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HomeMy WebLinkAbout03/19/1996, C-3 - STREET SWEEPER REPLACEMENT QIIINI I�IIIII��I flI���IIII IIUIII f 6 G D IIio�Ml� C 0 San lU1S 0$1Sj�0 f COUNCIL AGENDA REPORT "" Bim: FROM: Michael D. McCluskey, Public WoN Directs Prepared by: David Elliott, Administrative Analyst v Pete Hammerich, Supervising Mec 'c SUBJECT: Street Sweeper Replacement CAO RECOMMENDATIONS: 1) Authorize a single-source procurement for the street sweeper replacement 2) Award a purchase contract to GCS Incorporated in the amount of$104,391.99 3) Authorize the Mayor to execute the contract DISCUSSION: The 1995/97 Financial Plan authorizes purchasing one new street sweeper while declaring surplus two sweepers currently in the fleet. (Page H-10 of the Financial Plan and pages 182- 183 of Appendix B are attached.) As discussed in the equipment replacement request (page 182 of Appendix B), the new 1 sweeper should be a vacuum-type machine. There are three manufacturers which offer such a machine in the size required by the City: Elgin, Mobil, and Tymco. But the Public Works staff believes that the Tymco machine is the only acceptable model because of its low initial price, low life-cycle cost, and reliability. The City's purchasing control procedures allow a single-source procurement when the "supplier is the only acceptable vendor who is able to furnish a certain item or service." Following is a brief comparison of the three machines which demonstrates why a single-source acquisition is justified. Elgin. The City has had poor experience with the existing Elgin vacuum-type machine that is being replaced. This machine has been chronically unreliable, and operation and maintenance cost (including parts, maintenance labor, and fuel) has been an exorbitant $18.45 per mile (vs. $9.39 per mile for the Elgin brush-type machine and $4.69 for the Tymco vacuum-type machine). Other cities have experienced similarly high costs with Elgin vacuum-type machines for two primary reasons: 1) they require lubrication service after each use to protect unsealed bearings and 2) most replacement parts are unique to the machine and must be purchased from an Elgin dealer. Mobil. Mobil makes an excellent machine, but the initial price is half again as much as the price of the Elgin or Tymco machines. As with the Elgin, replacement parts are expensive because they must be bought from a Mobil dealer. Tymco. The City has had good experience with the existing Tymco vacuum-type machine that is also being replaced. Operation and maintenance cost is relatively low, mostly because the machine requires lubrication service only once a month rather than after each use. Also, most replacement parts are relatively inexpensive because they are off-the-shelf items available from vendors other than the Tymco dealer. e- 3-� ���i���►�IIIII�IIP� I���� MY Of San tins OBISPO i COUNCIL AGENDA REPORT FISCAL BOACT: Base Price $106,193.00 Plus Sales Tax 7.698.99 Subtotal $113,891.99 Less Trade-in 11.500.00 Subtotal $102,391.99 Plus Freight 2.000.00 Total $104,391.99 There is $135,000 budgeted for this acquisition. (See page H-10 of the 1995/97 Financial Plan.) ATTACHMENTS: Purchase Agreement Proposal from GCS Incorporated Page H-10 of the 1995/97 Financial Plan Pages 182-183 of Appendix B to the 1995/97 Financial Plan hAficeftweeper.agn e-3 2 PURCHASE AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as the City, and GCS Incorporated, hereinafter referred to as the Supplier. WITNESSETH: WHEREAS, the City desires to purchase a vacuum-type regenerative street sweeper; and WHEREAS, the Supplier submitted a proposal which was accepted by the City for furnishing said vacuum- type regenerative street sweeper; NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: I. TERM. The term of this Agreement shall he from the date this Agreement is made and entered, as first written above, until specified factory warranties expire. 2. INCORPORATION BY REFERENCE. The Supplier's proposal dated February 23, 1996 is hereby incorporated in and made a part of this Agreement. 3. THE CITY'S OBLIGATIONS. For delivering the equipment described the Supplier's proposal, the City will pay and the Supplier shall receive therefor compensation in a total sum not to exceed $104,391.99. The City shall not take possession of the sweeper until it is delivered to the City's Corporation Yard. 4. THE SUPPLIER'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by the City, the Supplier agrees with the City to do everything required by this Agreement. 5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Council of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo P.O. Box 8100 San Luis Obispo, CA 93403 0- 3-3 Supplier GCS Incorporated 1126 East Truslow Avenue Fullerton, CA 92631 8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Supplier do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: for the City: City Clerk Mayor APPROVED AS TO FORM: City Attorney for the Supplier: �- 3- y FED-23—SG FRI 14 : 00 GCS P . 