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HomeMy WebLinkAbout34-Purchasing CITY OF SAN BERtaRDINO - REQUEST AR COUNCIL ACTION From: Dean R. Meech, Purchasing Agent Subject: Frontloader Refuse Trucks, Four (4) Each Dept: Purchasing Date: February 4, 1992 Bid: F-92-14 Synopsis of Previous Council action: None Recommended motion: Adopt Resolutions. Dean R. Meec4 ~4 Signature Contact person: Dean R. Meech, Purchasing Agent Phone: 384-5085 Supporting data attached: Yes Ward: N/A FUNDING REQUIREMENTS: Amount: $512,281.10 Source: (Acct. No.! 127-413-55130 (Lease Purchase) (Acct. Descriotion) REFUSE TRUCKS Finance: ~ p ('- Council Notes: 75.0262 Agenda Item NO.~ - ~ ~ CITY'OF SAN BERN.DINO - REQUEST ~ COUNCIL ACTION STAFF REPORT F-92-14 The proposed purchase is for four (4) each, frontloader refuse vehicles to be utilized in daily operations by the Public Services/Refuse Department. At the request of the department, appropriate specifications were prepared, published and furnished to area suppliers. Bids were publicly opened and declared on December 10, 1991. The following is a summary of bids received. COMPANY TOTAL BID (INCLUDING TAX) BODY CAB/CHASSIS MACK TRUCKS NO BID ABLE BODY CO. NO BID HAAKER EQUIPMENT CO. NO BID *AZUSA WHITEGMC $279,598.32 AMREP INC $148,695.00 INLAND EMPIRE WHITE GMC 279,908.64 *MAXON 148,695.00 STAGG EQUIPMENT 146,755.50 RAY GASKIN SERVICE 142,230.00 ENGS MOTOR TRUCK CO. 282,305.00 H & H INDUSTRIES NO BID CARMENITA TRUCK CENTER NO BID Twelve (12) suppliers of this commodity were solicited, six (6) truck chassis suppliers and six (6) refuse body suppliers. The City received 4 valid bids from the body suppliers and 3 valid bids from the chassis suppliers. The others recieved were no bids. The using department determined that the bid of Azusa White/GMC chassis and the bid of Maxon Industires refuse body are best suited to the city's requirements. The Refuse Superintendent reviewed the bid specifications and recommended the equipment best meeting the frontloader fleet specification requirements. Although the total cost of $6465 ($1,616.25 each) for the four (4) refuse body units is higher than the lowest bider, the Department feels this will be more than offset by operational productivity savings by acquiring equipment best suited to fleet specifications and department operational need. The chassis cost is $279,598.32 including tax for four (4) each. The body cost is $148,695.00 including tax for four (4) each. The total for four (4) each complet units is $428,257.32 including tax. The acquisition will be a lease purchase transaction for both 75.0264 . . chassis and body. The lease purchase amount to finance is $428,257.32. The cost of financing is $84,023.78 at 7.18% interest payable six (6) months in arrears for ten (10) semi-annual payments of $51,728.14 over five (5) years. The total cost of the lease purchase finance transaction is $512,281.10. The equipment delivery is expected sixty days after receipt of order. The lease purchase payments commence approximately six (6) months after receipt of equipment. The specifications of the chassis and refuse bodies meets the user requirements. The Director of Public Services recommends the bid of Azusa White GMC for the chassis and the bid of Maxon Industries Inc. for the refuse bodies. The vendor Azusa White GMC will be the prime responsible vendor. 4~t# Dean R. Meech, Purchasing Agent . . 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 ~ ~ 24 ~ 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A FINANCING SCHEDULE TO MUNICIPAL LEASING CORPORATION FOR THE FINANCING OF FRONTLOADER REFUSE TRUCKS, FOUR (4) EACH, TO BE UTILIZED BY THE PUBLIC SERVICES/REFUSE DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-92-14. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNADINO A FOLLOWS: SECTION 1. That Municipal Leasing Corporation is the lowest and best responsible bidder for the furnishing and delivery of financing of frontloader refuse trucks, four (4) each in accordance with Bid Specification F-92-14 for the total amount of five hundred twelve thousand, two hundred eighty-one dollars and ten cents ($512,281.10) at 7.18% interest payable six (6) months in arrears over five (5) years; pursuant to this determination, the Purchasing Agent is hereby authorized and directed to issue a Lease Purchase Schedule to existing contract for said financing of frontloader refuse trucks, four (4) each to said lowest and best responsible bidder; such award shall only be effective upon the issuance of a Financing Schedule by the Purchasing Agent; and all other quotations therefor are hereby rejected. SECTION 2. The authorization to execute the above referenced Financing Schedule is rescinded if the parties to the agreement fail to execute it within sixty (60) days of the passage of this resolution. / / / / / / / / / / / / / / / / / / / / / / / / / / / / / / / / 02-04-92 -1- 3~ . . RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A FINANCING SCHEDULE TO MUNICIPAL LEASEING CORPORATION FOR THE FINANCING OF FRONT LOADER REFUSE TRUCKS, FOUR (4) EACH TO BE UTILIZED BY THE PUBLIC SERVICES/REFUSE DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-92-14. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the city of San Bernardino at a meeting thereof, held on the day of , 199_, by the following vote, to wit: Council Members: AYES NAYS ESTRADA REILLY HERNANDEZ MAUDSLEY MINOR POPE-LUDLAM MILLER ABSTAIN ABSENT City Clerk The foregoing resolution is hereby approved this day of , 199____ W.R. Holcomb, Mayor City of San Bernardino Approved as to form and legal content: 24 James F. Penman, 25 :~~~~:::~ ~ W2~ a. J 267~ 27 28 -2- 02-04-92 . . 1 2 RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO AZUSA WHITEGMC FOR THE FURNISHING AND DELIVERY OF 3 FRONTLOADER REFUSE TRUCK CAB AND CHASSIS, FOUR (4) EACH, TO BE UTILIZED BY THE PUBLIC SERVICES/REFUSE DEPARTMENT IN ACCORDANCE 4 WITH BID SPECIFICATION F-92-14. 5 6 7 8 9 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNADINO A FOLLOWS: SECTION 1. That Azusa Whitegmc is the lowest and best responsible bidder for the furnishing and delivery of frontloader refuse truck cab and chassis, four (4) each in accordance with Bid Specification F-92-14 for the total amount of $279,598.32; 10 11 authorized and directed to issue a purchase order for said 12 frontloader refuse truck cab and chassis, four (4) each to said pursuant to this determination, the Purchasing Agent is hereby 13 14 15 16 17 18 lowest and best responsible bidder; such award shall only be effective upon the issuance of a Purchase Order by the Purchasing Agent; and all other quotations therefor are hereby rejected. SECTION 2. The authorization to execute the above referenced agreement is rescinded if the parties to the agreement fail to execute it within sixty (60) days of the passage of this resolution. was duly of San Bernardino at a meeting thereof, held on the 23 24 25 26 27 28 day of , 199_, by the following vote, to wit: / / / / / / / / / / / / / / / / 02-04-92 -1- 3S 9 10 11 12 13 14 15 16 17 18 19 James F. Penman, 20 :.~~/1:::~ 21 .7~~ ) 22 23 24 25 26 27 28 . . 1 2 3 4 5 6 7 8 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO AZUSA WHITEGMC FOR THE FURNISHING AND DELIVERY OF FRONTLOADER REFUSE CAB AND CHASSIS, FOUR (4) EACH, TO BE UTILIZED BY THE PUBLIC SERVICES/REFUSE DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-92-14. Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA REILLY HERNANDEZ MAUDSLEY MINOR POPE-LUDLAM MILLER City Clerk The foregoing resolution is hereby approved this day of , 199____ W.R. Holcomb, Mayor City of San Bernardino Approved as to form and legal content: 02-04-92 -2- . . 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO MAXON INDUSTRIES FOR THE FURNISHING AND DELIVERY OF FRONT LOADER REFUSE TRUCK BODIES, FOUR (4) EACH, TO BE UTILIZED BY THE PUBLIC SERVICES/REFUSE DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-92-14. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNADINO A FOLLOWS: SECTION 1. That Maxon Industries is the lowest and best responsible bidder for the furnishing and delivery of frontloader refuse truck bodies, four (4) each in accordance with Bid Specification F-92-14 for the total amount of $148,695.00; pursuant to this determination, the Purchasing Agent is hereby authorized and directed to issue a purchase order for said frontloader refuse truck bodies, four (4) each to said lowest and best responsible bidder; such award shall only be effective upon the issuance of a Purchase Order by the Purchasing Agent; and all other quotations therefore are hereby rejected. SECTION 2. The authorization to execute the above referenced agreement is rescinded if the parties to the agreement fail to execute it within sixty (60) days of the passage of this resolution. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 199_, by the following vote, to wit: / / / / / / / / / / / / / / / / 02-04-92 -1- 3t, 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 . . RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A PURCHASE ORDER TO MAXON INDUSTRIES FOR THE FURNISHING AND DELIVERY OF FRONTLOADRR REFUSE TRUCK BODIES, FOUR (4) EACH TO BE UTILIZED BY THE PUBLIC SERVICES/REFUSE DEPARTMENT IN ACCORDANCE WITH BID SPECIFICATION F-92-14. Council Members: ESTRADA REILLY HERNANDEZ MAUDSLEY MINOR POPE-LUDLAM MILLER AYES NAYS ABSTAIN ABSENT City Clerk The foregoing resolution is hereby approved this day of , 199____ Approved as to form and legal content: James F. Penman, ::~~ . ~~ ) 02-04-92 W.R. Holcomb, Mayor City of San Bernardino -2- . . CITY OP SAN BERNARDINO PUBLIC SERVICES_DEPARTMENT INTER-OPPICE DEPARTMENT To: Mayor W.R. "Bob" Holcomb and city Council Members From: Kevin Barnes, Refuse Superintendent (1 "It 1 Date: