HomeMy WebLinkAbout23-Public Services
Ii 'I!"I
. \
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director
O,.....,~ I"~ 'L
'~ .1
j. Ii '",.'. II .I'jj
Subject Resolution authorizing the execution of a
purchase order between the City of San Bernardino and
Arata Equipment Company of San Carlos, California for
fourteen (14) automated side loading refuse trucks and
bodies to be utilized by the Public Services Department;
and authorizing the Purchasing Manager to solicit
competitive rate quotes for the lease-purchase of the
fourteen trucks.
Dept: Public Services
Date: October 9,2000
Council Meeting Date: October 16, 2000
Synopsis of Previous Council Action
Reso 95-30
Reso 95-31
Janmuy,1995
January, 1995
Recommended Motion:
Adopt resolution
~~M=]
Contact person:
Lynn Merrill
Phone:
5140
Supporting data attached:
Staff Report and Resolution
Ward:
All
FUNDING REQUIREMENTS:
Source:
One estimated payment of
$319,500 in FY2oo0/2oo1
527-412-5803
Refuse Residential
Lease Payments
Amount:
{ihAcU~/g/~
;Finance
Council Notes:
IO} If# / {)()
Agenda Item No. ~3
\,
I' ~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing the execution of a purchase order between the City of San Bernardino and Anta
Equipment Company of San Carlos, California for fourteen (14) automated side loading refuse trucks
and bodies to be utilized by the Public Services Department; and authorizing the Purchasing Manager to
solicit competitive rate quotes for the lease-purchase of the fourteen trucks.
BACKGROUND
The Public Services Department FY2000/01 Budget provides for the replacement of fourteen (14)
automated side-loading refuse collection vehicles. These vehicles are used daily in the collection of solid
waste, commingled recyclables and green waste from 38,000 residential customers. The City currently
operates 37 automated collection trucks; the oldest trucks in the fleet are 1989 models.
The Refuse Division is currently experiencing more frequent service interruptions due to increased
breakdowns and component failures.
Notices inviting bids for Automated Side-Loading Refuse Trucks, Bid No. F-00-49, were mailed to 16
vendors, the San Bernardino Chamber of Commerce and advertised in The San Bernardino County Sun
newspaper and the City Web page. Nine (9) bids were received and opened on May 22, 2000. Due to
an issue relating to the dealer's licence of the recommended vendor and other questions relating to the
specification, the Mayor and Common Council rejected all bids at the September 5, 2000 meeting, and
directed staff to revise the specification and rebid.
Notices inviting bids, Bid No. F-00-49-A were mailed to 16 vendors, the San Bernardino Chamber of
Commerce and advertised in the San Bernardino County Sun Newspaper and the City Web page. Six
bids and two no-bids were received and opened on October 2, 2000.
No known chassis or refuse body manufacturers are located within the City of San Bernardino. The bids
consist of two parts: a truck chassis manufacturer and a refuse body manufacturer. Therefore, some
chassis vendors, in order to represent a variety of body manufacturers submitted multiple bids using the
same chassis with different bodies. The recommended configuration consists of a diesel chassis, the
refuse collection body and the rear-view camera (Items 1, 2 and 8 of the specification.) In the following
list, the first name is the chassis vendor, the second name is the body manufacturer. The following bids
were received:
VENDOR
Arata Equipment Co.lLabrie ROO TrucklMcNeilus
ROO TrucklHeil Rapid Rail
Cartnenita Truck/Leach Curbtender
Cartnenita TrucklHeil Rapid Rail
Cartnenita TrucklMcNeilus
Amrep
New Way
LOCATION
San Carlos, CA
Riverside, CA
Riverside CA
Santa Fe Springs, CA
Santa Fe Springs, CA
Santa Fe Springs, CA
Ontario, CA
Scranton, P A
PRICE
PER UNIT(w/Tax)
$192,216.30
$192,969.48
$193,920.91
$194,165.50
$196,751.50
$197,505.75
No Bid
No Bid
II 11l!;1
All vendor's pricing increased from those submitted under the first bids, due in part to inclusion of the
five-year warranty pricing for some bidders; the price increases ranged from $4,856 for the Labrie truck
offered by Arata Equipment (previously offered directly from Labrie Equipment Limited of St. Nicholas,
Quebec, Canada) to $27,045 for the CarmenitalLeach Curbtender. Arata Equipment Company of San
Carlos has submitted a bid for the Labrie trucks that were previously recommended for award during the
first bid. All vendors were requested to provide specific requirements relating to warranty. Because of
early wear-out problems with the previous automated residential refuse trucks, the Departmellt required
that the body vendor warrant the body and arm for a full-five years of normal residential operation. Any
warranty repairs controlled by the vendor must be completed within ten (10) days or the City would
reserve the right to charge back to the vendor $300 per day for each day overdue.
Staff has reviewed each submission and has determined that Arata Equipment Company of San Carlos
has met all of the requirements set forth in the revised specification, and is the lowest price bid.
Arata Equipment Company provided the required five-year arm and body warranty, permitted warranty
WOlX to be performed by the City at the Fleet Division with reimbursement of such work by the Vendor,
and guaranteed parts availability for a five-year period. In addition, Arata offered a performance bond
per truck to cover the five-year warranty period at an additional cost of $715.00 per truck. This feature
was not included in the price comparison or in the recommendation. Other vendors stated a!willingness
to provide this bond, but failed to supply a price for the bond as requested.
Arata Equipment has stated that the first unit will be received by the end of December 2000, ifour units
delivered in January, six units in February and the remaining three units in the first two weelci of March.
FINANCIAL IMPACT
The Public Services Department is recommending the purchase of fourteen (14) automated side loading
refuse trucks and bodies at a cost of $192,216.30 per unit at a total cost of $2,691,028.20.
