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HomeMy WebLinkAbout11/03/2009, C2 - INVITATION FOR BIDS - FIVE PICKUP TRUCKS, SPECIFICATION NO. 90991 council Mk Dm 11-03-2009 j acEnba Repoat CITY OF SAN LUIS O B I S P O FROM: Jay D. Walter, Director of Public Work Prepared By: Ron Holstine, Fleet Mainqance Supervisor SUBJECT: INVITATION FOR BIDS—FIVE PICKUP TRUCKS, SPECIFICATION NO. 90991 RECOMMENDATIONS 1. Authorize staff to advertise an Invitation for Bids for four compact extended-cab pickup trucks and one full-size extended cab pickup under Specification No. 90991. 2. Authorize the City Manager to award purchase orders if the lowest responsible bids are within available funding. DISCUSSION Background The invitation for bids (Attachment 1) includes a total of five pickup trucks for replacement. Funding for four of the vehicles was included in the 2007-09 Financial Plan and for the fifth vehicle in the 2009-11 Financial Plan. The 2007-09 Financial Plan vehicle purchases were deferred as part of the City's Fiscal Emergency Plan that was in effect through June 30, 2009. Due to these delayed purchases, there are now a total of five pickup truck replacements being solicited as part of the invitation forbids (IFB). Four of the pickup trucks are specified as compact extended cab and one as a full-size extended cab pickup truck. The full-size extended cab pickup truck is for the Water Distribution crew. The intent is to make one of the truck replacements full- size to in order to consolidate the heavier water service tasks. These tasks include lifting and placement of water meters and for use as stand-by and emergency service vehicles. The following summarizes the proposed purchases by department and funding source: Pick-UrPurchase Summa Department Public Works(CIP Engineering) Fleet Replacement 2009-11 1 Parks&Recreation Fleet Replacement 2007-09 1 Utilities Water 2007-09 3 Total 1 5 The original CII' requests for these replacements are provided in Attachments 2, 3 and 4, summarized as follows: Public Works Department One compact extended cab pickup truck for the Public Works CIP Engineering division was approved for replacement in 2009-10 as part of the 2009-11 Financial Plan - Appendix B, pages 3-405 to 3-407 (Attachment 2). (Another is scheduled for replacement in the"out years"in 2011- 12.) Staff estimates replacement of one compact extended cab pickup truck in 2009-10 will cost b, - I IFB—Replacement of Five Pickup Trucks, Specification No. 90991 Page 2 $23,500. This vehicle, Specification No. 90956, is utilized as a pool vehicle for CIP Inspection staff for field work and is included as part of this bid package. Parks and Recreation Department Two vehicles for the Parks and Recreation Department, including one Sports Utility Vehicle (SUV) and one compact extended cab pickup truck were originally approved for replacement as part of the 2007-09 Financial Plan - Appendix B, pages 3-386 to 3-389 (Attachment 3). The SUV was replaced in 2007-08. However, the purchase of the compact extended cab pickup truck, scheduled for replacement in 2008-09, was deferred. Staff estimated the purchase of one compact extended cab pickup truck to cost $20,900. However, after readjusting for 2009-11 purchase projections, staff anticipates a minor budget shortfall, which can be funded from the Completed Projects account. Utilities Department Four compact pickup trucks for the Water Distribution Customer Service program (referred to as mid-size trucks in the original replacement requests) were originally approved for replacement as part of the 2007-09 Financial Plan - Appendix B, pages 3-104 to 3-107 (Attachment 4) and $83,600 was allocated for these purchases. The project available balance is currently$89,600 due to an additional $6,000 added to the project budget to purchase four trucks based on revised estimates in early 2009. Subsequently, these vehicle replacements were deferred as part of the City's Fiscal Emergency Plan. Due to Utilities staff reduction in the Water Division as part of the 2009-11 Financial Plan, only three pickup trucks are proposed for replacement, Specification No. 90862, for the Utilities department as part of this bid package.. Due to size constraints associated with the current compact pickups, equipment needed for on-call response is located in multiple vehicles. In order to consolidate the equipment and improve response times and efficiency in the field, it is proposed one of the trucks be upgraded to a full-size pickup. The fiscal impact of this proposed change is small and is discussed further in the fiscal impact section.. Can These Truck Replacements Be Deferred? These trucks are used for hauling heavy and diverse equipment on a daily basis, in-town under stop and go driving conditions. There is higher than normal wear from in-town verses highway miles accumulated in rough service use. The trucks are driven in off-road conditions under load which affects front end parts wear and alignment. In addition, transmissions and rear axles experience more frequent shifting under heavy load. These extremes affect all trucks but especially the water distribution trucks which haul brass water meters, plumbing parts, tools and wet spoils. In the case of the Parks & Recreation and Public Works trucks, deterioration from age is becoming an issue in addition to other mechanical concerns. All the trucks are reaching the point where some major component repairs have either already occurred or will likely be occurring soon. These additional repairs will further burden the fleet maintenance budget (which was recently reduced) and increase impacts on mechanic and end user staff time from increasing service occurrences and down time. Typical potential increased costs for repair or replacement items are: Transmission replacement $3,500; Rear differential rebuilt/replacement $1,700/$3,000; Cylinder Head Rebuilding $3,000; Steering Column rebuilt/replace$700/$1,200. Much of the fleet replacement program was deferred as part of the reductions taken in the 2009-11 Financial Plan process after extensive review. Four of these vehicles are replacements approved in the earlier 2007-09 Financial Plan that were (2oZ .0-), IFB- Replacement of Five Pickup Trucks, Specification No. 90991 Page 3 temporality deferred because of the fiscal emergency in 2009. One vehicle in the current financial plan was approved for replacement after surviving an extensive review of the fleet that resulted in deferral of a significant number of vehicles. Below is a table with an over view of each truck to be replaced. Vehicle ID# Replace Current Repair Repair Issues Type Target Age/Miles Costs 2003 Chevy 0401 11/90,000 6/91,162 $9,856 Deterioration from age/rugged use SIO Frequent servicing due to heavy use Brake booster&electronics replaced Interior seating repairs 2001 Dodge 0119 11/90,000 9/71,530 $8,925 Door hinge welds repaired 3 times Dakota Door replaced due to metal fatigue Brakes lock up randomly Repairs from minor accident Wheel bearing and hub replacements Frequent Front end alignments Steering Column repair needed Cylinder head rebuilding needed Excessive tire wear off road_ use 2001 Dodge 0120 11/90,000 9/86,060 $9353 Transmission repairs made Dakota Starter replaced Significant front end parts replaced Water pump replaced Steering Column repair needed Cylinder head rebuilding needed 2001 Dodge 0121 11/90,000 9/77,173 $11,367 Rear differential rebuilt Dakota Transmission repairs Water pump replaced Steering Column repaired Cylinder head rebuilding needed Frequent Front end alignments Excessive tire wear off road use. 1996 Ford 9608 11/90,000 14/66,363 $5,546 Deterioration from age Ranger Internal tank fuel pump replacement 1996 Ford 9907 11/90,000 14/68,800 $99433 Deterioration from age Ranger Front end repairs from accident Frequent battery replacement Alternator replaced twice Inconsistent running condition Electrical problems Towed into shop for repairs Alternative Fuel Consideration Fleet staff recently pursued a grant to help purchase propane powered trucks and a fueling site. The grant application was submitted in June 2009 as part of a larger grant request facilitated by the C�- 3 IFB—Replacement of Five Pickup Trucks, Specification No..90991 Page 4 Central Coast Clean Cities Coalition. Unfortunately, the City of San Luis Obispo was not selected as a recipient of the Clean Cities grant. The grant would have provided supplemental funding to purchase several propane trucks as well as a propane fueling site at the Corporation Yard. It is hoped that future grants will set a system in place where propane trucks could be added to the fleet as replacements occur. Compressed Natural Gas(CNG) was also an alternative fuel option considered by staff for the fall- size pickup. Although full size pickups are available through California Multiple Award Schedule (CMAS) for conversion to CNG, the conversion would be an additional expense of about $18,000 per vehicle. The City's Fleet policy specifies that alternative fuel vehicles can be considered if only up to 20% higher cost than a similar conventionally fueled unit. CNG conversion cost for this pickup truck would increase the purchase price by 77% compared to a conventionally fueled unit. Bid Versus Cooperative Purchase The City's Fleet policy encourages the use of cooperative purchasing through the State's CMAS bidding program. Fleet staff compared the 2009 base pricing from a CMAS dealer and a local dealer. After adjusting for sales tax differential of 1.5%, delivery and a 3% CMAS administrative fee, the local dealer quote was found to be competitive. Therefore, staff recommends pursuing a formal bid process, in lieu if cooperative purchasing, for this procurement. FISCAL IMPACT The approved funding for the vehicle replacements was based on costs projected at the original target replacement dates. The replacement costs now vary from the original estimates as some of these purchases have been deferred. In addition, the projected replacement prices did not include optional rear access doors. In the 2009-11 Financial Plan, fleet staff began including funding for rear access doors, as a required feature, for extended cab pickup truck purchases. This change was made based on past experience with purchasing extended cab trucks. without such doors. Access to the extended cab storage area was difficult and impractical for staff that regularly uses the rear compartment for storage and transport of heavy equipment. Fleet Replacement Fund There is $23,500 allocated for the Public Works CIP Engineering compact extended-cab pickup truck. Staff feels this is adequate funding to support this purchase since the projected pricing was made in the current financial plan timeframe and included the extended cab access door costs. Fleet Replacement Fund 2009-11 Estimated Appendix B Purchase CIP Engineering(90956) Compact Pickup 3-405 ($18,800) After market accessories and radio ($4,500) Total ($23,300) Available Project Balance $23,500 Remaining project balance $200 Currently, there is $20,900 available for the Parks and Recreation compact extended-cab pickup truck. Staff anticipates that this funding will not be adequate since the projected pricing was Com- q IFB—Replacement of Five Pickup Trucks, Specification No. 90991 Page 5 made in the 2007-09 Financial Plan and did not include the cost for extended cab rear access doors. There is $32,642 available in the Fleet Replacement Fund Completed Projects account to cover the$2,400 projected budget shortfall. Fleet Replacement Fund 2007-09 Estimated Appendix B Purchase Parks &Recreation(90859) Compact Pickup 3-386 ($18,800) After market accessories and radio ($4,500) ($23,300) Available Project Balance $20,900 Remaining project balance (shortfall) ($2,400) Water Enterprise Fund For the Utilities department pickup replacements, there is currently $89,800 available in the project budget. Since only three of the trucks are now needed; there will be considerable funding remaining in the project account. This anticipated budget savings will help offset replacement projections and additional expenses for the rear access doors on all trucks, and the upsizing of one truck, all of which were not included in the original 2007-09 projections. Water Fund 2007-09 Estimated Appendix B Purchase Water Customer Service(90862) Compact 3-104 ($18,800) Water Customer Service(90862) Compact 3-104 ($18,800) Water Customer Service(90862) Full Size 3-104 ($22,100) After market accessories and radios ($13,500) Total estimated purchase cost ($73,200) Available Project Balance $89,800 Remaining project balance $16,600 . ALTERNATIVES Defer replacements. Council may choose to reduce or not approve funding for these vehicle replacements regardless of the bid results. This alternative is not recommended because all of the vehicles have deteriorated to the point that their reliability for daily operations is in question. Four of the replacements programmed in the 2007-09 Financial Plan have already been deferred once and the fifth replacement has high repair costs and high down time in the shop. See Deferral section in the report above for more details. ATTACHMENTS 1. Invitation for Bids 2. 