02 1 L3 Lj I N C C R POR A T E 0 February 23rd 1996 City of San Luis Obispo Public works Department 25 Prado Road San Luis Obispo, CA 93?01 Attn: Dave Elliot. Purchas=nq _hjs ta4cr PROPOSAL ON T��Cu . , F EKERA^1t SWEEPER In accordance with your request, we are p=eased to submit the following quotation for your consideration and approval. DESCRIPTION: Regenerative Air .42wcepar -• '.Model 600 mounted on a 1996 Ford Model CF7000 diesel track c_.cssis ( 30100C GVW) equipped with air conditioning, AM/FM radio and Bpstrom Air Rade Seat and the following options: -Auto shut down system -_:yam:st wrench -Duo skids -spare tire and wheel -Hopper drain systez -Rechargeable Mag Lite -Hopper deluge system -Arun tachograph -Cutter broom tilt adjuster -Rear mounted arrow board -Hopper interior coating •Max-rac 300 radio -Auxiliary hydraulic system -Engine sZrosd -Fire extinguisher -Intec Model 9200 (back-up camera) -Fuel/water separator -Hi/low pressure wash down w/belt driven pump -S•Crobe light (astro flash) -High output water systP.m Model LL500B PURCHASE PRICE $ 106,193.00 Add Sales Tar. @ 7.25% 7698.99 ------------ ^otal. $ 113,891.99 Trade-In allowance (1986 Tym:;c/Fo d 7,"C0 chess_s) 11,500.00 Total. $ 02j391.9 Freight 21000.00 ------------ Total $ 104,391.99 PRICES MAY BE CO S1rD=- k,D T!Kk FOR 30 DAYS. F.O.B. : 25, Prado Rd. San Lui$ U-=._SPP TERMS: Net 30 days e- 3-.f ❑ P.O.Box 934.1960 CHAvxu,DKiw-Wwv SA!:W-A'IV':'C:, �A 9SC:9;.•;'u:��ti;�':G)971-93]U•1�MS@fII @(916)371-9409 ❑ 1126E 'IktLat�w Avr uus•l u,.�atev fes`,y�;;;sl .�;;o�:(71 1;8'?9-3085-Fuyw:x:(714)8751-3057 F E B-2 3-9 G P R I 1 -4 : 01 GCS P . 0 3 TAXES: Above prices include =,es ax. Do -•zot include DMV and License fees. DELIVERY: 75 days A.R.O_ We appreciate the opporrlinity to -_::i:aent t--his proposal and look forward to being of further and continued se_vice. G.C.S. , Inc. .q Ray Clark Sales Representative C-3-G FINANCIAL AND STATISTICAL TABLES - EQUIPMENT REPLACEMENT FUND EXPENDMJRES , 1995-96 1996-97 Public Safety APPROVED APPROVED Police Protection _ Motorcycle replacement(2) 24,000 Fire and Environmental Safety Squad replacement 44,300 - Fire engine replacement 250,000 Support services pick—up replacement 17,200 Utility truck replacement 34,000 ' Transportation Pavement Maintenance _. Street sweeper replacement 135,000 Dump truck replacement(2) 130,000 . Stake bed truck 35,000 a Leisure, Cultural, and Social Services Parks and Landscape Maintenance Pick—up truck replacement 14,000 Community Development Engineering Pick—up truck replacement 14,000 r Total Equipment Replacement Fund Expenditures $_248,500 $449.000 t H-10 C- 3-7 1995/97 Financial Plan Request EQUIPMENT REPLACEMENT PROGRAM: Pavement Maintenance (5031) REPLACEMENT TITLE: Street Sweeper Replacement Description • Purchase one new street sweeper in 1995/96 • Replace and declare surplus one street sweeper assigned to pavement maintenance program • Declare surplus one street sweeper assigned to pavement maintenance program This action would result in a net reduction of one vehicle in the general fleet. Objectives ■ Maintain fleet reliability • Keep fleet maintenance costs reasonable Background Equipment to be declared surplus: make: Elgin Tymco model: Whirlwind 600 city vehicle number. 7801 8605 vehicle identification number: D1022HCA14646 1FDWR74N7GVA10502 acquisition date: 12/om 02/01/86 scheduled replacement date: 12/01/85 02/01/93 scheduled surplus date: 12/01/89 02/01/97 acquisition price: $56,059 $77,988 estimated value: $4,500 $10,000 current odometer reading: 84,022 51,331 maintenance cost since 1991: $5,961 $41,737 The city currently has three sweepers. Sweeper#8925(an Elgin Eagle)serves in first line operation,while sweeper #7801 and sweeper#8605 (described above)serve as backups. After reducing sweeping frequencies in 1993, the city needs only two machines: one for first line operation and one for backup. The new sweeper requested would serve in first line operation,and sweeper#8925 would switch to backup. Sweeper#7801 and sweeper#8605 would be declared surplus. With three machines, scheduled sweeper life was seven years in first line operation and four years in backup operation. With two machines,scheduled sweeper life should be seven years in first line operation and seven years in backup operation. In the year 2002, the new sweeper would move from first line service to backup service, and sweeper #8925 would be replaced after 13 years of total operation. Because of special sweeping requirements in some areas, one sweeper needs to be a vacuum-type machine, and the other needs to be a brush-type machine. Because sweeper#8925 is a brush-type machine, the new sweeper should be a vacuum-type machine. 182 �-� Street Sweeper Replacement(continued) Policy Links Fleet Management Policy (Section 405 of the Finance Management Manual) Costs one street sweepSd35,000 replacement year.1995196 Alterriatives Contracting out sweeping services: Typically,contracting out services means the city can avoid high upfront costs for equipment. But in this area, sweeping contractors limit themselves to small-scale operations kite parking lots. They don't have the expensive equipment required for heavy-duty municipal street sweeping,and have told the city they could only submit bids for sweeping city streets if the city provided the equipment. Effect on the Operating Budget Street sweepers require a high level of maintenance throughout their expected lives, but this level becomes extraordinarily high as they get older. Tnaely replacement keeps maintenance costs in line over the long term .. 183 C- S-9