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Home My WebLink About29-Public Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION " Date: April 30, 2001 O!1;~: :.' :/~L Subject - Resolution authorizing the execution of a piggyback purchase order between the City of San Bernardino and McNeilus Truck and Manufacturing Company of Colton, California for two (2) roll-off refuse trucks and bodies; and authorizing the Purchasing Manager to solicit competitive rate quotes for the lease- purchase of the two (2) roll off trucks. From: Lynn Merrill, Director Dept: Public Services Council Meeting Date: May 7, 2001 Synopsis of Previous Council Action September 5, 2000 March 7, 2001 Reso 2000-265 Ways and Means Committee Recommended Motion: Adopt resolution I' ~~nn Contact person: Don Johnson, Fleet Manager Phone: 5220 Supporting data attached: Ward: All FUNDING REQUIREMENTS: Amount: One estimated payment of $30,311 in FY2001l2002 Source: 527-413-5803 Refuse Commercial Lease Payments ~~~,jI~~ Council Notes: s b1DJ Agenda Item No.a- . , CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION: STAFF REPORT SUBJECT Resolution authorizing the execution of a piggyback purchase order betWeen the City of San Bernardino and McNeilus Truck and Manufacturing Company of Colton, California for two (2) roll- off refuse trucks and bodies; and authorizing the Purchasing Manager to solicit competitive rate quotes for the lease-purchase of the two (2) roll off trucks. BACKGROUND The Mayor and City Council approved the purchase of two (2) roll-off refuse trucks and bodies on September 5, 2000 (Resolution 2000-265) from McNeilus Truck and Manufacturing Company of Colton, California. On March 7, 2001, staff presented a report to the Ways and Means Committee discussing the impact of recently adopted South Coast Air Quality Management District Rules relating to Alternative Fueled Vehicles. (Exhibit 1). Staff has continuing concerns relating to alternative fuel technology as it relates to heavy-duty vehicles, with particular emphasis on refuse collection vehicles and the estimated capital expense of approximately $1.0 million to establish a alternative fuel fueling station. Because of these concerns, the Ways and Means Committee concurred with the recommendation that the City accelerate its refuse truck vehicle replacement program while continuing to study cooperative approaches betWeen the City and other affected fleet operators. In order to accomplish this accelerated vehicle replacement program, staff is recommending that the Mayor and Common Council authorize the Purchasing Manager to piggy-back on the City's purchase of two (2) roll-off trucks, as authorized on September 5, 2000. The City has received a letter from McNeilus Truck and Manufacturing Company (Exhibit 2) extending the pricing of $131,515.50 per chassis including tax. This pricing is guaranteed through September 25,2001. The Refuse Division provides roll-off refuse service to commercial and industrial customers throughout the City. Services include providing 10-, 20-, 30- and 40-cubic yard open box service for refuse, comming1ed recyclables and green wastes, as well as provision of services to commercial compactors located at major retail and industrial customers. The Department operates a fleet of seven (7) roll-off trucks and will shortly receive the two trucks authorized by Council in September. These two additional trucks will replace Unit #131, a 1989 Peterbilt and Unit #135, a 1989 Peterbilt. Both Units #131 and #135 were originallyfrontloaders that were converted to roll-off service in 1995 and are quickly approaching the chassis life expectancy and should be replaced. FINANCIAL IMPACT The piggyback purchase of these two (2) roll-off refuse collection trucks totals an amount of $131,515.50 per chassis including tax for a total of $263,031. Annual lease payments will be determined once the Purchasing Manager obtains lease-purchase quotes. The Public Services Department FY2001/02 Budget will include funds to provide for the lease payment of the requested two roll-off trucks. RECOMMENDATION Adopt resolution CITY OF SAN BERNARDINO PUBLIC SERVICES DEPARTMENT INTER-OFFICE MEMORANDUM TO: FROM: Fred Wilson, City Administrator Lynn Merrill, Director 4, ~ DATE: May 3, 2001 SUBJECT: Amended Information Relating to SCAQMD Rules Relating to Alternative Fueled Vehicles COPIES: Don Johnson, Fleet Manager; Arlington Rodgers, Solid Waste Manager In our memo dated March 1, 2001 we provided a vehicle replacement schedule that was incorrect. Below i's the amended information: The current vehicle replacement schedule is shown in the chart below: Side Loaders Front Loaders RolI-Ofts FY 2000/2001 FY 2001/2002 FY 2002/2003 14 7 7 303 202 FY 2003/2004 7 o o Accelerating the purchase of vehicles would postpone the need to purchase alternatively fueled refuse trucks and other heavy-duty vehicles until FY2003/2004 as shown in the chart below: FY 2000/2001 FY 2001/2002 FY 2002/2003 FY 2003/2004 Side Loaders 28' 0 0 7 Front Loaders 6 0 0 0 RolI-Ofts 42 0 0 0 I Fourteen (14) of these trucks have already been purchased. 