2009-11 Appendix B pages 3-405 to 3-407 3. 2007-09 Appendix B pages 3-386 to 3-389 4. 2007-09 Appendix B pages 3-104 to 3-107 T:\Council Agenda Reports\Public Works CAR\2009\Flcd\IFB Pickups CAR\_CAR-advertise five Pickups 90859,90862,90956.DOC c�-s Attachment 1 q"A Cit/ Of san lues OBISPO 990 Palm Street ® San Luis Obispo,CA 93401 Notice Inviting Bids for Five Pickup Trucks Specification No. 90991 The City of San Luis Obispo is inviting sealed bids to furnish four extended-cab compact pickup trucks and one full-size extended-cab half ton pickup truck pursuant to Specification No. 90991. All bids must be received in the Department of Finance and Information Technology by 3:00 p.m.Wednesday, November 25,2009 when they will be opened publicly in the Council Hearing Room of City Hall at 990 Palm Street, San Luis Obispo,CA 93401. Bids received after said time will not be considered. To guard against premature opening,each bid shall be submitted to the Department of Finance and Information Technology in a sealed envelope plainly marked with the bid title,specification number,bidder name, and time and date of the bid opening. Bids shall be submitted using the forms provided in the specification. Bid packages may also be obtained at the Public Works Department, 919 Palm St., San Luis Obispo,CA at no charge,or by calling the Public Works Department at(805)781-7200 or by E-mail to amontesa.slocitv.ora . Additional information may be obtained by calling Dave Smith at(805) 781-7209 or dsmith(q,slocitv.ora . c� � Attachment 1 Specification No. 90794 CONTENTS A. Description of Equipment 1 B. General Terms and Conditions 2 C. Special Terms and Conditions 5 Bid Form 6 Attachment 1 Section A DESCRIPTION OF EQUIPMENT The City of San Luis Obispo is inviting bids to furnish five new rear-wheel-drive pickup trucks with rear access doors. Four of the trucks are to be compact models and one is to be a full size half model. All trucks shall be the manufacturer's latest current year models,meet the minimum specifications listed in this section, and are complete,serviced, fitted with all standard equipment as published on the manufacturer's website,and ready for service. Examples of compact models that should meet the standards listed in this section are Ford Ranger Supercab,Chevrolet Colorado Extended Cab,and Dodge Dakota Extended cab. Crew cab configuration is not acceptable. Examples of full size models that should meet the standards listed in this section are Ford F150 Supercab,Chevrolet Silverado 1500 Extended Cab, and Dodge Ram 1500 Quad cab. All trucks shall be extended cab models with operable exterior behind seat storage access doors,and vinyl bench.The extended cab compartment shall not be a full-size passenger area(sometimes commonly referred to as a"full Crew Cab"). Minimum Specifications: Compact Extended Cab pickup(4x2)with rear access doors Quantity of 4 Required engine type: In-line 5-cylinder or V-6 engine Minimum engine displacement: 3.6 liter Transmission type: Automatic Maximum overall length of vehicle: 219 inches Minimum number of exterior doors for extended cab: 2 passenger,2 rear access Exterior color: White Interior color: Gray Seat upholstery material: Vinyl split or bucket seats Air conditioning: Included Power mirrors, doors locks and windows: Included Minimum Full factory warranty period on vehicle: 3 years or 36 months Minimum Full factory warrantyperiod on power train: 5 years or 60 months Full-Size Extended Cab '/Z ton pickup(4x2)with rear access doors Quantity of I Required engine type: V-8 engine Minimum engine displacement: 4.6 liter Transmission type: Automatic Maximum overall length of vehicle: 232 inches Minimum number of exterior doors for extended cab: 2 passenger,2 rear access Exterior color: White Interior color: Gray Seat upholstery material: Vinyl split or bucket seats Air conditioning and towing package: Included Power mirrors, doors locks and windows: Included Towing package: Included Minimum Full factory warranty period on vehicle: 3 years or 36 months Minimum Full factory warranty period on power train: 5 years or 60 months All equipment and accessories shall be OEM parts installed at the factory as part of the normal production build.Third party installations are not acceptable. The Contractor shall pay for all incidental expenses associated with warranty service, including,but not limited to transportation and labor and parts costs if the Contractor elects to have the City perform warranty service. Attachment 1 Section B GENERAL TERMS AND CONDITIONS 1. Requirement to Meet All Provisions. Each individual or firm submitting a bid(bidder)shall meet all of the terms and conditions of this specification. By virtue of its bid submittal,the bidder acknowledges agreement with and acceptance of all provisions of this specification. 2. Bid Submittal. Each bid must be submitted on the form provided in this specification and accompanied by any other required submittals or supplemental materials. Bid documents shall be enclosed in an envelope that shall be sealed and addressed to the Department of Finance and Information Systems,City of San Luis Obispo, 990 Palm Street, San Luis Obispo,CA,93401. In order to guard against premature opening, the bid should be clearly labeled with the bid title, specification number,name of bidder,and date and time of bid opening. No FAX submittals will be accepted. 