TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Bid: Asphalt Roller
DATE: May 7, 2001
The attached resolution would accept the bid of North Carolina Equipment Company in the amount of $31,478 for an asphalt roller with transport trailer for use in the Public Works Department’s Field Operations Division. Funding for this purchase is available from the FY 1999-2000 Fleet Replacement Fund.
The asphalt roller with transport trailer would be used in the Streets Program, Field Operations Division of the Public Works Department. The primary mission of this item would be asphalt street construction and repair.
The existing loader is a 1985 model. The planned service life for such equipment under our Fleet Replacement Program is ten years. This item has been retained in service for about five years beyond its planned service life. The new asphalt roller with transport trailer would replace the 15-year-old unit, which would be sold as a surplus asset in accordance with our fleet management policy of “one-in-one-out.” Replacement of this equipment will enhance our capability to deliver routine street maintenance and street reconstruction services.
The Fleet Replacement Fund for FY 1999-2000 includes $40,000 for the asphalt roller. The cost of the asphalt roller with transport trailer recommended for purchase is within the budgeted amount.
The “piggy backing” bid procedure is being used for this equipment. This process is authorized and explained in North Carolina General Statute 143-129(g), which is attached. In essence, it allows the Town to purchase this equipment at the same price as already bid to another government entity through the formal bid process. The Town of Henderson, NC opened bids on January 3, 2001. The advantages of using this method of procurement are a known favorable price and a delivery time much shorter than what we would expect with a formal bid.
The Town of Henderson went through the formal bid process during December, 2000. The bids were received and opened on January 3, 2001. The bid was awarded the North Carolina Equipment Company, Raleigh. The bid price of this asphalt roller with transport trailer is $31,478. North Carolina Equipment Company, Raleigh has agreed to sell the Town of Chapel Hill an asphalt roller with transport trailer at the bid price offered to the Town of Henderson.
The asphalt roller with transport trailer bid to the Town of Henderson at $31,478 meets all specifications for the Town of Chapel Hill and is within the budgeted amount in the Fleet Replacement Fund for FY 1999-2000.
That the Council adopt the attached resolution accepting the offer of the North Carolina Equipment Company for an asphalt roller with transport trailer in the amount of $31,478.
A RESOLUTION ACCEPTING THE BID FOR THE PURCHASE OF AN ASPHALT ROLLER WITH TRANSPORT TRAILER (2001-05-07/R-5)
WHEREAS, the Town of Chapel Hill has advertised notice of waiver of the formal bid process by legal notice in The Chapel Hill Herald Classifieds on April 27, 2001, in accordance with G.S. 143-129(g) for the purchase of an asphalt roller with transport trailer; and
WHEREAS, a formal bid competition was held by the Town of Henderson with a bid opening on January 3, 2001 in accordance with G.S. 143-129; and
WHEREAS, the North Carolina Equipment Company offers the Town an asphalt roller with transport trailer at the same price as offered to the Town of Henderson;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Town implements the waiver of formal bid process in accordance with G.S. 143-129(g) and accepts the offer to sell of North Carolina Equipment Company in the amount of $31,478.
This the 7th day of May, 2001.
North Carolina General Statute 143-129(g):
(g) When the governing board of any municipality, county, or other subdivision of the
State, or the manager or purchasing official delegated authority under subsection (a) of this section, determines that it in the best interest of the unit, the requirements of this section may be waived for the purchase of apparatus, supplies, materials, or equipment from any person or entity that has, within the previous 12 months, after having completed a public, formal bid process substantially similar to that required by this Article, contracted to furnish the apparatus, supplies, materials, or equipment to:
(1) The United States of America or any federal agency:
(2) The State of North Carolina or any agency or political subdivision of the State: or
(3) Any other state or any agency or political subdivision of that state,
if the person or entity is willing to furnish the items at the same or more favorable prices, terms, and conditions as those provided under the contract with the other unit or agency. Notwithstanding any other provision of this section, any purchase made under this subsection shall be approved by the governing body of the purchasing municipality, county or other political subdivision of the State at a regularly scheduled meeting of the governing body no fewer than 10 days after publication of notice, in a newspaper of general circulation in the area served by the governing body, that a waiver of the bid procedure will be considered in order to contract with a qualified supplier pursuant to this section. Rules issued by the Secretary of Administration pursuant to G.S 143-49(6) shall apply with respect to participation in State term contracts.