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HomeMy WebLinkAbout06/16/2009, C 7 - STREET PAVER AND ROLLER EQUIPMENT PURCHASE council " une 16,2009 � � j agenda Report Nc CITY OF SAN LUIS OBISPO FROM: Jay Walter, Public Works Director Prepared By: Barbara Lynch, Deputy Director of Public Works SUBJECT: STREET PAVER AND ROLLER EQUIPMENT PURCHASE RECOMMENDATION 1. Approve a sole source purchase in the amount of $128,792 for one Bomag model BF815LPH Paver and$49,290 for one Dynapac model CC 122 pavement roller. 2. Authorize the Finance Director to execute a purchase order in the amount of$178,082 to Great West Equipment, Inc. DISCUSSION Background The City currently has an asphalt paver and pavement roller active in its fleet. The paver was purchased in 1999 and the roller in 1997. This equipment is used by the Street Maintenance "section to complete rehabilitation and repair work on City streets. In 'addition to completing preparation work in advance of the contract micro-surfacing and street reconstruction projects, the maintenance staff routinely completes paving repairs and minor overlays. This'work allows the,City's paving dollars to stretch further and achieves repairs on badly deteriorated streets which might not have been repaired under contract.because they did not 'rise-to.the top of the priority list due to condition or traffic volumes. Existing Paver The City's current Fleet Policy has a target replacement of every twelve years or 5,000 hours of service for the paver. The existing asphalt paver (ID 9908) is recommended for replacement in 2009-10 which will be 2 years ahead of fleet replacement policy guidelines. Because of the expanded role in pavement maintenance taken on by in-house staff and the wear & tear from a more intensive level of use than the unit was originally intended for, staff recommends replacing it with a unit intended for the higher volume of paving work being performed. The current paving equipment suffers because of poor service support from the manufacturer and a history of maintenance problems. It also periodically expels flames from the side of the unit, putting staff at risk of burns. When it goes out of service for extended periods waiting for parts, work efforts are interrupted. As an example, the machine broke down in the middle of a paving project requiring a crane to be rented to lift the paver onto the trailer for transport to vehicle maintenance for repairs leaving a partially paved road and unused hot mix asphalt in the transport trucks. The mix had to then be disposed of at $75 per ton plus disposal fees. Street maintenance staff has expanded their in-house paving program significantly to the point where the current unit is not capable of performing the type and volume of work being done, e17- Paver and Roller Equipment Purchase Page 2 even if it were in ideal condition. The existing machine uses gravity feed which results in an uneven lay down of the hot asphalt material. This in turn requires the crew to undertake labor intensive shoveling and raking to compensate for this limitation, particularly on hills and uneven surfaces. The more manual labor intensive the operation, the less efficient and more time consuming the effort and the higher the risk of injury to staff. The quality of the asphalt surface produced by the current machine is not as good as would be produced by a unit designed to match the work type. The new paver will have a conveyer fed auger system rather than the antiquated gravity feed system on the existing machine. This ensures a more equal distribution of asphalt to the augers which in turn lays down a more uniform mat that decreases the manual labor required to shift the hot asphalt around. Because of this, the new unit will be more efficient, completing more work in less time using fewer man hours, than the current paver. Existing Roller The City's current Fleet Policy has a target replacement of every twelve years or 5,000 hours of service for the roller. The existing asphalt roller(ID 9819) is recommended for replacement in 2009-10 which will be in accordance with replacement policy guidelines. Because of the expanded production use by in-house staff, staff recommends replacing it with a unit intended for the higher volume of paving work being performed. The frequency'with which the roller is used varies between weekly in the winter and daily in the summer. The existing roller used by the City's paving crew is used to roll the hot asphalt after it has been. laid down in a mat by the paver during repair and reconstruction of street surfaces. The roller compacts the pavement materials to provide a durable road surface. Poor compaction of the surface leads to premature failure of the roadway. The current roller is undersized for large tonnage projects. In order to complete larger projects, the paving crew currently rents a large roller for approximately $500 per day. Last year approximately $10,000 was spent on roller rentals. The new roller will have a heavier 47 inch drum instead of the 36 inch drum on the existing roller. This is the minimum size necessary to efficiently roll hot mix asphalt according to industry practices. Sole Source Purchase The poor condition of the existing paver and the ongoing need to rent a roller, combined with the knowledge that the paver and roller were recommended for replacement by the CIP Committee, prompted the Street Maintenance Supervisor to begin looking into available replacement units in the early part of this year. There are only two asphalt paving machines that meet the work demands and limitations the Street Maintenance division currently have. One is the Bomag BF815 model and the other is the LeeBoy 8500. Both companies allowed the maintenance staff to complete a demonstration project with their unit as part of an informal evaluation process to compare operation and performance. While the machines have very similar capabilities and both performed well, staff was unanimous in their preference for the Bomag machine. Staff requested an informal quote from both companies and the Bomag quote was the lower price. Although the details are somewhat technical, staff has attached comparitive information