February 17, 1992 Subject: Technical Comparison of Refuse Truck Bodies for Bid # F-92-14 lMli"'fvI~ 'L11'l/9V In the interest of overall economy for the City, we offer the following tangible and intangible comparisons on which our purchase recommendation is based: 1. PAYLOAD CAPACITY Frontloading refuse trucks make at least two landfill trips per day at a vehicle and labor cost of $640. Dividing the daily cost by the legal payload capacity, the low bid unit costs $35.55 per ton and the recommended unit costs $32.82 per ton because it is 1500 lbs. lighter. This $2.73 per ton difference multiplied by 4680 tons per year per truck amounts to $12,776.40 greater annual productivity per unit. The total for four units over a seven year service life is $357,739.20. In addition, overweight fines cost about $100 for 1500 lbs. Although we use onboard scales and seldom receive citations, the lighter units are less inclined to be overweight. 2. LOADING AND PACKING CYCLE TIME The low bid unit takes over 20 seconds longer to lift each bin and over 20 seconds longer to compact each pair of bins. For over 100 bins per day, this amounts to at least 50 minutes lost productivity per day per unit. At $80 per hour truck and crew time, this amounts to $66.66 per unit per day or $17,331.60 annually per unit. The total for four trucks over a seven year service life is $69,326.40. 3. ADVANTAGES NOT CALCULATED The low bid unit does not afford the safest arm storage position for safety and maneuverability nor does it afford the best access to the truck chassis for maintenance. It should thus be evident that we are making the most prudent recommendation to keep our service rates at minimum. -S f::.? . sAcation No. . FURNISHING AND DELIVERING OF FOR THE CITY OF SAN BERNARDINO, CALIFORNIA NOTICE TO BIDDERS It is not the intent to rule out or eliminate any prospective bidder or manufacturer. If the product you intend to bid does not comply with the specif"lC8tions as written, you are instructed to attach to your bid proposal a complete itemization and explanation. The City of San Bernardino may, at its own discretion, consider or deny any deviation and purchase the equipment which best suits its intended usage. The bidder shall not purposely bid equipment of a lesser quality, which requires deviation from the specifications, if the bidder can furnish equipment which will comply with the minimum specifications. It is the intent of these specifications to cover the furnishing and delivering to the City of San Bernardino complete equipment ready for use and fully equipped as hereinafter mentioned, with a view to obtaining the best results and the most acceptable equipment for service to the City of San Bernardino. These specifications cover general requirements as to the type of construction to which the items must conform, together with certain details as to fmish, equipment and appliances with which the successful bidder must conform. Minor details of construction and materiaJs, where not otherwise specified. are left to the discretion of the manufacturer, who sha1l be solely responsible for the design and construction of all features. The equipment shaII be the latest type to suit the nature. of the service which the equipment must perform if accepted. GENERAL SPECIFICATIONS I. Each bid shaII be in accordance with Specification No. . All specifications are minimum. Bidders are expected to meet or exceed these specifications as written, bidder sha1I attach to bid proposal a complete detailed itemization and explanation for each and every deviation or variation from these specifications. Conditional bids, or those which take exception to the specifications, may be considered nonresponsive and may be rejected. 2. The City of San Bernardino reserves the right to accept or reject any and all bids and to award a contract to the bidder who best meets City requirements. This may include waiver of minor irregu1arities or discrepancies, or nonconformity to I specifications in appropriate circumstances. ,Purchase sha1l be on a best buy basis after due consideration of all relevant factors, including, but not limited to, workmanship, accessibility of parts and service, known evidence of manufacturer's responsibility and record, durability and known operational record of product, price of product and suitability and conformity to City needs and requirements. , 3. The City of San Bernardino reserves the right to purchase more or less than the quantities specified, at unit prices bid. 4. Bids shaII be f1lTll offers, subject to acceptance or rejection within days of the opening thereof. 5. No bidder sha1I be acceptable who is not a reputable' manufacturer or dealer of such items as submitted for bid consideration. 