3. Bid Quotes and Unit Price Extensions. The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the bid form. Any lump sum bid shall be stated in figures. The bid form must be fully completed. If the unit price and the total amount stated by any bidder for any item are not in agreement,the unit price alone will be considered as representing the bidder's intention and the bid total will be corrected to conform to the specified unit price. 4. Bid Withdrawal and Opening. A bidder may withdraw its bid without prejudice prior to the time specified for the bid opening by submitting a written request to the Director of Finance for its withdrawal, in which event the bid will be returned to the bidder unopened. No bid received after the time specified or at anyplace other than that stated in the"Notice Inviting Bids"will be considered. All bids will be opened and declared publicly_ Bidders or their representatives are invited to be present at the opening of the bids. 5. Submittal of One Bid Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one bid,except an alternative bid when specifically requested 6. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged,but will be permitted. However,any such oral communication shall not be binding on the City. 7. Bid Retention and Award. The City reserves the right to retain all bids for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any bid,to reject any or all bids,to reject or delete one part of a bid and accept the other,except to the extent that bids are qualified by specific limitations. See the"special terms and conditions" in Section C of this specification for bid evaluation and purchase order award criteria. 8. Competency and Responsibility of Bidders. The City reserves full discretion to determine the competence and responsibility,professionally and/or financially, of bidders. Bidders will provide, in a timely manner,any and all information that the City deems necessary to make such a decision. 9. Ability to Perform. The Contractor warrants that it possesses,or has arranged through subcontracts,all capital and other equipment, labor,materials,and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county,city,and special district laws,ordinances,and regulations. C a= 9 Attachment 1 10. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. H. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 12. Permits and Licenses. The Contractor shall procure all permits and licenses,pay all charges and fees,and give all notices necessary. 13. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment,or services provided by the Contractor(net 30). 14. Interests of Contractor. The Contractor covenants that it presently has no interest,and shall not acquire any interest direct or indirect or otherwise,which would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder,the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 15. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify,protect and hold the City and its agents,officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property,including injury to the Contractor's employees,agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Contractor, and its agents, officers or employees,in performing the work or services herein,and all expenses of investigating and defending against same;provided,however,that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents,officers or employees. 16. Purchase Order Assignment. The Contractor shall not assign,transfer,convey or otherwise dispose of the purchase order,or its right,title or interest,or its power to execute such a purchase order to any individual or business entity of any kind without the previous written consent of the City. 17. Termination. If, during the term of the purchase order the City determines that the Contractor is not faithfully abiding by any term or condition contained herein,the City may notify the Contractor in writing of such defect or failure to perform; which notice must give the Contractor a ten calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice,such shall constitute a breach of the purchase order and the City may terminate the purchase order immediately by written notice to the Contractor to said effect. Thereafter,neither party shall have any further duties,obligations,responsibilities,or rights under the purchase order except,however;any and all obligations of the Contractor's surety shall remain in full force and effect,and shall not be extinguished, reduced,or in any manner waived by the termination thereof. OC CZ:-/O i Attachment 1 In said event,the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination,minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the purchase order payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall work scope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project,as may be determined in the City's sole discretion,so as to permit a full and complete accounting of costs. In no event,however, shall the Contractor be entitled to receive in excess of the compensation quoted in its bid. I Attachment 1 Section C SPECIAL TERMS AND CONDITIONS I. Purchase Order Award. Subject to the reservations set forth in paragraphs 7 and 8 of the general terms and conditions(Section B of this specification), a purchase order will be awarded to the lowest responsible,responsive bidder. 2. Sales Tax Adjustment. For sales occurring within the City of San Luis Obispo,the City receives sales tax revenues. Therefore,for bids from retail firms located in the City at the time of bid closing for which sales tax is allocated to the City, 1.5 percent of the taxable amount of the bid will be deducted from the bid by the City in calculating and determining the lowest responsible,responsive bidder. 3. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this specification shall include delivery F.O.B. San Luis Obispo by the successful bidder. Delivery must occur within 90 days of the date a purchase order is issued. 