The Refuse Division is anticipating use of a lease purchase agreement to acquire these vehiclcrs. Annual
lease payments will be determined once the Purchasing Manager obtains lease purchase quod~s. During
the FY 2000-2001 budget preparation process, the exact cost of the 14 side-loaders was not known.
Based upon approximate cost and interest rates at that time, $309,400 was included in the budget for one
semi-annual lease payment. Now that prices are finalized, the semi-annual lease payments 011 a five year
lease are estimated to be $319,500, or $10,100 more than originally budgeted. However, because lease
payments for the recently approved roll-off trucks were less than anticipated, the resulting $10,100 in
savings may be transferred from Account 527-413-5803, Subscription Service, Lease Paymers to
Account 527412-5803, Residential, Lease payments.
RECOMMENDATION
1. Adopt the resolution authorizing the Purchasing Manager to issue a purchase order for fourteen
(14) automated side-loading residential refuse collection trucks to Arata Equipment Company of
San Carlos, California in the amount of $2,691,028.20
2. Authorize the Purchasing Manager to solicit competitive rate quotes to lease-purchase the
fourteen new trucks. I
3. Authorize the Director of Finance to amend the FY2000-2001 Refuse Division Budget to
transfer $10,100 from 527413-5803 (Commercial Division Lease Payments) to 527-412-5803
(Residential Division Lease Payments.)
2
e
e
e
:.
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
Iln"
o (?::;'J75 '0/7
~ \::::/ J U
Resolution No.
RESOLUTION OF THE CITY OF SAN BERNARDINO AU1HORIZING THE
EXECUTION OF A PURCHASE ORDER BETWEEN THE CITY OF SAN
BERNARDINO AND ARATA EQUIPMENT COMPANY OF SAN CARLOS,
CALIFORNIA FOR FOURTEEN (14) AUTOMATED SIDE LOADING REFUSE
TRUCKS AND BODIES TO BE UTILIZED BY THE PUBLIC SERVICES
DEPARTMENT; AND AU1HORIZING THE PURCHASING MANAGER TO
SOLICIT COMPETITIVE RATE QUOTES FOR THE LEASE-PURCHASE OF THE
FOURTEEN TRUCKS.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Arata Equipment Company of San Carlos, California is the best and
lowest bidder for the furnishing and delivery of fourteen (14) each, automated side-loading refuse
trucks and bodies in accordance with Bid Specification F-00-49A for the total amount of
$2,691,028.20; pursuant to this determination, the Purchasing Manager is hereby authorized and
directed to issue a purchase order for said fourteen (14) automated side-loading refuse trucks and
bodies to said Arata Equipment Company; such award shall only be effective upon the issuance
of a Purchase Order by the Purchasing Manager; and all other quotations therefor are hereby
rejected.
SECTION 2. That the Purchasing Manager is hereby authorized to solicit competitive
rate quotes for the lease-purchase of the fourteen (14) new automated side loading refuse trucks
and bodies for a period of up to five (5) years.
SECTION 3. The authorization to execute the above referenced purchase order
is rescinded if it is not issued within sixty (60) days of the passage of this resolution.
IIIII
IIIII
IIIII
IIIII
I I I I I
October 9, 2000
, ,
e
e
e
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
II, rIl': I
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF A PURCHASE ORDER BETWEEN THE CITY OF SAN
BERNARDINO AND ARATA EQUIPMENT COMPANY OF SAN CARLOS,
CALIFORNIA FOR FOURTEEN (14) AUTOMATED SIDE LOADING REFUSE
TRUCKS AND BODIES TO BE UTILIZED BY THE PUBLIC SERVICES
DEPARTMENT; AND AUTHORIZING THE PURCHASING MANAGER TO
SOLICIT COMPETITIVE RATE QUOTES FOR THE LEASE-PURCHASE OF THE
FOURTEEN TRUCKS.
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
,2000, by the following vote, to wit:
Council Members:
Ayes
N-vs
Abstain
Absent
ESTRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
ANDERSON
McCAMMACK
Rachel Clark, City Clerk
City of San Bernardino
The foregoing resolution is hereby approved this
day of
,2000.
Approved as to form and
Legal content;
James F. Penman, City Attorney
ih r
; ..,,)
BY: 7,r,..-'.-o 9. "'*/t.,.,..........
/ .'
i/
Oct;;ber 9, 2000
Judith Valles, Mayor
City of San Bernardino
2
f
. t .
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): {O-I(;,-OCl Item # '2.3
Vote: Ayes 1- 'I Nays.Jd-
Change to motion to amend original documents:
Resolution # 7 C'J:'O - ~ , 2_
Abstain.9 Absent ~
Reso. # On Attachments: -
Contract term:
NulllVoid After: I 'Z.. -i..~' - 20
Date Sent to Mayor: 10-1.1--00 Date Returned from Mayor:
Date of Clerk's Signature: IG-lO-CC> Reso. Log Updated:
10 -!Q.o-('P
./
Date of Mayor's Signature:
Seal Impressed: V
I cdi-c<J
Date Memo Sent to Department for Signature:
See Attached: -= Date Returned:
Date Letter Sent to Outside Party for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: -= Date Returned:
See Attached: -=
See Attached: ~
Note on Resolution of Attachment stored separately: ~
Direct City Clerk (circle I): PUBLISH, POST, RECORD W/COUNTY Date:
See Attached: -
VesL No By
Ves No ~ By
Ves No~ By
Ves No ~ By
Ves No ~ By
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITV Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
/
City Attorney
Parks & Rec.
Code Compliance
Dev. Services
EDA
Finance /
MIS
Police
Public Services /
Water
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: ...lli':L
Date: 10-20-('(1