Bids & Purchases Committee

TOWN OF MOUNT PLEASANT, SOUTH CAROLINA BIDS AND PURCHASES COMMITTEE Monday, December 4, 2017 Municipal Complex, Committee Meeting Room, 3rd Floor 100 Ann Edwards Lane Mount Pleasant, SC 29464 MINUTES Members Present: Jim Owens, Chairman; Gary Santos and Kathy Landing Staff Present: Eric DeMoura, Town Administrator; Marcy Cotov, Chief Financial Officer; Rick Griles, Procurement Officer Mr. Owens called the meeting to order at 9:55 a.m. 1. Approval of Minutes from the November 6, 2017 Mr. Santos moved for approval; seconded by Ms. Landing. All present voted in favor. 2. Public Comments [None] 3. Employee years of service recognition Ms. Cotov recognized Jill Russ, Procurement Agent, for 10 years of service with the Town. 4. Approval to award contract for road resurfacing Mr. DeMoura stated that significant work is about to begin on maintaining the Town’s infrastructure. Mr. Griles stated that the Town received two bids from Sanders Brothers and Banks Construction for road resurfacing. He said that staff evaluated the bids and Sanders Brother was the lowest responsive, responsible bidder. He stated that there are also three add alternate items, which are  Bids & Purchases Committee December 4, 2017 Page 2 of 4 pipe projects. He said add alternates #1 and #2 are the same repair; however, using a different repair method. He stated that staff is recommending award of the bid to Sanders Brothers, the base bid and the add alternates #2 and #3, in the amount of $1,480,355.15. Mr. Santos made a motion to approve staff’s recommendations as mentioned by staff; seconded by Ms. Landing. Mr. Owens stated that in reference to add alternates #1 and #2, that add alternate #1 was RCP and #2 was an elliptical pipe and said that because of grades that the elliptical pipe was selected over the round. Mr. Griles stated that pre-solicitation they were unsure if the budget would allow for add alternate #2; however, there were sufficient funds. All present voted in favor. Mr. DeMoura stated that the following is a list of projects that this contract will support which are produced through the Town’s Pavement Management System, which evaluates the condition of each roadway and provides a list each year.  Bids & Purchases Committee December 4, 2017 Page 3 of 4 Mr. Owens stated that many of the areas around the Town are in need of resurfacing and thanked staff for all their efforts. 5. Approval to award contract for rolling trash carts Mr. DeMoura stated that the large plastic cans will be obtained by the Town for approximately $58 each. Mr. Griles stated that this is a sole source purchase request that is allowed by procurement code. He said the sole source justification is to retain consistency in the rolling trash carts and parts will be inter changeable (wheels, axles, and lids). He said these carts will replace the Town’s existing carts. He said the Town currently has semi-automated carts which will be replaced with automated carts. He said that this would put the Town in a position to move forward with the automated garbage trucks. He said that the automated carts were previously approved and to date approximately 5,300 have been purchased. He said the carts are compatible with the current semi-automated side collection equipment, but will also be compatible with the fully automated trucks (similar to the one shown in the illustration), that the Town will be purchasing in the near future. He stated that this style of truck will be phased in. He stated that the arm extends out 12 feet.  Bids & Purchases Committee December 4, 2017 Page 4 of 4 Mr. Griles stated that based on the information provided, staff recommends awarding the bid to Amick Equipment Company, Inc., which is the sole distributor for these containers in South Carolina, in the amount of $361,897.44 to purchase 6,240 containers. Ms. Landing stated staff mentioned that over 5,000 carts have been purchased and asked if the Town is looking well into the future before this project will be complete. Mr. Griles stated that it will take some time to phase this project in. He said that the first two fully automated trucks will be purchased soon. He said that these rolling carts will be compatible with both the semi- automated and fully automated trucks. Mr. DeMoura stated that the old carts will be collected and sold competitively out in the market. Ms. Landing made a motion to accept the bid from Amick Equipment Company, Inc., to purchase the rolling carts in the amount of $361,897.44; seconded by Mr. Santos. All present voted in favor. 6. Adjourn There being no further business, meeting adjourned at 10:05 a.m. Respectfully submitted, Barbara Ashe December 4, 2017