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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of September 24, 2008
DATE: September 16, 2008
FROM: Dennis Morris
Road Dept. Phone # 322-7125
TITLE OF AGENDA ITEM: Consideration and Chair signature of a notice of intent to award letter
and subsequent document #2008-522, a purchase contract with Brattain International Trucks, Inc. fibr
the purchase of seven dump trucks.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The Road Department advertised an invitation to bid for the purchase of seven new dump trucks. Four
bids were received with the low bidder meeting all required specifications being Brattain International
Trucks, Inc. in the amount of $877,968.00. The Department will include the three year extended
warranty for a contract total of $890,498.00.
FISCAL IMPLICATIONS:
$980,000.00 was budgeted in line item #330-5100-431-9410, this line will be reduced by $890,498.00.
RECOMMENDATION & ACTION REQUESTED:
Approval and Chair signature of the notice of intent to award letter; and, if no appeal is received,
signature of Document #2008-522, the purchase agreement.
ATTENDANCE: Dennis Morris, Support Services Manager
DISTRIBUTION OF DOCUMENTS: Two copies needed, one for vendor and one for the Road Dept.
One (1) signed copy of the contract to be mailed to:
Brattain International Trucks, Inc. c/o Barney Newman
P.O. Box 11287
Portland, OR 97211
One (1) signed copy sent to the Road Department
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: September 16, 2008 Department: Road
Contact Person: Dennis Morris Phone #: 322-7125
Contractor/Supplier/Consultant Name: Brattain International Trucks, Inc.
Goods and/or Services: Purchase of seven (7) new dump trucks.
Background & History: The Road Department has budgeted to replace its seven
1995 dump trucks. The amount budgeted is $140,000.00 each for a total of
$980,000.00. We received four bids, the lowest bidder meeting all specifications is
Brattain International Trucks Inc. in the amount of $125,424.00 each for a total of
$877,968.00. We will also purchase the three year extended warranty option for
$1,790.00 per truck for a total purchase price of $890,498.00.
Agreement Starting Date: October 1, 2008 Ending Date: January 30, 2009
Annual Value or Total Payment: $890,498.00
N/A Insurance Certificate Received (check box)
Insurance Expiration Date: N/A
Check all that apply:
X RFP, Solicitation or Bid Process
Informal quotes (<$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes [ I No
If No, has budget amendment been submitted? 1 1 Yes Ii No
Departmental Contact: Dennis Morris Phone #: 322-7125
Title: Support Services Manager
Department Director Approval:2eL_/6 Dg
Signature Date
Distribution of Document: Two (2) signed copies are required.
One (1) copy to be mailed to:
Brattain International Trucks, Inc. c/o Barney Newman
P.O. Box 11287
Portland, OR 97211
9/16/20,18
One (1) copy to be sent to the Road Department.
Official Review:
County Signature Required (check one): xx BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Legal Review Date
Document Number #2008-522
9/16/20( 8