to support the recommendation for a sole source purchase. See Attachment 1. C f7 Paver and Roller Equipment Purchase Page 3 Summer Paving Season Staff is bringing this purchase request forward parallel with, but slightly ahead, of the budget approval process in order to minimize delay in taking delivery of this equipment. This will maximize paving production time that reaches its peak during the summer. If staff had waited until the budget was approved and then began the process to evaluate which paver and roller to purchase, the delivery date would have likely been in late September or early October, well beyond the upcoming summer paving season. FISCAL IMPACT Cooperative Purchase 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 can save money if the agreement is for large agencies making bulk purchases. Staff has been unable to identify another agency cooperative purchase agreement for a Bomag paver. Staff also contacted the State of California, and was told that there is no CMAS (California Multiple Award Schedule) listing for purchasing pavers. Because there were no identified "piggy-back" purchase agreements available to use, the benefit of the preliminary research and "test drive" demonstration of the two different units, and that time is of the essence in order to take delivery of the units for the summer paving season, a sole source purchase is recommended. Funding The 2009-11 draft Financial Plan Appendix B, pages 3-149 to 3-158, identify both the paver and roller for replacement in fiscal year 2009-10. Staff is requesting authorization at this time, to allow the new paver to be delivered as soon as possible after the approval of the Financial Plan due to the poor condition of the existing paver. There will also be approximately $4200 in after market set up costs once'CityFleet staff has taken delivery before placing the equipment.into service. This additional funding is to add City radios and for City identification markings. There will be adequate remaining funding in the project account to cover these additional costs. Available Remaining Budget Quotations Balance Paver Quote: $143,071 $129,090 $13,981 Roller & Trailer Quote: $55,963 $49,290 $6,673 Totals $199,034 $178,082 $20,654 ALTERNATIVE Require staff to initiate an IFB process for the paver and roller purchase. Staff does not recommend this option as delaying the purchase will prevent the crew from completing as much pavement repair work as is needed during this summer season. In addition, if the current unit breaks down, work will be delayed, and there is a risk that the existing unit can no longer be repaired. If the purchase is delayed, it will lead to higher costs for maintenance of the existing paver, rental of an adequate roller, down-time for street maintenance staff and increased risk of injury. J Paver and Roller Equipment Purchase Page 4 ATTACHMENT Comparison of Paver and Roller Equipment G:\Staff-Reports-Agendas-Minutes\_CAR\2009\F1eetV?averPurchase\Paver-Roller Rpt.doc c7- � I Comparison of Roller and Paver Equipment J Attachment 1 1. Paver Engine The Bomag has an 85 HP Cummins engine. The LeeBoy has a 74 HP Hatz engine. The Fleet Maintenance Supervisor recommends the Cummins engine based on his experience and industry repair history. Staff contacted other agencies and contractors using the Bomag paver equipped with this engine. In all cases the users were complimentary of this engine and its reliability. One contractor had 88,000 hours of service on the engine before it had to be overhauled. He also had LeeBoy pavers in his fleet and recommended the Bomag over the LeeBoy. The City's current unit is a LeeBoy and is expected to have only 1420 hours of service at the time it needs replacement, however, its service history and small scale production limits were primary reasons it was recommended for replacement. 2. Paver Controls The Street Maintenance staff that operated both pavers during the demonstrations felt the controls of the Bomag unit were simpler and more ergonomic than those of the LeeBoy unit. 3. Paver Cleaning Cleaning of the paver is needed after each paving operation to prevent asphalt build up, affecting . the next operation. Staff found the LeeBoy machine to be more cumbersome and difficult to clean than the Bomag due to the way the side extensions are built and because of the inability to raise the hopper on the LeeBoy, where the asphalt is carried, to get to the underside. The Bomag has a hydraulic hopper that lifts for cleaning the underside and the tracks, that both the Street and Fleet Maintenance staff preferred. 4. Paver Maintenance Support The City's fleet mechanics have had some problems getting parts in a timely manner for our existing LeeBoy paver. When checking references for both machines, negative statements about LeeBoy service were made from two references including the contractor that has both types of machines. He stated that the LeeBoy was an excellent machine but because of customer service problems he would not purchase another one. All references for the Bomag and Great West Equipment, who is the supplier, were very positive. In one instance a contractor's paver broke down, the supplier came out right away to pick it up for repair, and supplied a replacement unit during repairs so that the contractor could continue his work. Almost all local contractors on the Central Coast, using similarly sized machines, are using a Bomag paver. Staff was unable to locate any contractor in our area who has a LeeBoy paver. 5. Roller Staff has rented rollers from United Rental for several years due to the small size of the existing City owned roller. Having used a variety of manufacturers, staff finds the Dynapac Tandem Asphalt Roller with a 47" drum to be a sturdy and reliable roller. Staff made contact with other agencies and contractors for recommendations, and by all reports, this is an outstanding unit. One contractor uses them exclusively because of their endurance and reliability. The roller would be supplied by the same company, Great West Equipment, the supplier of the paver, so staff anticipates receiving a high level of customer service. They are the only distributor of this roller in the area.