HomeMy WebLinkAbout20153878.tiffDEPARTMENT OF PURCHASING
Email: tjiricek@co.weld.co.us
(970) 356-4000, EXT 4223
FAX: (970) 336-7226
1150 O Street
P.O. BOX 758
GREELEY, COLORADO 80632
Date: January 6, 2016
To: Clerk to the Board
From: Trevor Jiricek, Director, General Services
Subject: Rescission of Bid Approval #61500189, Diesel Dual Fuel Conversions (CNG, Qty. 2) —
Department of Public Works
I am recommending that the Board of County Commissioners rescind the award bid #B1500189
to Stewart & Stevenson Power Products, LLC, in the amount $35,287 each for a total of
$70,574, and award it to Rush Truck Center, in the amount of $42,553.76 each for a total of
$85,107.52.
Note: The original estimate for the CMAQ grant was $85,000.
BACKGROUND:
On Monday, December 28, 2015, the Board of County Commissioners awarded the bid for the
installation of two CNG dual fuel systems to Stewart & Stevenson Power Products, LLC. Upon
being notified of the award of the bid, Stewart (letter attached) advised the County that they lost
their contract with the company that supplied the system thus they would not be able to fulfill the
award.
Based upon my understanding, Rush Truck Center is the only vendor in our area with approved
EPA technology. It's not likely we would get improved pricing or other vendors for this system.
The BOCC reviewed this in a "read -and -pass -around" dated December 30, 2015 (attached).
012)15- 52riP
STEWART & STEVENSON
5840 Dahlia Street
Commerce City, CO 80022
303-287-7441
December 29, 2015
Mr. Jay McDonald
Weld County, Colorado
1150 O Street
Greeley, CO 80631
RE: Bid Number B1500189
Weld County Public Works (Trucking Division) — CNG-Diesel Dual -Fuel Conversions
Mr. McDonald, we regret to advise you that Stewart & Stevenson is unable to fulfill our obligation under the
above referenced bid. We no longer have an agreement with our key supplier who is the manufacturer of
the Dual Fuel Conversion Kit contained in our bid, nor do we have alternative supplier options.
Please accept this letter as formal notification of our bid retraction and that we will not be able to complete
the installations contained in this Bid.
Please feel free to contact me at 720-322-7538 if you would like to discuss the matter further.
Sincerel
John McBride
General Manager
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: CNG dual fuel bid awarded to Stewart Stevenson
DEPARTMENT: Public Works DATE: 12/30/15
PERSON REQUESTING: L Jay McDonald
Brief description of the problem/issue: On Monday 12/28/15, the Board awarded a bid to Stewart
Stevenson to install CNG dual fuel systems on two Public Works 5th wheel trucks. After being notified of
the award, we were contacted by the vendor that they had lost their contract with the company that
supplied the system that they were to install and that they were no longer a dealer. Consequently they
could no longer acquire the parts and would have to withdraw their bid (the withdrawal letter is
attached). The second low bid came from Rush Trucks. I checked the bid and it meets specs. The
original amount we stated in the CMAQ grant proposal was $85,000. At $85,107.52, the Rush bid is
$107.52 over the amount we budgeted. The County match remains the same at $12,145.79. We would
have to cover the additional $107.52.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
A. Rescind the award to Stewart Stevenson and award the bid to Rush Trucks.
B. Rescind the award to Stewart Stevenson and re -bid the project.
Recommendation: Public Works recommends option A. There were only 3 qualified vendors that could
do this project. One has chosen to not bid and another has lost the contract with their supplier. We
would likely not get any better pricing or any other vendors for this system.
Mike Freeman, Chair
Sean P. Conway, Pro-Tem
Julie Cozad
Barbara Kirkmeyer
Steve Moreno
MWFORMS\WorkSession-passaround2016 doc
/Approve
Recommendation
rY1
Schedule
Work Session
Other/Comments:
DATE OF BID: DECEMBER 9TH, 2015
REQUEST FOR: (CNG) DIESEL DUAL FUEL CONVERSIONS
DEPARTMENT: PUBLIC WORKS DEPT - Trucking Division - Qty: (2)
BID NO: #61500189
PRESENT DATE: DECEMBER 14TH, 2015
APPROVAL DATE: DECEMBER 28TH, 2015
VENDOR
STEWART & STEVENSON POWER PRODUCTS,LLC
5840 DAHLIA STREET
COMMERCE CITY, CO 80022
RUSH TRUCK CENTER/GREELEY
26956 WCR 47
GREELEY CO 80631
**PUBLIC WORKS IS REVIEWING THE BIDS AT THIS TIME.
WELD COUNTY PURCHASING
1150 O Street Room #107, Greeley CO 80631
E-mail: mwalters(a?co.weld.co.us
E-mail: reverett(a?co.weld.co.us
Phone: (970) 356-4000, Ext 4222 or 4223
Fax: (970) 336-7226
TRUCK#1 TRUCK #2 TOTAL
$35,287.00 $35,287.00 $70,574.00
$42,553.76 $42,553.76 $85,107.52
MEMORANDUM
TO: Board of County Commissioners
DATE: December 15, 2015
FROM: Elizabeth Relford, Transportation Manager
SUBJECT: Bid No. B1500189 — (CNG) Diesel Dual
Fuel Conversions — Qty (2) — Public Works
For bid 1500189, Public Works received two responsive bids for the conversion of two
existing diesel fuel fifth wheel trucks. Bids for both trucks are priced at $35,287.00 for a
total bid amount of $70,574.00.
Weld County received $85,000 in federal Congestion, Mitigation, & Air Quality funds for
fiscal year 2015 in the Upper Front Range TPR. Weld County's local match for these
funds is $14,269 for a total contract amount of $99,629. Therefore due to adequate
funding availability, Public Works recommends awarding the bid to Stewart & Stevenson
Power Products LLC for $70,574.00.
Weld County's local match based on the bid will be $12,145.79
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