HomeMy WebLinkAbout11/18/2008, C4 - STREET SWEEPER PURCHASE - SPECIFICATION 90847 co un a L X11-18-2008
j acEnaa Report 1�N..b. CILt
CITY OF SAN LU I S O S 1 S P 0
FROM: Jay Walter, Public Works Director
Prepared By: Ron Holstine, Fleet Services Manager
SUBJECT: STREET SWEEPER PURCHASE - SPECIFICATION 90847
CAO RECOMMENDATION
1. Approve a cooperative purchase in the amount of$173,575.71 to GCS Western Power and
Equipment for one 2009 TYMCO Model 600 Regenerative Air Street Sweeper (Street
Sweeper) and authorize the Finance Manager to execute the purchase order.
2. Approve the use and transfer of$7,776 from the Capital Improvement Project (CIP) Reserve
account to this project account to fully fund this purchase.
DISCUSSION
Background
The City currently has two street sweepers active in its fleet. The most recent street sweeper was
purchase was in the 2007-08 fiscal year and was from GCS Western Power and Equipment in
accordance with the City's Fleet Policy. This sweeper was placed in the "front line" services,
meaning that it is used for daily scheduled city-wide street sweeping. The sweeper is in "back
line" service, to be used as backup and for additional sweeping needs.
The City's current Fleet Policy allows street sweepers to be replaced every five years or 60,000
miles. In addition, the street sweeper being replaced can be placed into"back line" service for an
additional five years. This allows a replaced unit to remain active in the fleet inventory by
delaying surplus of the unit. The intent is to make the older unit available for occasional clean-
up to minimize the wear and tear on the newer "front line" sweeper by restricting it to the sole
use of conventional street cleaning.
Public Works Engineering and Street Maintenance staff have since shifted how they execute the
City's pavement management program. As a direct result, staff has increased the use of in-house
road maintenance to augment contract road repaving and repairs. Consequently, in-house Street
Maintenance staff is regularly utilizing the "back line" sweeper for paving and construction
clean-up work. Due to the increased frequency and type of use, maintaining the "back line"
sweeper unit has become increasingly difficult as it has experienced recurrent breakdowns and
proven more expensive to maintain because of the increase in use over what was originally
intended.
�y�
Street Sweeper Purchase,Spec No. 90847 Page 2
Staff recommended the addition of a street sweeper to the City's fleet as part of the 2007-09
Financial Plan. This addition will provide the necessary equipment needed for in-house staff to
perform increased pavement maintenance work, maintain reasonable maintenance costs and
provide a safe and productive work environment. This vehicle acquisition is consistent with the
City's Fleet Management Policy, Section 405 of the Financial Management Manual.
Cooperative Purchase
The proposed Street Sweeper is available through a cooperative purchasing contract with the City
of Fairfield. The City's Fleet Management Policy recommends cooperative purchasing as the
preferred procedure for acquiring new fleet units when available. Such cooperative purchasing
contracts save time (because other agencies have already completed the required bidding
processes) and often save money (when large agencies make bulk purchases and realize
advantageous prices).
A summary of the currently proposed cooperative purchase agreement is as follows:
Procurement: Street Sweeper
Cooperative Purchasing Agency: City of Fairfield
Specification Number: 08-10
Purchase Order Number: 19216
Purchase order date: August 2008
The City's last two street sweeper acquisitions have been similar TYMCO 600 models and have
been purchased through a cooperative purchase agreement. This sweeper unit model meets
California's low emission standards and represents a Tier III Emission rating for both the Truck
Engine and the Auxiliary Engine. In the past, staff has been provided with competitive pricing
and excellent service from this vendor (GCS Western Power and Equipment) in addition to a
superior quality of the product.
FISCAL IMPACT
The 2007-09 Financial Plan Appendix B, pages 3-189 to 3-190, identified $168,800 in the 2008-
09 fiscal year to support this purchase. This funding was based on the then projected acquisition
cost and has a budget shortfall of$7,776 for this purchase. Staff recommends a transfer of funds
in the amount of$7,776 from the CIP Reserve Account to fund the shortfall. Currently, there is
$393,559 available in the CIP Reserve Account to support this request.
C� z
Street Sweeper Purchase, Spec No. 90847 Page 3
Street Sweeper Purchase detail Fundinu
Base Bid#08-10 $171,851.00
Lighter duty cab and chassey ($5,500.00)
Boom Assisted Head ($4,200.00)
Strobe light bar and comer strobes ($309.85)
Pick up head curtain lifter ($750.00)
Adjusted base $161,091.15
Quote from Western $161,091.15
sales tax $12,484.56
Equipment Acquisition Cost $173,575.71
Purchase order amount ($173,575.71)
Misc Accessories and Equipment ($1,000.00)
Radio ($2,000.00)
Total Acquisition Cost ($176,575.71)
Acquisition Cost ($176,575.71)
Available Budget $168,800.00
Budget Shortfall ($7,775.71)
Available CIP Reserve $7,776.00
CONCURRENCE
This equipment acquisition has the concurrence of Fleet Management, Street Maintenance and
CIP Engineering staff. An additional street sweeper is necessary to support staff in executing the
City's pavement maintenance program and daily scheduled city-wide street sweeping while
maintaining reasonable fleet maintenance costs.
