Broken Arrow City Council
Meeting of: 09-01-2015
To: Chairman and Authority Members
From: Street and Storm Water Department
Title:
title
Approval of and authorization to purchase a cab tractor for the Streets and Storm Water Department from Stewart Martin Kubota pursuant to the State of Oklahoma farm equipment contract
End
Background:
The Streets and Stormwater Department budgeted for the purchase of a cab tractor. Funds for this purchase are available in the Broken Arrow Municipal Authority (BAMA) Capital Outlay Fund in the amount of $50,000.00.
This machinery will be purchased under the Oklahoma statewide Contract for Agriculture, Trees and Brush Maintenance Equipment (Tractors, Implements, Attachments, Cutters, Boom mowers, Chippers, Grinders, Tree Saws, Mulchers, Sprayers, Material Handling, Rakes, Wood chippers, Brush, Shredders, Stump Grinders, Trommels, Tillage) number SW196. All State Departments, Boards, Commissions, Agencies and Institutions, as well as Counties, School Districts and Municipalities may purchase farm equipment from this contract.
Section 2-27 of the Broken Arrow Code addresses exceptions to the established competitive bidding process. It provides that supplies, materials, equipment or contractual services when purchased at a price not exceeding a price set by the state purchasing agency or any other state agency authorized to regulate pricing for items purchased by the state are excepted from formal competitive bidding. Purchase from the state contract is, therefore, authorized under City ordinance.
Traditionally, it was the practice of the Logistics Division to seek bids for vehicles, supplies, materials, and equipment, in addition to providing the City Council with options for purchase from the State Contract. However, seeking bids when there is a product available on the State contract that meets the necessary specifications significantly extends the timeframe required to acquire the product. Additionally, it takes considerable amount of Logistic Department staff time to assimilate the relevant information from the various Departments, prepare the specifications and complete the bidding process.
Base pricing and selected options for the cab tractor are reflected in the attached bid tabulation. The bid tabulation also includes all vendors submitting bids for this machinery under the State Contract. The Streets and Storm Water Department has identified the M9960HDC Kubota tractor from Stewart Martin as the machinery best suited for their needs and, therefore, recommends its purchase from the State of Oklahoma contract.
Cost: $44,700.00
Prepared By: Steve Arant, Streets and Storm Water Department
Reviewed By: Finance Department
Legal Department
Assistant City Manager
Approved By: Russell M. Gale, Acting City Manager
Attachments: Bid tabulation on state contract number SW196
Recommendation:
Authorize the purchase of a cab tractor from Stewart Martin Kubota pursuant to the State of Oklahoma farm equipment contract.