6. All materials, workmanship and finish entering into the construction of the equipment must be of the best of these respective kinds and must conform to the character of the equipment and the service for which it is intended to be used and sha1l be produced by use of current manufacturing processes. "Seconds", factory rejects and substandard goods are not acceptable. 7. Each bidder sha1I submit with his bid a copy of his proposed product specifications, complete detailed drawings, and other descriptive matter in sufficient detail to clearly describe the equipment, materials and parts offered. 8. Manufacturer and/or contractor shall defend any and all suits and assume all liability for any and all claims made against the City of San Bernardino, or any of its officials or agents for the use of any patented process, device or article forming a part of equipment or any item furnished under the contract. '3 (; I . .fication No. 9.' Each bidder shall state in his bid proposal the guaranteed date of delivery in number of calendar days from the date of contract execution by the City of San Bernardino, time is of the essence relative to this contract. Successful bidder (conuactor) shall prosecute the work continuously and diligently and shall deliver the bid items at the earliest possible date following the award of the c"ntract. I O. Each bidder shall list in his bid proposal all factory-manufacturer's and/or dealer's warranty and guarantee coverage and shall submit such written documents evidencing the same attached to the bid proposal. II. Successful bidder shall furnish and deliver to the City of San Bernardino complete equipment as bid and awarded, ready for installation and fully equipped as detailed in these specifications. 12. Price shall be quoted F.O.B. San Bernardino (all transportation charges fully prepaid), and shall include all discounts. Bid shall include California sales tax computed at the rate of 13. City shall make payment by cash within thirty (30) days alter complete delivery and acceptance of the specified ftems by the City of San Bernardino and receipt of bidder's priced invoice. 14. All "standard equipment" is included in any bid. Bidders furnishing proposals under these specifications shall supply all items advertised as "standard" equipment even if such items are not stipulated in the specifications, unless otherwise clearly excepted in bids. I S. The items which the bidder proposes to furnish to the City of San Bernardino must comply in all respects with the appropriate safety regulations of all regulatory commissions of the Federal Government and the State of California, whether such safety features and/or items of equipment have been specifically outlined in these specifications or not. 16. Successful bidder delivering equipment pursuant to these specifications shall guarantee that equipment meets specifica. tions as set forth herein. If it is found that equipment delivered does not meet requirements of these specifications the successful bidder shall be required to correct the same at his own expense. 17. By submitting a bid, each bidder agrees that in the event complete delivery is not made within the time or times set forth pursuant to this specification, damage will be sustained by the City, and that it is and will be impractical and extremely difficult to ascertain and determine the actual dlllllige which the City will sustain in the ewnt of and by reason of such delay. Therefore, it is agreed the successful bidder shal1 pay to the City as fixed and liquidated damages, and not as a penalty, a dollar sum in the amount of $ dollars per unit per calendar day for each and every calendar day's delay in making delivery in excess of the time or times specified. Any bidder believing liquidated damages should be in a lesser amount may so specify as an alternative bid, which the City may accept or reject. Any damages so incurred may be deducted by the City from the purchase price at time of payment. In the event the successful bidder fails to make complete delivery of items as specified, bid and awarded, within ten calendar days of the specified contract deliwry date, the City shall haw the right to terminate the conUact without being liable to the contractor and acquire said bid items as the City deems appropriate. Time is of the essence. 18. In case the delivery of the items under this contract is delayed due to strikes, injunctions, gowrnment controls, or by reason of any cause or circumstance beyond the control of the contractor, the time for delivery may be extended (in City's sole discretion) by a number of days to be determined in each instance by mutual written agreement between the successful bidder and the purchasing agent of the City of San Bernardino, California. City shall not unreasonably refuse such extension. 