ALTERNATIVES
Deny or Defer. Staff does not recommend this option as deferral will lead to higher costs for
maintenance of the existing sweepers and down-time for Street maintenance. Deferral of the
purchase is possible,but will have an adverse impact to staffing and operating costs.
ATTACHMENTS
1. GCS Western Power and Equipment Quote
2. Cooperative Purchase, City of Fairfield
G:\Staff-Reports-Agendas-Minutes\_CAR\2008\Fleet\Street Sweeper\CAR 90847 Tymco Street Sweeper.DOC
L /
ATTACHMENT 7(
iPOWEB AL IECMIPMEMY
October 10th.2008
Mr.Ron Holstine
Fleet Supervisor Mainz Div.
Public Works Department
City of San Luis Obispo,CA 93401-7314
Dear Ron:
We are pleased to quote the following 2008,TYMCO Model 600 Regenerative Air Street Sweeper for your
consideration. This unit represents a Tier III Emission for both the Truck Engine and Aux Engine.
(1)2009 Diesel /International 4300-M7 Tier III Chassis with dual steering and with a mounted TYMCO
model 600 regenerative air sweeper, John Deer turbocharged 4045T Tier-3 ;4.5L; 99 HP @ 2500 PRM;
fuel/water separator—auto shutdown system—aux engine linear actuator throttle—server weather wiring-
shared 50 gallon fuel tank—hydraulic tank sight/temp gauge in tank— in cab instruments— dust control
system w/220 gal.polyethylene water tank with/5 gpm electric pump—external water Level indicator,spray
nozzles around pick-up head, gutter brooms and inside hopper—water fill hose& rack-twin, wire filled
gutter brooms, floodlights, parabolic mirrors- Rubber lined blower—duo skids on pickup head— a linear
actuated pressure bleeder on pickup head — suction inlet liner — amber high powered strobe light
w/protective Iimb guard—amber rear mounted alternating/flashing lights (2)—backup alarm - floodlights
on rear(2)—TYMCO parts&service manuals.
The following factory and dealer options are included:
*2009 DIESEL INTERNATIONAL Tier III Conventional Cab/Chassis 30,000 Ib.(GVW) Chassis
wlautomatic transmission.
* low emissions pkg AQMD pm 10!*abrasion protection package
*Std.Pickup Head(No Broom)
*auxiliary hydraulic system/*hydraulic level/temp shutdown system
*reverse pick-up head chains!*dump switch in cab,
*air dryer—brakes/Rear Camera
* Std auxiliary hand hose,rear—8"
*gutter broom tilt adjuster(right&left)sides
*hopper drain system/*hopper deluge system
*arrow stick LED mounted on rear of hopper/*spare fire&wheel
* fire extinguisher/hazard reflectors/*slow moving vehicle sign/hydrant wrench
*electric,heated west coast mirrors:remote controlled for both.sides
*Hi/Low pressure wash down system w/auto hose reel
Cash Sale Price: (1)each $ 161,091.15
Sales/Excise Tax(es): 7.75% 12,484.56
Price Complete,FOB Your Yard $ 173,575.71
We are certain the equipment as quoted will exceed your expectations.On behalf of GCS Western Power&
Equipment, thank you for the opportunity to quote TYMCO sweepers. This quote is good for 30 days.
Delivery is approx.60 days.
Sincerely,
Mike Turner
8271 Commonwealth Avenue.*Buena Park,CA 90621-2537
Telephone:(714)521-3758*Toll Free:(800)548-5298
Sales Fax:(714)521-3703*Parts Fax:(714)521-4383
Website:httpJ/.wcsternpower.com
NO%Nov• 4. 20084 3:27PM No. 0570 P. 3/10,04
J; ATTACHMENT Z
C-ffY OF FAIRFIELD
NN a CALMljl FOR BIDS
NOTICE IS GIVEN THAT THE CITY Of FAM71ELD DOES HEREBY CALL FORBIDS ON
FOUR(4)CURRENT MODEL,NEW RECENM71VE AIR STREET SWEEPERS.
SPEC]FICAnON O&10. THE CITY WOULD ALSO LIKE THIS MON TO PURCHASY
ONE(1)ADDrNONAL STREET SWEEPER WITIMN ONE(1)YSAIx.
PLEASE STATE!HEREON,IN SPACES PROVIDED,YOUR BID PRICE FOR FURNISHING
Tm EEQULP1v1EN'rAs SPEcMM BELOW.
