numbers and and the funding sources are the Water and Sewer Improvement Fund and the Stormwater Improvement Fund. PROPOSED ACTION REQUESTED Recommend award of Bid Number 41-14, Vehicles and Equipment, to the following lowest responsive, responsible bidders meeting all specifications. Casa Ford for items 1, 2, 3, 4A, 4B, 5, 6, 8, 9, 10, 11, and 13 for a total amount of $1,466, RJ Border International for items 12, 14, 16-A and 16-B (trade-in $35,000)17-A and 17-B (Trade-in $35,000) 18-A and 18-B (trade-in $35,000) for a total amount of $1,237,498. Nueces Power Equipment for item 22 in the amount of $61, Rivers Equipment for items 19, 20, 24, 25, 26-A and 26-B (trade-in $30,000) for a total amount of $831,200. Wagner Equipment Company for item 21 in the amount of $69,372. Also recommend award of mono telescopic boom rubber tire excavator less trade-in utilizing the HGACBuy cooperative purchasing agreement, contract number EM06-13 to Sierra Machinery for a total of $356,199. SUPPORTING DOCUMENTATION PROVIDED: Bid Tabulation Quote from HGACBuy Bid Number 41-14, Vehicles and Equipment Page 1 of 1

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6 CONTRACT PRICING WORKSHEET For Standard Equipment Purchases Contract No.: EM06-13 Date Prepared: 6/30/2014 This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents MUST be faxed to Therefore please type or print legibly. Buying Agency: El Paso Water Utilities Contractor: Sierra Machinery Inc. Contact Person: Mr. Art Quijano Prepared By: Charles D. Ward Phone: 915/ Phone: 915/772/0613 ext. 145 Fax: Fax: 915/ aquijano@epwu.org cward@sierraelpaso.com Product Code: 15B : XL5300 III Hydraulic Wheeled Excavator A. Product Item Base Unit Price Per Contractor's H-GAC Contract: 309,120 B. Published Options - Itemize below - Attach additional sheet if necessary - Include Option Code in description if applicable (Note: Published Options are options which were submitted and priced in Contractor's bid.) Strobe Light, Upper Hydraulic Quick Couplers Additional Manuals Special Blue Paint, one color Auxiliary Hydraulics Foot Pedal, Aux. Hydraulics RexRoth BODAS w/ Hardware Front Window Guard, Hinged Low Pressure Return to Tank, Aux Hyd Backfill Blade Spare Tire Assembly " Ditching Bucket w/ BOCE Alamo 60" Rotary Mower, single door Bracket for Mower 5,760 2, ,051 3, , ,463 C. Unpublished Options - Itemize below - Attach additional sheet if necessary (Note: Unpublished options are items which were not submitted and priced in Contractor's bid.) 600 1,200 11,350 1,613 Subtotal From Additional Sheet(s): Subtotal B: Subtotal From Additional Sheet(s): Subtotal C: Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit Price plus Published Options (A+B). For this transaction the percentage is: 4% D. Total before any other applicable Charges, Trade-Ins, Allowances, Discounts, Etc. (A+B+C) Quantity Ordered: 1 X Subtotal of A + B + C: = Subtotal D: E. Trade-Ins / Special Discounts / Other Allowances / Freight / Installation / Miscellaneous Charges Fregiht Charges, Factory to El Paso Freight Charges, Local to EPWU Pre-Delivery Inspection & Fuel 9, , Gradall XL5100 s/n (Trade-In) -8,900 Subtotal E: 1350 Delivery Date: F. Total Purchase Price (D+E):