A SPECIAL MEETING
of the Board of Chippewa County Road Commissioners was duly held in their
offices located at 3949 S. Mackinac Trail, Sault Ste. Marie,
The meeting was called to order
at
PRESENT: Chairman
MacDonald, Commissioners Holt and Carr, Manager Heckman, Office Mgr. Decker and
Chief Mechanic Sibbald.
PURPOSE: Meeting with Steve Rodenroth
from Sadler Motors and Peterbilt truck purchases.
Chairman MacDonald and Mgr.
Heckman opened discussion on the Peterbilt Truck
purchases. The standard warranty is for
one year.
Chief Mechanic Sibbald stated one issue we’re having is with injectors but
there is a 5 year/500,000 mile warranty available for an additional $600.00 per
truck which covers fuel injectors.
Because fuel injectors are not
covered under the engine warranty Manager Heckman suggested we go with the 5
year, 500,000 mile warranty to cover injectors only for $600.00 per truck for a
total cost of $4,800.00.
MOTION by
Commissioner Holt SECONDED by Commissioner
MacDonald to purchase the additional fuel injector warranty and add this to
purchase price.
MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.
MOTION by
Commissioner Holt SECONDED by
Commissioner Carr to proceed with the purchase of the trucks including the
warranty addition and present the financing information when available.
MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.
Office Mgr. Decker stated that
if no financing was available, we still have the resources to complete the
transaction. We would handle it the same
as before, pay for the equipment as the down payment and use the chassis’ as
collateral for the part of the transaction that we are going to finance.
MOTION by
Commissioner MacDonald SECONDED by
Commissioner Holt to authorize Manager Heckman to select the proper personnel
to attend winter seminar with Truck & Trailer in
MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.
Discussion ensued as to
purchasing vehicles not specifically ordered.
Chairman MacDonald stated it would be hard to write a specification for
such a vehicle. Also how far do we go
with advertising and do we just bid local or throughout the state.
Mr. Rodenroth
stated they see bids from several entities.
Sometimes the specifications favor a particular brand. He was mainly concerned with the process that
was used.
Chairman MacDonald raised
concerns about competition if local dealers were the only ones contacted.
Mgr. Heckman mentioned that nobody
was given quote information. We talked
to the auditor and he didn’t have any problems with our procedure.
Mr. Rodenroth
stated that he was told we wanted “leather and loaded.”
Chief Mechanic Sibbald stated that he asked for standard options available
on the lot and nothing flashy. Further
discussion ensued.
Mr. Rodenroth
stated that Chief Mechanic Sibbald’s name was not
brought up as to conversations between himself and the Board or Manager
Heckman.
Chairman MacDonald believes that
this situation was blown out of proportion.
He read another section of the
Purchasing Procedures in the Uniform Accounting Manual that specifically
mentions “Local Bidder Preference.”
Mr. Heckman reiterated that we
do try to deal local as much as possible, but the difference in this case was
significant.
He asked Mr. Rodenroth
how things could have been done different.
Mr. Rodenroth stated that if bids were opened
at the same time and not contacted after the fact he would consider that more
fair. He also indicated that he did not
consider requesting quotes from dealers outside
Chief Mechanic Sibbald indicated he feels the hoist and vehicle bids have
somehow become entwined because of bad feelings and misinformation. He also stated that he did not specifically
write any one out but stated the specifications we wanted with regards to the
hoist.
Further discussion ensued with
regards to the purchasing procedures in the Accounting Manual.
MOTION by
Commissioner Holt SECONDED by
Commissioner Carr that we continue to follow the state law when we purchase
equipment and supplies.
MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.
There being no further business
to come before the Board it was MOVED by
Commissioner Holt SECONDED by Commissioner
MacDonald that the meeting be adjourned at
MOTION CARRIED BY UNANIMOUS ROLL CALL VOTE.
_________________________ ___________________________
Brian F. Decker Louis N. MacDonald
Deputy Clerk Chairman