AI- 151
Consent .
Regular Board of Supervisors Meeting
Heavy Fleet
- Meeting Date:
- 03/15/2011
- Title:
- Award of Contract for Heavy Equipment Rental
- Submitted By:
- Dave Seward, Procurement
- Department:
- Procurement
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature NOT Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
2
NAME
of PRESENTER:
of PRESENTER:
N/A
TITLE
of PRESENTER:
of PRESENTER:
N/A
Mandated Function?:
Federal or State Mandate
Source of Mandate
or Basis for Support?:
or Basis for Support?:
Docket Number (If applicable):
Information
Agenda Item Text:
Approve the award of Invitation for Bid No. 11-34-HFM-02 for the Heavy Fleet Management Department to various vendors for the rental of heavy equipment in the estimated amount of $91,000 for the period of April 1, 2011 through March 31, 2012.
Background:
Contract No. 08-69-HFM-02 for heavy equipment rental was up for renewal on March 31, 2011. Although the terms of the existing contract allow for an option to renew for up to three more years in one year increments, due to the current economic climate the Procurement and Heavy Fleet departments thought that by re-bidding this contract we could obtain more competitive pricing than we are currently getting.
Invitation for Bid No. 11-34-HFM-02 was released on January 19, 2011. The bid was advertised in the San Pedro Valley News on January 26 and February 2, 2011, posted on the County website, and mailed to twenty-three vendors. Thirteen bids were received prior to the bid closing date and time of February 17, 2011, at 4:00 p.m.
The Heavy Fleet Management Director has evaluated all bids received in accordance with the bid specifications. The terms of the bid stated that the County’s intent was to make multiple awards as may be required considering geographical location, rental duration, and delivery charges. The evaluation of bids and recommendation of award considered all these criteria to determine the overall lowest costs. It is being recommended that a contract be awarded to all thirteen vendors as follows:
RSC Equipment Rental, Inc., Scottsdale, AZ
Hertz Equipment Rental Corp., Tucson, AZ
ECCO Equipment Corp., Phoenix, AZ
B&B Equipment Rental, Tucson, AZ
Empire Machinery, Tucson, AZ
Volvo Rents, Tucson, AZ
Tucson Tractor Co., Tucson, AZ
H&E Equipment Services, Tucson, AZ
Road Machinery Phoenix, AZ
Neff Rental Tucson, AZ
Sunbelt Rentals Inc., Fort Mills, SC
United Rentals, Tucson AZ
Earhart Equipment Corp., Tucson, AZ
A tabulation of costs is attached which demonstrates that by re-bidding this contract the County will be getting more competitive pricing than the current contract.
Invitation for Bid No. 11-34-HFM-02 was released on January 19, 2011. The bid was advertised in the San Pedro Valley News on January 26 and February 2, 2011, posted on the County website, and mailed to twenty-three vendors. Thirteen bids were received prior to the bid closing date and time of February 17, 2011, at 4:00 p.m.
The Heavy Fleet Management Director has evaluated all bids received in accordance with the bid specifications. The terms of the bid stated that the County’s intent was to make multiple awards as may be required considering geographical location, rental duration, and delivery charges. The evaluation of bids and recommendation of award considered all these criteria to determine the overall lowest costs. It is being recommended that a contract be awarded to all thirteen vendors as follows:
RSC Equipment Rental, Inc., Scottsdale, AZ
Hertz Equipment Rental Corp., Tucson, AZ
ECCO Equipment Corp., Phoenix, AZ
B&B Equipment Rental, Tucson, AZ
Empire Machinery, Tucson, AZ
Volvo Rents, Tucson, AZ
Tucson Tractor Co., Tucson, AZ
H&E Equipment Services, Tucson, AZ
Road Machinery Phoenix, AZ
Neff Rental Tucson, AZ
Sunbelt Rentals Inc., Fort Mills, SC
United Rentals, Tucson AZ
Earhart Equipment Corp., Tucson, AZ
A tabulation of costs is attached which demonstrates that by re-bidding this contract the County will be getting more competitive pricing than the current contract.
Department's Next Steps (if approved):
Execute contracts. Process purchase orders as required. Monitor performance of contracts.
Impact of NOT Approving/Alternatives:
Procurement would be required to obtain quotes every time there was a need for heavy equipment rental which would result in higher rental prices and additional workload for both the Procurement and Heavy Fleet Management departments.
To BOS Staff: Document Disposition/Follow-Up:
Contracts signed by the vendors will be hand carried to the Clerk of the Board.
Fiscal Impact
- Fiscal Year:
- 2011
- One-time Fixed Costs? ($$$):
- 91,000
- Ongoing Costs? ($$$):
- County Match Required? ($$$):
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- Source of Funding?:
Fiscal Impact & Funding Sources (if known):
Heavy Fleet Management has budgeted $91,000 for expenditures for the contract period of April 1, 2011 through March 31, 2012.