4. Accuracy of this Specification. This specification is believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. In preparing its bid,the bidder and all subcontractors named in its bid shall bear sole responsibility for bid preparation errors resulting from any misstatements or omissions in this specification which could easily have been ascertained. Although the effect of ambiguities or defects in this specification will be as determined by law,any patent ambiguity or defect shall give rise to a duty of the bidder to inquire prior to bid submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the bidder,assuming reasonable skill,ability,and diligence on its part,knew or should have known of the existence of the ambiguity or defect. Furthermore,failure of the bidder or subcontractors to notify City in writing of specification defects or ambiguities prior to bid submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the bid. In the event that,after award of the purchase order,any dispute arises as a result of any actual or alleged ambiguity or defect in this specification,or any other matter whatsoever,the Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors shall continue to perform, irrespective of whether or not the ambiguity or defect is major,material, minor or trivial, and irrespective of whether or not a change order,time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one working day of the Contractor becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in this specification concerning the dispute. C�la- Attachment 1 BID FORM The undersigned,who is authorized to represent the bidding firm and has carefully examined Specification No. 90991,agrees to furnish the equipment described in Section A of Specification No. 90991 for the following pricing quoted in full: Base Price of compact extended-cab pickup $ Fees $ Sales Tax @ 8.75 percent $ Total Unit Price $ Delivery $ Total Units to be Ordered 4 Extended Price $ Base Price of full-size extended-cab %z ton pickup $ Fees $ Sales Tax @ 8.75 percent $ Total Unit Price $ Delivery $ Total Units to be Ordered j Extended Price $ Prices shall be FOB 25 Prado Road, San Luis Obispo, California. Equipment delivery time in calendar days after receipt of purchase order Bidding Firm Name and Address Contact Phone S nature of Authorized Representative Date ca�r3 I I Attachment 1 SPECIFICATION CONFORMANCE Proposing firms must fill in the"Proposed"column below to show how the equipment to be furnished will conform to the standards listed in Section A of the specification(90991). Use additional sheets if necessary to explain deviations from minimum standards required. Compact extended cab pickups Standard Proposed Required engine type: In-line 5-cylinder or V-6 Minimum engine displacement: 3.6 liters Transmission type: Automatic Maximum overall length-extended cab: 219 inches Minimum number of exterior doors for extended cab 4 doors Exterior color: White Interior color: Gray Seat upholstery material: Vinyl Air conditioning: Included Power mirrors, doors locks and windows: Included Full factory warranty period on vehicle: 3 years or 36 months Full factory warranty period on drivetrain: 5 years or 60 months Full size extended cab '/:ton pickup Standard Proposed Required engine type: V-8 Minimum engine displacement: 4.6 liters Transmission type: Automatic Maximum overall length-extended cab: 232 inches Minimum number of exterior doors for extended cab 4 doors Exterior color: White Interior color: Gray Seat upholstery material: Vinyl Air conditioning: Included Power mirrors, doors locks and windows: Included Towing package Included Full factory warranty period on vehicle: 3 years or 36 months Full factory warranty period on drivetrain: 5 years or 60 months G:\Administrative\Service-Supply-Contracts\Fleet Purchasing\IFB trucks\2009-10\IFB-Spec 90859,90862,and 90956-5 Pickup Trucks.doc ca- �� - Attachment 2 COMMUNITYDEVELOPMENT FLEET REPLACEMENT-CTP ENGINEERING DESIGN PICKUPS CIP Project Summary Replacing one compact pickup with a compact extended cab pickup in 2009-10 will cost$23,500. Replacing one full size %2 ton pickup with a compact extended cab pickup in 2011-12 will cost$24,300. Project Objectives 1. Comply with fleet replacement policy. 2. Keep maintenance costs reasonable. 3. Provide safe and productive work environment. Existing Situation The existing vehicles are used daily by Public Works and Community Development staff based at 919 Palm Street for work on design and project review work. The decision to replace is based on a combination of the following factors: 1. Actual miles of operation compared to replacement miles in Fleet policy. 2. Actual years of operation compared to expected years in Fleet Policy. 3. Suitability of the equipment for current use. 4. Review of mechanical condition and history by Fleet Supervisor and operating Department users. 5. Evaluation of maintenance costs by Fleet Supervisor and operating Department users. Compact standard cab to compact extended cab pickup This pool vehicle is unassigned and used by multiply employees on request in Public Works and Community Development for field work and training travel. Staff initially requested that the compact pickup be replaced with a standard cab, full size pickup to better accommodate multiple persons with tools and paperwork needing to be transported into the field. Staff was shown the extended cab compact pickup that has become the standard model type used for the CIP Inspectors.They agree that a compact,extended cab pickup with the additional storage will provide sufficient passenger and cargo space for the intended use. This pickup replacement was approved in the 2007-09 Financial Plan. Standard cab Y,ton pickup to compact extended cab pickup Similarly, this pool vehicle is unassigned and used by multiply employees on request in Public Works and Community Development for field work and training travel.Staff initially requested that the full size standard cab pickup be replaced in kind with a similar size pickup to better accommodate multiple persons with tools and paperwork needing to be transported into the field. Staff was shown the extended cab compact pick which has become the standard model type used for the CIP Inspectors. They agree that the extended cab and addition storage will provide sufficient cargo space for the intended