HomeMy WebLinkAboutDocumentation_Regular_Tab 08_12/12/2019
Agenda Item #8.
Regular Council
STAFF MEMO
Meeting: Regular Council - Dec 12 2019
Staff Contact: Matthew Hammond Department: Utilities
TITLE
John Deere 310SL Backhoe
SUMMARY:
The Utilities Department has a need to purchase a backhoe loader to support the services and
activities provided by the Distribution Division. The backhoe is used to repair water main breaks,
replace system valves and fittings, and other underground utility work. This purchase will replace two
existing backhoes (1988 and 2002) owned by the Village that have reached the end of their service
life and require significant refurbishment to return to serviceable operation. The new backhoe will
have improved safety and operational features.
To ensure the lowest possible price, staff is recommending that the Village piggyback the current
Florida Sheriff's Association/Florida Association of Counties contracts that were awarded to various
vendors (includingDobbsEquipment). This selectionbytheSheriff'sAssociation&Florida
Association of Counties was completed through a competitive selection process 2019-20 Contract
for Heavy Trucks & Equipment, Contract Number FSA19-VEH17.0.
The Florida Sheriffs Association offers statewide purchasing contracts on a variety of vehicles,
equipment, and services that are available to all eligible entities since 1993. Since its inception in
November 1993, approximately 55,000 vehicles have been purchased through these programs,
resulting in tremendous savings for participating agencies statewide.
Within the FY 2020 budget, the Village Council approved $110,000 to be used for the purchase of a
backhoe loader. Through the Sheriff's Association & Florida Association of Counties' bid, the Utilities
Department obtained a price of $105,139.75 to purchase one John Deere 310SL Backhoe.
If approved, the Village would accept Dobbs Equipment's pricing by piggybacking the Sheriff's
Association & Florida Association of Counties' contract including all terms, conditions and pricing
therein. The term of the contract is set to expire on September 30, 2020.
BUDGET INFORMATION:
BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT:
$110,000 $110,000 $105,139.75
Additional Budgetary Information: Funding Source(s):
Note: This capital purchase was funded in the
401-411-552.600 & 403-250-664.600
approved FY19/20 budget 80% from the Water
Enterprise Fund and 20% from the Stormwater
Page 108 of 294
Agenda Item #8.
Enterprise Fund.
POTENTIAL MOTION / DIRECTION REQUESTED:
Authorize piggyback contract and associated purchase requisition with Dobbs Equipment for the
purchase of one John Deere 310SL Backhoe.
ATTACHMENTS:
Proposed Agreement - Backhoe Loader - Dobb's Equipment
Page 109 of 294
Agenda Item #8.
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Page 110 of 294
Agenda Item #8.
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Agenda Item #8.
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EXHIBIT A
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EXHIBIT B
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Rev 7/20/2018
Contract Terms and Conditions
and references to solicitation documents. The term shall not include request for proposals, request
for quotes, request for letters of interest, or the solicitation of purchase orders based on oral or
written quotations.
h.Manufacturer: The original producer or provider of vehicles or equipment offered on this contract.
i.Manufacturer’s Suggested Retail Price (MSRP): Manufacturer’s Suggested Retail Price (MSRP)
represents the Manufacturer’s recommended retail selling price, list price, published list price, or
other usual and customary price that would be paid by the purchaser. The following are acceptable
sources of current MSRPs and MSRP Lists for use in submission of the bid solicitation and the
resulting contract:
1.Manufacturer’s Computer Printouts; Ford - “Dora”; General Motors - “GM Autobook”; or
approved equivalent
2.Chrome Systems, Inc.’s PC Carbook (PC Carbook Plus and PC Carbook Fleet Edition)
3.Manufacturer’s Annual U.S. Price Book
4.Manufacturer’s official website
j.Non-Scheduled Options: Any optional new or unused component not specified, feature or
configuration not included in the base representative vehicle model specifications or options.
k.Production Cutoff: A term used by manufacturers to notify dealers that the factory has reached
maximum capacity for orders. Vehicle manufacturers use this term when referring to any given
model year for production.
l.Published List Price: A standard “quantity of one” price currently available to government and
educational purchasers, excluding cooperative or volume discounts.
m.Purchaser: A Purchaser is an entity that seeks to obtain vehicles or equipment off this contract by
meeting the eligible user criteria or with vendor approval.
