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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: December 6, 2004 <br />Action Agen~d.a '/ <br />Item No. <br />SUBJECT: Bid Award: Crawler Dozer for Orange County Landfill <br />DEPARTMENT: Purchasing/Solid Waste PUBLIC HEARING: (Y/N) No <br />Management <br />ATTACHMENT(S): INFORMATION CONTACT: <br />Pam Janes, 245-2652 <br />Bid Tabulation Gayle Wilson, 968-2885 <br />TELEPHONE NUMBERS: <br />Hillsborough 732-8181 <br />Chapel Hill 968-4501 <br />Durham 688-7331 <br />Mebane 336-227-2031 <br />PURPOSE: To consider awarding a bid to Gregory Poole of Raleigh, North Carolina for a Crawler <br />Dozer for the Orange County Landfill. <br />BACKGROUND: The 2004-2005 Landfill budget includes funding for the purchase of a replacement <br />Crawler Dozer to be utilized at Orange County s construction and demolition (C&D) landfill. This <br />machine will be used on a daily basis within the C&D landfill to place C&D material into the proper <br />working face area far compaction, The dozer also is used to cover the compacted material weekly as <br />required by the County's State operating permit. The equipment will also be used as needed in <br />construction projects throughout the entire Landfill. <br />Purchasing and Solid Waste staff developed specifications that best met the intended use of the <br />equipment. Twelve vendors were solicited for Orange County's bid number 251. Three vendors <br />submitted bids. Pursuant to the attached bid tabulation, Gregory Poole of Raleigh, North Carolina <br />submitted the lowest responsible bid that was responsive, at a delivered cost of $274,700 for <br />Caterpillar D6R II. <br />FINANCIAL IMPACT: The purchase price of the equipment is $274,700, Sufficient funds were <br />allocated within the FY 2004-2005 Solid Waste budget to purchase this equipment outright, However, <br />staff recommends that the equipment be financed aver a 59 month period to take advantage of <br />prevailing low interest rates and to improve the cash position of the Landfill enterprise fund. <br />Assuming that financing can be obtained at interest rates from 3.25 to 4.00%, estimated annual <br />payments for the equipment for the next five years should be roughly $60,000 to $62,000, <br />RECOMMENDATION(S): The Manager recommends that the Board: 1) award bid number 251 to <br />Gregory Poole Equipment Company of Raleigh, North Carolina at a delivered cast of $274,700; 2) <br />authorize the Purchasing Director to execute the necessary paperwork; and 3) authorize the Finance <br />Director to obtain appropriate financing and execute all associated paperwork, <br />