use. This pickup replacement was approved in the 2007-09 Financial Plan. Goal and Policy Links t 1. Fleet Management Policy,section 405 of the Financial Management Manual 2. Fleet Operating program goal to provide safe,efficient,and reliable vehicles and equipment. II I 3-405 Attachment 2 COMMUNITY • • FLEET REPLACEMENT—CIP ENGINEERING DESIGN PICKUPS Project Work Completed The fleet manager has evaluated the condition of the proposed fleet replacements for conformance with fleet management polices and operational needs, and researched pricing through the State's cooperative purchasing program or other sources. Environmental Review No environmental review is required. Project Constraints and Limitations No project constraints or limitations exist. Stakeholders CIP Project Engineering staff,Transportation Planning & Engineering staff, Community Development staff and Fleet Maintenance staff Project Phasing and Funding Sources Pro ect Costs by Phase Project Costs Budget-to-Date 2009-10 2010-11 1 2011-12 2012-13 Total Equipment Acquisition 23,500 24;300 47,800 Total - 23,500 - 24,300 - 47,800 Project Funding Source General Fund Key Project Assumptions 1. Vehicle replacement costs are based on existing State cooperative purchasing prices. 2. Vehicle costs will increase by 2%annually from 2007-08"benchmark"costs. 3. Vehicle miles at the time of replacement are projected assuming the same proportional usage rate in the future as year-to-date age and usage. Project Manager and Team Support Project Manager Fleet Maintenance Supervisor Project Team Deputy Director of Public Works Fleet Maintenance Supervisor Cd - 3 406 6. Attachment 2 COMMUNITY • ' FLEET REPLACEMENT—CIP ENGINEERING DESIGN PICKUPS Alternatives Deny, Defer or Re-phase the Request: This will lead to proportionally higher costs for maintenance and operation reflected in the program budgets for Fleet Maintenance and the Department using the equipment. Operating Program Engineering Development Review(50400) Project Effect on the Operating Budget Pra'ect Management Responsible Staff Hours Engineering Staff 8 Fleet Maintenance Staff 16 Public Works Administration 8 Operations and Maintenance After Project Completion Typical annual costs for preventative maintenance such as oil/filter changes, inspections, plus as-needed replacement of wear parts such as tires,batteries,brakes,filters,lamps,and fuses. No cost savings is anticipated Description of Replacement Units R lacementFiscalYear 2009-10 2011-12 City Fleet Number 9907 9909 Vehicle Type *pickup *pickup Make Ford Ford Model Ranger F150 Model Year 1996 1997 Date Entered City Service 1999 1999 Odometer Reading at 11-01-08 65,500 47,601 Re Iacemerif Gnidelities`:.. :::- Target:Years and Mileage 11/90,000 11/90,000 Pro ected atReplacement: 13(/0,600 14/56,000 Ite IaciSmentC.ost-':`::::•.-'=:.:. :: .:-.: '_:_-,.:.:�;, :_ =':: '.:.;:`.-:::_ `:;._: :::. :.:. :..::__:_ :; i_;-:_:_::� Base Unit $16,900 $16,900 Accessories&Other Costs $2,300 $2,300 Special Painting/Striping $100 $100 j Radio $2,000 $2,000 Inflation adjustment $0 $852 Delivery $300 $300 Sales Tax $1,855 1 $1,855 Total $23,455 $24,307 Total:2009-10E-12-3-4-5-01 Total:2011-12 $24,300 *Proposed change in vehicle type:see"Existing Situation"explanation. i 3-407 eoZ Attachment 3 LEISURE, CULTURAL & SOCIAL SERVICES FLEET REPLACEMENT—PARKS &RECREATION CEP Project Summary 1. Replacing one sport utility vehicle with a short wheel base, 4x4 crew cab pickup in 2007-08 will cost $31,100. 2. Replacing one compact pickup with an extended cab compact pickup with 6' bed in 2008-09 will cost $20,900. Project Objectives 1. Comply with fleet replacement policy. 2. Keep maintenance costs reasonable. 3. Provide safe and productive work environment. Existing Situation The existing vehicles are utilized by staff based at the Parks and Recreation offices. The pickup is used daily by employees working at City facilities and parks.The SUV is used daily by Ranger staff for patrol and maintenance of open space.The decision to replace is based on a combination of the following factors: 1. Actual miles of operation compared to replacement miles in Fleet policy. 2. Actual years of operation compared to expected years in Fleet Policy. 3. Possible unsuitability of the equipment for current use. 4. Review of mechanical condition and history by Fleet Supervisor and operating Department users. 5. Evaluation of maintenance costs by Fleet Supervisor and operating Department users. Ranger S.U.K to Crew Cab Pickup The exiting S.U.V. (ID 0117) will be within fleet policy for replacement in year 2007-08. This vehicle. replacement was previously identified in the 2005-07 Financial Plan but is recommended to be replaced with a short wheel base, four-wheel drive crew cab pickup. Ranger staff regularly travel in teams to the same site open space site making a 4-door truck more practical The proposed replacement vehicle can accommodate up to 5 occupants and provide needed room to haul equipment, tools, and supplies as well as trash and debris. This vehicle configuration will reduce need for multiple vehicles to be taken to the same work location. In addition, this type of truck is needed to safely tow some trailers that excess the load rating of a standard S.U.V. Compact Regular cab to Compact extended cab pickup The exiting pickup will be within fleet policy for replacement in year 2008-09. The existing compact pickup replacement was previously identified in the 2005-07 Financial Plan but is recommended to be replaced with an extended cab compact pickup with a 6 foot bed. Given the needs of staff,this type of truck better serve the Department. A six foot bed is needed for such tasks as setting up for special events,hauling room set up materials and program supplies as well as other day to day work needs for supporting various programs. Often the equipment that is being transported exceeds the current truck bed capacity. It is common for staff to transfer 8' tables,large tent poles and other long and/or bulky equipment.The proposed larger truck bed size will help with these types of transportation needs and provide staff with a safer working environment. The extended cab will provide secure and weather protection when transporting equipment during normal vehicle 3-386 - Attachment 3 CULTURAL FLEET REPLACEMENT—PARKS &RECREATION use. Examples are public address systems and paper goods.Having an extended vehicle cab will help protect property both in transit and when not in use.In addition,staff often works in pairs so an extended cab would help accommodate multiple passengers with storage space for equipment and supplies. Goal and Policy Links 1. Fleet Management Policy, section 405 of the Financial Management Manual. 