n.Purchase Order: A documented agreement formalizing the terms and conditions of this contract
under which a vendor furnishes vehicles or equipment to a purchaser.
o.Third Party Supplier: Businesses external to a bidder or vendor that provide products and services
which contribute to the overall finished vehicle. Third Party Suppliers are contractors under the
direction and responsibility of the bidder or vendor. Third Party Suppliers may also be referred to
as upfitters within this document.
p.Vehicle Bid Award System (VeBA): The online system used for the submission of electronic bids
and tabulation of bid results for the specifications connected to this Invitation to Bid.
q.Vendor: The bidder that has been awarded and agrees to provide products, vehicles, or equipment,
which meet the requirements and base specifications. The vendor must agree to the contract
terms and conditions of the contract before being awarded to the contract.
r.Vendor Installed: A product or service provided by the vendor or other third party; not the factory.
1.1.0909 ELIGIBLE ELIGIBLE PURCHASERPURCHASERS OF CONTRACT S OF CONTRACT
FSA Cooperative Purchasing Program 2018-2019
Page 8
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Rev 7/20/2018
Contract Terms and Conditions
Awarded bAwarded bidsids, or contract prices,, or contract prices, will be extended and guaranteed to any will be extended and guaranteed to any unit of local government,unit of local
government, political political
subdivisisubdivision or agency on or agency of the State of Florida. This includes, but is not limited to countiesof the State of Florida. This includes, but is not limited to counties,
, municipalities, municipalities,
sheriffs’ offices, clerks, property appraisers, tax collectors, supervisors of elections, school boards or sheriffs’ offices, clerks, property appraisers, tax collectors, supervisors
of elections, school boards or
districts, water managementdistricts, water management districts, districts, police police and fire departmentsand fire departments,, emergency response units, emergency response units,
state state
universities and collegesuniversities and colleges, or, or otherother state,state, local or local or regional government entitiesregional government entities within the State of Florida.
within the State of Florida.
All All purchaserspurchasers are bound byare bound by state law, state law, local ordinances, rules and regulations local ordinances, rules and regulations for for purchpurchases made
under ases made under
this contract. Pthis contract. Participating agencies cannot guarantee any order other than those ordered articipating agencies cannot guarantee any order other than those ordered by
theby the individual individual
agency.agency.
In addition, bids In addition, bids cancan be extended and guaranteed to other entities approvebe extended and guaranteed to other entities approved by manufacturers d by manufacturers
to to
participate in this contract to include out of state sales.participate in this contract to include out of state sales. VendorsVendors are governed by are governed by their manufacturer’s
their manufacturer’s
agreement, and must agree to the terms and conditions of this contract. agreement, and must agree to the terms and conditions of this contract.
1.10 LEGAL REQUIREMENTS
Federal, State, county laws, ordinances, rules and regulations that in any manner affect the items covered
herein apply. Lack of knowledge by the bidder of applicable legal requirements will in no way be a cause for
relief from responsibility.
1.11 PATENTS & ROYALTIES
The bidder, without exception, shall indemnify and hold harmless the FSA and its employees from liability
of any nature or kind, including costs and expenses for, or on account of, any copyrighted, patented, or
unpatented invention, process, or article manufactured or used in the performance of the contract,
including its use by the FSA or a purchaser.
If the bidder uses any design, device or materials covered by letters, patent, or copyright, it is mutually
understood and agreed, without exception, that the bid prices shall include all royalties or costs in any way
arising, directly or indirectly, from the use of such design, device, or materials in any way involved in the
work.
1.12 FEDERAL AND STATE STANDARDS
It is the intent of FSA that all specifications herein are in full and complete compliance with all federal and
State of Florida laws, requirements, and regulations applicable to the type and class of commodities and
contractual services being provided.
In addition, any applicable federal or State legal or regulatory requirements that become effective during
the term of the Contract, regarding the commodities and contractual services’ specifications, safety, and
environmental requirements shall immediately become a part of the Contract. The vendor shall meet or
exceed any such requirements of the laws and regulations. If an apparent conflict exists, the vendor shall
contact the Administrator immediately.
The bidder shall obtain and pay for all licenses, permits and inspection fees for this bid submission and
contract.
FSA Cooperative Purchasing Program 2018-2019
Page 9
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EXHIBIT C
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EXHIBIT D
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