SUBWT BID PROPOSAL COMPLETE WITH ONE(1)SET OF SPI WICATIONS
CO1yipLE Fn AS TO F. IPMENT COIviP JMCE OF SPECMCAI IONS_ BIDDER MAY
sUPPLY ADDITIONAL PRODUCT INFOR14ATION ON SEPARA7B PAGrE(5).
RETA1f1m COPY=YOUR FILES
BIDS jnL,RE jCWFZ BY THE CITY OF I:AIRFOLD PUBLIC WORKS
DEpAATr,jENi,1000 WI;BSTIM TH>II$D FLOOR,FAIRFIELD,CALWOFINIA 94533
UNTIL 10:00 A.M,APTO 23.2W9.BIDS SHALL BE CLEARLY MARKED AND IN A
SEALED ENVELOPE.
NO BIDS WI L H C NSI FRED THAlARH REUM&M THIS TBS
IF FURTHER 1NFORMAnON IS NEEDED,CONTACT DAVID RENSCHLER PtIMC
WORKS MANAGE'II AT 420 GREGORY STREET OR BY TELEPHONE AT 707-429.74I4,
DO NOT INCLUDE FEDERAL M=E TAX IN BM PEKES.
LIO NOT jNcLUAE SALES TAX IN RM PRICES.
ALL PRICES ARE CONSMF ED FOIL DELIVLUD F MFFL7`r",CM23FOlClR&
T=RIGHT L9 RESERM BY THD;CTYY OF FAI$1 RLD TO R'B.i1aCT ANY AND
ALL BIDS.OR ANY PART OF ANY Blur.
ISMS Wn L BE COMMER&D AND AWARDED BY TBE FAMFMW CITY
COWIN-
SPECIFICATION 08.10 FOUR(A)CURRENT MODEL NSW RWEls9 lWE AIIt
STREET SWF.EP�S.
MW—(b8 =2:t
.� 6 MODP1�tr $A�f� 3 ^DTID Ec
VOLUNG'i' E PT[O FUt O 1 Epp tON
EEP B' (S oa 1 o S�eiSca�al yf�
DID
FORjnQ BOOM M L o
.2 d S ' natio N
A->
Gej 14)sj&m Pow-.& e Jjyy�
1J737e A �0.
InviadoA ft Bids_Stwax 6
PIA,,,f A fQ svi- 0008
TIS 3atrd 3dM SCJ ESPIEBE916
" "Nov. 4. 2008:1. 3:21PM,,6W,,,,_ _ No. 0510 P. 2/10.03
A4g IM 08 05:273 - p.2 ATTACHMENT Z
CM OF FAIRF ELD Po.nouae�: r•� >o�zF
vEwooq ti0: : 3
iHl?Tp; Ccrpotawion Yard zdn,in U36 �A
420 Grogesy 9t109% SC11�•ULER 1 f/
rairiield CA SeS37 DEIIVEtiYc14}x`
P.O.TTFB F.Sf}Ur"A.
VEWGP. Ge INC
1751 Wl Acp
LIES: 5A , .! CA 95233°-2062
PURCHASE ORDER
Y
W3CRIQP.OY OF:TSX
LINE twiTrY UNtf PRM AMOUNT ANC=56RACES-.M* b
I�' L S5 t,LG4 EA i.e,-, e67,90J.49 4—ftctat SwM2re 108162,
calai, 08182. 00:E3i i
5 }
i I
NVr 30
� 2S± 39r,009106 5567,9L•..JO
a
7 687 f cgo
AUTNORIZEDPWKfo A mG StGha7uRP: )&dl4 vt/ Dpi 09fCTr'3'a
SP*=WL FURCH"S CROER INATRUCTIONS: WMCE IN TNrLIGATB TO:
Ptr a+r nMf-lW"owMMM 7ro mw Cen-+d piffibl s CITY OF FAPWICLD
2. Lin RurAam claw MAIM arI!p 4w*maandiNay7:t A=0UNTSPAYABLE
7. Caihm at merdwitiMe t;wnuitkel4 oeoeplrnw a1 uei odoe As wee. 1000 WEBS I $TREEr
r• ¢awcdcred F 0&FaWlft Gi:aaM'aW W—zrMrl. F 6W.—1 ea hWiFAIPREW,CA 9,154X4893
am not rteoaged.
romyori,mH:�e•W+wt,mrlNla.w�?WCi.cgynyroraamrR7UYuyeer!enVrremferCmPw bMWoe1MMCSMnnn®aWWI MWftgetRW*4MPOAp.*'
i�P LfotleilR CfPmrJPs�MIU IP:aria tir Baan Meery y_:.igyAm!T:.M S"-��NtiTl�" tACm y�.viGlr Nh'i�:e7n O"rzomm wo pr.Ai G,.
c��