2. Fleet Operating program goal to provide safe,efficient,and reliable vehicles and equipment. Project.Work Completed The fleet manager has evaluated the condition of the proposed fleet replacements for conformance with fleet management polices and operational needs, and researched pricing through the State's cooperative purchasing program or other sources. Environmental Review No environmental review is required. Project Constraints and Limitations. No project constraints or limitations exist. Stakeholders. Staff using the vehicle or equipment in the identified operating program in which the item is assigned. Project Phasing and Funding Sources Pro'ect Costs by Phase Project Costs Budget-to-Date 2007-08 2008-09 2009-10 2010-11 1 Total Equipment Acquisition 1 31,1001 20,9001 52,000 Total 31,1001 20,9001 52,000 Project Funding by Source Fleet Replacement Fund Key Project Assumptions 1. Vehicle replacement costs are based on existing State cooperative purchasing prices. 2. Vehicle costs will increase by 5%annually from 2007-08"benchmark"costs. 3. Vehicle miles at the time of replacement are projected assuming the same proportional usage rate in the future as year-to-date age and usage. 3-387 y Attachment 3 CULTURAL FLEET REPLACEMENT—PARKS &RECREATION Project Manager and Team Support Project Manager Ron Holstine—Fleet Maintenance Supervisor Project Team Doug Carscaden—Senior Park Ranger Ron Holstine—Fleet Maintenance Supervisor Alternatives Deny, Defer or Re-phase the Request. This will lead to proportionally higher costs for maintenance and operation reflected in the program budgets for Fleet Maintenance and the Department using the equipment. Operating Program Parks and Recreation Administration 60100 Project Effect on the Operating Budget Requesting Department— 16 hours Fleet Staff—32 hours Administrative Staff— 16 hours Typical annual costs for preventative maintenance such as oil/filter changes, inspections, plus as-needed replacement of wear parts such as tires,batteries,brakes,filters, lamps,and fuses. Some saving in operation and maintenance costs may occur through more efficient and appropriate use of the replacement vehicles proposed. r S.U.V. 3-388 �� -go l Attachment 3 SOCIALLEISURE, CULTURAL 8c FLEET REPLACEMENT—PARKS &RECREATION Description of Replacement Units Replacement Pgeal Year 2007.08 2008-09 City Fleet Number 0117 9608 Vehicle Type *SUV *pickup Make Chevrolet Ford Model Blazer Ranger Model Year 2000 1996 Date Entered City Service 2001 1996 {Odometer Reading at 12-1-06 93,675 p 45,297 y tlteCelO1CD�QOldeliReSJR„'`,i fc1'iP ie,l..lv.t�*-ijl�,iill Fr I x�ii+ei,i{jji�5�'i;t41.,V41 tri,rilii tF-sit 'Y"nt ✓16 f{it -1 k i t��?I .�i I�tt I h-i r���'�itKi '•ii°7:�^i� - i. Tiri6 eil L •=.a�it�'.ks.cr,dll fm,n x in tr,,n!C_ firm a .. r. .r iasn. aa. Target:Years or Mileage 11/90,000 11/90,000 Pro'ectedatReplacement: 11/117,100 12/52,100 t. ra •.. u^• " is rc �: sa ,;,(t, s - te. rt r ,aaa a. a as ea a W��rGV.1L�r._. .rlt��x��_risr`wJul�lnvl•il utP�r,rl}Jwi,�rL�n!{'. tijinlr_t,i.i.Halsirs,i.�1�1�131,-1.�u '!L. _,cdlndlc.l r�Lat: u�nm:L�:�IrghaF,x'.ilei?iF��7 i;llf�:?::KH�S Base Unit $20,020 $13,646 Accessories&Other Costs $1,000 $2,650 Striping $700 $0 New Code3&equipment transfer $5,000 $0 Radio $2,000 $2,000 5%annual inflation $0 $915 Delivery $250 $250 Sales Tax $2,172 1 $1,489 Total Replacement Costs $31,142 $0 $0 $20,950 $0 $0 Total:2007-08 $31100 Total:2008-09 $20,900 "Proposed changed in vehicle type:see"Existing Situation" 3-389 Attachment 4 ' PUBLIC FLEET REPLACEMENT—WATER DISTRIBUTION CIP Project Summary 1. Replacing one full-size pickup with a mid-size pickup in 2007-08 will cost$23,900 2. Replacing one flat bed crane truck in 2007-08 will cost$98,700 3. Replacing 4 mid-size pickups in 2008-09 will cost$83,600 Project Objectives 1. Comply with fleet replacement policy 2. Keep maintenance costs reasonable 3. Provide safe and productive work environment Existing Situation GMC Truck The existing full size GMC truck was originally purchased to operate on either compressed natural gas(CNG) or gasoline. Due to maintenance and operational issues, the CNG vehicles purchased at that time have been using gasoline since shortly after the original purchase. This truck is utilized by the Water Distribution Supervisor primarily for transportation within the city limits. As such, this vehicle does not accrue high mileage on an annual basis. In contrast, the standby vehicle (Chevy S-10, #0401) which is driven by employees to their residences when they are on call for off-hour response receives significant mileage which results in earlier replacement due to mileage and maintenance issues. It is recommended that the full size pickup for the Supervisor be replaced with a light extended cab pickup. The new vehicle would be initially used by the Supervisor and then rotated into use as the standby vehicle. This will allow the City to obtain the greatest utilization of the vehicle while potentially reducing long-terra maintenance costs associated with an older model vehicle. The full size GMC truck has approximately 72,000 miles as of December 2006. This vehicle will have over 12 years of service at the time of replacement. This vehicle is recommended for replacement based on age and projected increased maintenance costs and reduced reliability. Flat Bed Crane Truck This vehicle is utilized by staff for maintenance of the water distribution system including pump replacements and pressure reducing valve maintenance. The truck has had numerous problems since it was acquired and has required significant associated maintenance expenditures. The truck has approximately 66,000 miles as of December 2006 and will be 10 years old at the time of replacement. This vehicle is recommended for replacement based on mileage and ongoing high maintenance costs and potential reduced reliability. Specialized accessories needed for this unit include the 12 Ton crane, bench seat, extended cab, power inverter/generator, electrical receptacles front & back, Compressor, Tool boxes (2) with mechanics drawers- on both sides of unit under flatbed between rear wheels and aluminum tool boxes (2) 1 on each side of crane mount butting up to cab area, (2) retractable reels for air hose and electrical extension cord, powered bed stabilizers, strobes on truck running lights/blinkers, strobe bar on cab roof with directional arrows that can be seen by both directions of traffic,cone rack/storage,and combo hitch/receiver. 