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CITY. OF SAN BERN~DINO - REQU-;~! N'~. 5~~UNCIL ACTION
From:
ROGER G. HARDGRAVE
Subject:
Award of Contract - Installation
of Truck/Car Wash at City Cor-
poration Yards (182 S. Sierra
Way), per Plan No. 8606
Dept:
Public Works/Engineering
Date:
1-23-92
----N/S CORPORATION
Synopsis of Previous Council action:
July, 1991 -- Equipment Allocation authorized, providing
$128,300.00 to fund purchase and installation of
truck/car wash at City Yards.
Recommended motion:
Adopt resolution.
cc: Shauna Clark
Andy Green
Jim Penman
Manuel Moreno
Supporting data attached:
Gene R. Klatt
Staff Report, Report of
Bids. Resolution
Phone:
'i17'i
Contact person:
Ward:
1
FUNDING REQUIREMENTS:
Amount: $96.600 /Motor Pool Fund)
Source: (Acct. No.) 635-311-55800
tion Yards
(Acct. DescriPtion) Truck/Car Wash at City Cnrpnr,,-
Finance: ( ~ D.J.-
Council Notes:
75-0262
Agenda Item No.
:3/
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CITY' OF SAN BERN.DINO - REQUEST ~ COUNCIL ACTION
STAFF REPORT
Page 1 of 2
On January 7, 1992, at 2:00 p.m. bids were opened for the
truck/car wash for the City Yards.
A total of 4 bids were received, ranging from $74,905.00
to $150,069.00. The low bid is 40.1% below the Engineer's
Estimate of $125,000.00.
The total estimated project cost, based upon the actual
low bid price, is:
Construction Contract $
Additive Alternate 1A
Engineering/Inspection (W.O. 1468)
Work by City Forces (grease trap,elec., etc)
Sub-Total
Contingencies (15%):!:
TOTAL ESTIMATED PROJECT COST $
74,905.00
1,091.00
2,000.00
6,000.00
83,996.00
12,604.00
96,600.00
Presently, the City uses outside contract services to
provide car washes. Approximately 425 vehicle washes are
performed each month. The unit cost per wash, plus the time to
drive to the wash and wait (estimated at 45 minutes) costs the
City approximately $82,000.00 per year. Large trucks (trash
trucks and heaving equipment) are washed by hand at the City
Yards and no cost has been assigned to this.
The truck/car wash, including operation and maintenance,
will cost $0.06 per car and $0.75 per trash truck with wash time
2 minutes per car and 5 minutes per truck. Allowing for 10%
outside contract washes for interior cleaning, the cost would
drop to $11,500.00 per year. This then fully pays for the
system in 1.2 years.
The proposed truck wash system will wash all large
equipment, including the under carriage. This will make repairs
faster and less p.ifficult. Over-all appearance of the fleet
will improve. Lost time will be at a minimum, if vehicles are
washed when fueled. A spot free rinse arch has been included so
no hand drying or detailing is required for cars.
Alternate 1A provides
water/soap recovery system.
Alternate 1A be included in the
for a vehicle
We recommend
contract award.
vacuum and a
that Additive
1-23-92
75-0264
CITY- OF SAN BERN.DINO - REQUEST FeR COUNCIL ACTION
STAFF REPORT
Page 2 of 2
City staff will need to install a 1200-gallon grease/oil
interceptor in the discharge line prior to disposal into the
sewer system and make necessary electrical connections _ The
existing concrete slab, water, power and drainage system will be
used by the proposed system, thereby reducing the cost for the
washing unit.
The contract provides that the system will be installed
within 40 working days after notice to proceed.
Staff has been in contact with the County of San
Bernardino and the City of Riverside (both have this manu-
facture's system) and found that both agencies are very pleased
and have reduced over-all costs and improved fleet appearance.
Both agencies wash police patrol vehicles (sheriff or city
police) and have had no complaints.
The low bidder listed the Seattle Metro, County of San
Bernardino and City of Thousand Oaks as references.
The manufacturer will be required by the special pro-
visions to submit a guarantee in writing for a period of one
year.
1-23-92
75-0264
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1
2
RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A
CONTRACT TO N/S CORPORATION FOR CONSTRUCTION OF A TRUCK/CAR WASH
3 AT CITY CORPORATION YARDS, 182 SOUTH SIERRA WAY.
4
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1.
N/S CORPORATION is the lowest responsible
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bidder for: Construction of a Truck/Car Wash at City Corporation
7
Yards, 182 South Sierra Way, per Plan No. 8606. A contract is
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awarded accordingly to said bidder for the total amount of
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$75,996.00, for the Basic Bid and Additive Alternate No. lA, but
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such award shall be effective only upon the contract being fully
executed by both parties. All other bids, therefore, are hereby
rejected. The Mayor is hereby authorized and directed to execute
said contract on behalf of the City; a copy of the contract is on
file in the office of the City Clerk and incorporated herein by
reference as fully as though set forth at length.