19. Each bid will be submitted and received with the understanding that the acceptance by the City of San Bernardino of the bid to furnish and deliwr specified items described herein shall constitute a conuact between the successful bidder and the City which shall bind the successful bidder on his part to furnish and deliver at the prices (bid) given and in accordance with provisions of Specification No. 20. Prohibited Interest. No member, officer, or employee of the City or of any agency of City during his tenure or for one year thereafter shal1 haw any interest, direct or indirect in this contract or the proceeds thereof. Furthermore, the parties hereto covenant and agree that to their knowledge no board member, officer, or employee of the City has any interest, whether contractual, noncontractual, fmancial or otherwise, in this transaction, or in the business of the contracting party other than the City, and that if any such interest comes to the knowledge of either party at any time, a full and complete disclosure of all such information will be made in writing to the other party or parties, even if such interest would not be considered a conflict of interest under Article 4 (commencing with Section 1090) or Article 4.6 (commencing with Section 1120) of Division 4 of Title I of the Government Code of the State of California. 21. These specifications, the notice inviting bids, the contractor's bid proposal, the written agreement executed by the parties, all documents referred to in the complete specifications and all modifications of said documents shall be construed together as one document. Anything called for in anyone of said documents shall be deemed to be required equally as if . .fI<:ation No. called for in all. Anything necessary to complete the work properly shall be performed by the contractor, whether speci1ically set out in the contract or not. All sections of the speci1ications shall be read and interpreted as constituting a whole and not as an aggregation of individual parts, and whatever is specified in one section shall be construed as applying to all sections. 22. The City of San Bernardino reserves the right to accept or reject any and all bids. 23. Each bidder may stipulate in his bid proposal a percentage prompt payment discount to be taken by the City in the event City makes payment to contractor within ten (10) working days of receipt of material and approval of in'lOice. For the purpose of this provision, payment is deemed to be made on the date of mailing of the City check. 24. Refer all inquiries regarding this bid to (714) 384-5085. 25. No bid will be acceptable unless it is made on the proposal form furnished by the City herein. Deli""r aD bids, signed and sealed, to the office of the Purchasing Agent, 250 West Cluster Street, San Bernardino, California 92408 with the specification title and number clearly marked on the outside of the envelope. All bids must be recei""d in the office of the Purchasing Agent by 10:00 a.m. where at said place llfld time said bids will be publicly opened, examined and declared. Any bid may be withdrawn prior to the above scheduled time for the opening of bids. Any bid recei""d after the time and date specified shall not be considered. 26. The City of San Bernardino reserves the right at its own discretion to award separate contracts for each categoty or ,award one contract for furrushing and delivering of all equipment in all categones. 27. Successful bidder shall be required to furnish, one (I) Operators Manual, one (I) Parts Manual for equipment bid. 28. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body aD rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (US.C. Sec. IS) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for saJe to the purchasing body pursuant to the bid. Such assignment shall be made and become effecti.., at the time the purchasing body tenders fmal payment to the bidder. . 29. Bid Bond No bid will be accepted unless it is made on a proposal form furnished by the City. All bids or proposals shall be signed, sealed and accompanied by a cashier's check, cash, certified check or bid bond made payable to the City of San Bernardino in the amount of at least ten percent ()()%) of the total bid. Such security shall be applied to or be remitted to the City of San Bernardino, as liquidated damages, should the bidder to whom the contract is awarded fail to enter into the contract. All bonds furnished pursuant to this notice mUst be underwritten by a surety company, having a rating in Best's most recent insurance guide of <<A" or better. 30. Faithful Performance Bond The successful bidder will be required to furnish a cashier's check, cash, certified check or faithful performance bond made payable to the City of San Bernardino in the amount of of the total bid to insure the contractor's faithful performance of the contract. Said surety shall be subject to the approval of the City of San Bernardino, bonds shall be in accordance with Ordinance No. 821, Section 2400, md the corporation isssuing said bond shall have a rating in Best's most recent insurance guide of<< A" or better.