3-104 Attachment PUBLIC UTILITIES FLEET REPLACEMENT—WATER DISTRIBUTION Chevy S-10 This truck is used by staff for daily job duties as well as standby emergency response as discussed above. Employees on standby are routinely called for response during off-hours which results in significant mileage and vehicle wear and tear. This vehicle was placed in service in 2004 and already has approximately 47,000 miles and is projected to have 94,000 miles at the time of replacement. This vehicle is recommended for replacement based on mileage and projected increased maintenance costs and reduced reliability. Dodge Dakotas These trucks (3) are utilized by Customer Service staff for daily water meter reading and maintenance activities. These vehicles receive heavy use in town and idle extensively (i.e. mileage not reflective of engine wear). The vehicles currently have between 50,000 and 57,000 miles and are projected to have between 70,000 and 80,000 miles at the time of replacement. These vehicles are recommended for replacement due to the increasing maintenance costs and potential reduced reliability. These vehicles are critical for collection of water and sewer revenues and reduced reliability is unacceptable. Goal and Policy Links 1. Fleet Management Policy,section 405 of the Financial Management Manual 2. Fleet Operating program goal to provide safe,efficient,and reliable vehicles and equipment 3. The vehicles identified for replacement in the next two years were identified for replacement in the 2005/07 Financial Plan. Project Work Completed The fleet manager has evaluated the condition of the proposed fleet replacements for conformance with fleet management polices and operational needs, and researched pricing through the State's cooperative purchasing program or other sources. Environmental Review No environmental review is required Project Constraints and Limitations No project constraints or limitations exist Stakeholders Water Distribution,Customer Service,and Fleet Maintenance. Project Phasing and Funding Sources Water Fund 3-105 04,--d3 Attachment 4 PUBLIC UTILITIES FLEET REPLACEMENT—WATER DISTRIBUTION Pro'ect Costs by Phase Project Costs Budget-w-Date 1 2007-08 2008-09 2009-10 2010-11 Toms Equipment Acquisition 1 122,6001 83,600 1 1 206,200 Total 1 122,6001 83,600 - - 206,200 Key Project Assumptions 1. Vehicle replacement costs are based on existing State cooperative purchasing prices. 2. Vehicle costs will increase by 5%annually from 2007-08"benchmark"costs. 3. Vehicle miles at the time of replacement are projected assuming the same proportional usage rate in the future as year-to-date age and usage. Project Manager and Team Support Project Manager Ron Holstine—Fleet Maintenance Supervisor Project Team Steve Johnson—Water Distribution Supervisor Ron Holstine-Fleet Maintenance Supervisor Alternatives Deny, Defer or Re phase the Request. This will lead to higher costs for maintenance and operation. Reduced vehicle reliability could impact staff productivity. Operating Program Water Distribution 55160 Project Effect on the Operating Budget Requesting Department—24 hours Fleet Staff—48 hours Administrative Staff—24 hours Typical annual costs for preventative maintenance such as oiUfilter changes, inspections, plus as-needed replacement of wear parts such as tires,batteries, brakes, filters, lamps,and fuses. 3-106 oZ a� Attachment PUBLIC FLEET REPLACEMENT-WATER DISTRIBUTION Description of Replacement Units Replacement Fiscal Year 2007-08 2008-09 City Fleet Number 9520 9703 0401 0119 0120 0121 Vehicle Type pickupflatbed pick up pick up pick up pick up Make GMC Chevy Chevrolet Dodge Dodge Dod e Model 1/2 ton S10 Dakota Dakota Dakota Model Year 1994 1996 2003 2001 2001 2001 Date Entered City Service 19951 19971 2004 20011 20011 2001 Odometer Reading at 12-1-06 72,023 662011 47,1741 49,560 1 53,600 1 57,200 :} - '7 JiIW .'r Yi(X,tF:dkl A 11 IR,1t 2f �fy(1i31¢r ,,le lq�"�6:EL!net re +ra�11w. -4 xuy l {Agp=6 p P'•• t;V deline� J1111 atl� s!'4.,#.,L N,a u IriuiJ i! Y X1`9?.x•dllc x ii).N ttl„tmt.w e,t l w ,.11M I .ti ,,4,114Q a7au r 1 1'}i,ilrli.: Target:Years or Mileage 11/90,0001 12/60,000 11/90,000 11/90,000 11/90,000 11/90,000 Projected at Replacei t 13/80,0001 lOn5,000 4/96,000 **7/70,000 **7!15,000 **7/80,000 y -'^'' '^'""'^"1- c 3!ill 1 t 11j I 111 Ii1::JtM jig 111 .N:l,Ix tit' .(3 A 10.110E f< iF I r l mew CD ...:l.:.0...I v'Zx II..:el.'...-..:cJ6k'. :�..�r, {1 3 a .Eel�„ is I x,t(S7�nS a� +1ntl.Lr.7.',G1L�.!L g E:�'.l�ilt.0 LPi{1:::::g 1;lf">•..' Base Unit $17,397 W_ W $37,415 _ $13,646 1 $13,646 $13,646 $13,646 Accessories&Other Costs $2,600 $0 $2,600 $2,600 $2,600 $2,600 X ton crane and bed $31,000 specialized accessories $24,975 Radio $2,000 $2,000 $2,000 $2,000 $2,000 $2,000 5%inflation $0 $0 $912 $912 $912 $912 Delivery $200 $250 $250 $250 $250 $250 Sales Tax $1,705 $3,055 $1,485 $1,485 $1,485 $1,485 Total Replacement Costs $23,902 $989695 $20893 $20,893 $20,893 $20,893 Total:2007-08 $122,600 Total:2008-09 $83,600 Replacement Fiscal Year 2009-10 2010-11 City Fleet Number Vehicle Type Make Model Model Year Date Entered City Service Odometer Reading at 12-1-06 Replacement Guidelines Target:Years or Mileage Projected at Replacement Replacement Cost Base Unit Accessories&Other Costs Delivery Sales Tax Total 0 0 0 0 0 0 Total:2009-10 $0 Total:2010-11 $0 ** See "Existing Situation" 3-107 /d a