HomeMy Public PortalAboutAB 17-199 COM Heavy Equipment Lease
McCALL CITY COUNCIL 216 East Park Street
AGENDA BILL McCall, Idaho 83638
Number AB 17-199
Meeting Date September 14, 2017
AGENDA ITEM INFORMATION
SUBJECT:
Request to Award the FY2018-2022 Heavy Equipment Lease/Purchase and Adopt Resolution 17-19 for a 5-year Lease-Purchase
Department Approvals
Initials
Originator
or
Supporter
Mayor / Council
City Manager
Clerk
Treasurer
Community Development
Police Department
Public Works
/
Originator
Golf Course
/
Supporter
COST IMPACT:
Streets: $97,044.10 (annually)
Water: $12,151.56 (annually)
Parks: $4,635.78 (annually)
Golf: $2,035.78 (annually)
Parks and Recreation
KW
Supporter
FUNDING SOURCE:
See above
Airport
Library
TIMELINE:
FY18 – FY22
Information Systems
Grant Coordinator
SUMMARY STATEMENT:
Existing heavy equipment 5-year leases for four (4) pieces of equipment currently leased by the Streets Department are set to expire on November 1, 2017. Accordingly, the Public Works
Department completed a formal bidding procedure for new 5-year leases for the Streets Department’s future equipment rental needs. These equipment comprise the “Base Bid.” Added to the
invitation to bid were two Bid Alternates:
Bid Alternate A: one (1) “tracked” skid steer – This skid steer is intended to be used and cost shared by the Golf and Parks Departments.
Bid Alternate B: one (1) all-wheel drive backhoe with plate compactor – This backhoe will serve the Water Department and replace the Department’s existing, leased, backhoe of which
the existing lease will expire on January 1, 2018.
The Invitation to Bid was published on August 3rd, 2017 and advertised for two weeks publicly in the local newspaper. The bid opening occurred on August 30, 2017. All bids were reviewed
by staff and legal counsel to determine the responsive low bidder. Included is a bid summary of the two bids received. Western States was determined to be the responsive low bidder
for the Base Bid annual lease payment as well as Bid Alternate A and Bid Alternate B annual lease payments. Coastline Equipment annual lease payments for each bid were higher than Western
States as well as being considered non-responsive because they could not deliver their equipment by the required date of October 25, 2017.
Also included is the Government Equipment Lease-Purchase Agreement, and Resolution 17-19 which allows the City to enter into a multi-year lease that includes a “Non-Appropriation” provision.
All contracts/agreements will be approved by legal counsel prior to securing signatures.
RECOMMENDED ACTION:
Award FY2018-22 Heavy Equipment Lease/Purchase for Base Bid, Bid Alt. A, and Bid Alt. B to Western States, Inc.
Adopt Resolution 17-19 authorizing the Mayor to enter into, on behalf of the City of McCall, a “Governmental Equipment Lease-Purchase Agreement” and a “Non-Appropriation Addendum” and
authorize the Mayor to sign all necessary documents.
RECORD OF COUNCIL ACTION - NONE