SECTION 2. This contract and any amendment or modifica-
tions thereto shall not take effect or become operative until
fully signed and executed by the parties and no party shall be
obligated hereunder until the time of such full execution. No
oral agreements, amendments, modifications or waivers are
intended or authorized and shall not be implied from any act or
course of conduct of any party.
SECTION 3. This resolution is rescinded if the parties
to the contract fail to execute it within sixty (60) days of the
passage of this resolution.
1-23-92
rtL'..o':JU: .t;.V'oI1'1.rtlJ.L.l.'l\.::J I.....U1'l.i'.t<.,M,I.....l "lU NI o':J L:U.K.J::'U~Tl.ur'ol rUK .......UNb..l...t\Ul......L.LUJ..'l ur 1'1.
TRUCK..,R WASH AT CITY CORPORATI~YARDS.
1
I HEREBY CERTIFY that the foregoing resolution was duly
2 adopted by the Mayor and Common Council of the City of San
3 Bernardino at a
meeting thereof, held on the
4 day of
5 Council Members:
6 ESTRADA
7 REILLY
8 HERNANDEZ
9 MAUDSLEY
, 1992, by the following vote, to-wit:
AYES
NAYS
ABSTAIN
ABSENT
10 MINOR
11 POPE-LUDLAM
12 MILLER
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Rachel Krasney, City Clerk
The foregoing resolution is hereby approved this
day of
, 1992.
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W. R. Holcomb, Mayor
Ci ty of San Bernardino
Approved as to form
and legal content:
James F. Penman
City Attorney
~ :l 2c,~
23 By 1J-7:". .~. r? I. Iv Ji/~
240
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. '"'Ft:
CITY OF SAIl BEJUrAJU)Ilf~EC'[).-~D:-4\H. \J ..
PUBLIC SERVICES DEPARTKENT " "" 3: ':.E'
INTER-OFFICE DEPARTMElfTi932 Fm <.0 . ,. .
To:
Roger Hardgrave, Public Works Director
Kevin Barnes, Refuse Superintendent ~'1( ~\
~ (\~ bOO \W~
, ~\ . !1 6\ (irr~
nl\1\ t
February 5, 1992
From:
Date:
Subject: Truck/Car Wash for
f'Vl" 1<-1 - 'l... { .r/ 9 'l-
city Yard
Having just learned that the matte~ is an upcoming agenda item, I
have several cOlDDlents and questions on the project. Since my
division will be a major user, it is unfortunate that I was not
consulted or informed of the plans and progress at an earlier date.
I have briefly listed concerns in three categories below:
Phvsical Considerations
1. Vehicular ingress and egress for a station mounted on the
existing wash rack may conflict with refuse truck parking, limiting
the hours of service. We should layout the.plan together or site
next to the garage's wash rack for plumbing.
2. Hand-held spray wands will still be necessary for cleaning of
hard-to-reach parts of equipment and refuse bins. We need to
incorporate the two existing washers and a bin area into the plan.
3. Are we sure of the machine's performance in the intended
application? To my knowledge, neither S.B. County or Riverside
have automated or frontloading refuse trucks. These types should
be run through an existing system for evaluation. Also, Riverside
does not have the undercarriage cleaning system. Does the county?
Administrative Considerations
1. Is permitting for effluent discharge needed? If so, are the
costs counted? Which department will maintain the permit?
2. Which department will maintain the machine? Have O&M personnel
and supplies been designated and budgeted for? Such a machine will
require priority treatment once it is relied upon.
.
.
Financial Considerations
1. Are the per-wash costs supported by data from the vendors or
from actual users? Vendor estimates should be verified with users.
2. Do costs include:
a. capitalization
b. utilities and responsible department
c. interceptor pumping and disposal
3. The calculations in the text of the staff report are vague.
They should be tabulated. Multiplying the number of washes in the
specifications by the costs in the staff report yields an
unbelievably low annual cost of $5,382.
4. The specifications and the staff report have differing numbers
of washes per week, making a repayment calculation impossible.
5. The labor expense of driving to and from the wash and waiting
there cannot be counted toward repayment of the investment because
the same salaries will be paid out with or without the machine.
6. Although lost time will be reduced, the economic benefit will
be realized by individual departments in the form of productivity
rather than by the motor pool fund in terms of dollars.
7. Will costs be apportioned to the using departments on a vehicle
count basis or an estimate? Estimated usage is apt to be low if
the system proves convenient, leaving an operating cost deficit.
I am looking forward to using the system to keep our fleet clean
and in good mechanical shape. We should approach the project with
a comprehensive scope to avoid pitfalls, however.
cc: Fred Wilson