2 Two (2) of these trucks have already been purchased. There is a four month time line from the issuance of a bid request to submission to the Mayor and Council for approval, and a six to ten month delay from the date that a Purchase Order is issued until physical delivery of the trucks. While these additional vehicles would be ordered in June 2001, the earliest that the City may physically take possession and begin to pay lease payments would be January or February of 2002. It may be possible to further extend the delivery times in order to push actual vehicle delivery and accompanying lease payments into Fiscal Year 2002/2003. tlo. ~ 1 5/1/01 The proposed accelerated schedule as relates to the fourteen additional side loaders is recommended for the following reasons. The City operates 26 residential collection routes per day. With projected growth of the City, it may be necessary to increase the number of routes operated over the next three years. (The City will begin servicing an additional 300 residential accounts transferred from a private hauler in July of this year, and continued housing starts in the north end of the City add additional customers.) If the City only replaces 21 of the existing side loaders at this time, it would require the City to continue to operate seven side loaders as front line trucks that are within one year of reaching their projected life expectancy of seven years. These seven trucks would continue to increase in maintenance costs, currently projected at $30,000 per year for a total of $210,000. By accelerating the replacement now, it would allow the City to operate relatively new fleet of 28 trucks (26 front-line, 2 for growth) at a cost of $5,000 per year for the next several years at a total cost of $35,000, with a savings in maintenance costs of $175,000 per year. This strategy further allows the city up to three years to implement an alternative fuels strategy. LM/jj Exhibit 2 McN~u.. 401 NORTH PEPPER. MCNEllUS TRL'CK A1-lD MANUFACTURING CO. POST OFFICE BOX I S88 COlTOl'<, CALJPOR....U'^ 9212~.:sea go9-37Q.;noo March 13, 2001 City of San Bernardino Fleet Maintenance Director Attn: Don Johnson 300 North "D" Street San Bernardino, CA Dear Don, As per our conversation on March 12, 2001, this letter confirms that McNeilus Companies would like to protect the City of San Bernardino on pricing for the Roll Off refuse vehicle for a period of one year. Purchase order number 01-045 dated 09/25/00 guarantees the pricing through 09/25/01. the amount of which is $263,031.00. Corresponding to bid specification F 00-53 which is $131,515.50 per chassis. Thank you for your attention to this matter, if you have any questions please do not hesitate to call me at (909) 370-2100 or (909) 374-3094. Sincerely, ~ McNeilus Companies Sales Manager Refuse Division Visrt uS at our website; www.mcneiluscompanies.com 7 . ~ (';7il-t< 'lHI III Ii... f\ I nt\7 .1:11. JeW . 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 . . ~(Q)(?\7 Resolution No. RESOLUTION AUTHORIZING THE EXECUTION OF A PIGGYBACK PURCHASE ORDER BETWEEN THE CITYOF SAN BERNARDINO AND MCNEILUS TRUCK AND MANUFACTIJRING COMPANY OF COLTON, CALIFORNIA FOR TWO (2) ROLL-OFF REFUSE TRUCKS AND BODIES; AND AUTHORIZING THE PURCHASING MANAGER TO SOLICIT COMPETITIVE RATE QUOTES FOR THE LEASE-PURCHASE OF THE TWO (2) ROLL OFF TRUCKS. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That the Mayor and Common Council on October 16, 2000 awarded a purchase order to McNeilus Truck and Manufacturing Company of Colton, California for the furnishing and delivery of two(2) roll-off trucks; that McNeilus Truck and Manufacturing Company of Colton, California has agreed to provide a piggyback purchase for the furnishing and delivery of two (2) additional roll-off refuse trucks and bodies at the same price as previously purchased for the total amount of $263,031; pursuant to this determination, the Purchasing Manager is hereby authorized and directed to issue a piggyback purchase order for said two (2) roll-off refuse trucks and bodies to said McNeilus Truck and Manufacturing Company; such award shall only be effective upon the issuance of a Purchase Order by the Purchasing Manager. SECTION 2. That the Purchasing Manager is hereby authorized to solicit competitive rate quotes and award a lease-purchase of the two (2) new roll-off refuse trucks and bodies for a period of up to five (5) years. SECTION 3. The authorization to execute the above referenced purchase order and lease-purchase are rescinded if it is not issued within sixty (60) days of the passage of this resolution. I I I I I I I I I I 27 IIIII 28 May I, 2001 ~.~f S /7;01 . 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 AUTIIORIZING THE EXECUTION OF A PIGGYBACK PURCHASE ORDER BETWEEN THE CITY OF SAN BERNARDINO AND MCNEILUS TRUCK AND MANUFACTURING COMPANY OF COLTON, CALIFORNIA FOR TWO (2) ROLL-OFF REFUSE TRUCKS AND BODIES; AND AUTIIORIZING THE PURCHASING MANAGER TO SOLICIT COMPETITIVE RATE QUOTES FOR THE LEASE-PURCHASE OF THE TWO (2) ROLL OFF 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 , 2001, by the following vote, to wit: Council Members: Ayes Nays 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 , 2001. Approved as to form and Legal content; James F. Penman, City Attorney Judith Valles, Mayor City of San Bernardino . .fe~ 2 , ,~._.f" <,,' .. ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 5-~ I Item # '2'1' Vote: Ayes 1-, Nays,e-- Change to motion to amend original documents: Resolution # '26:', 1- \C::>Cl Abstain ~ Absent 4+- Reso. # On Attachments: - Contract term: - Note on Resolution of Attachment stored separately: ~ Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY NulVVoid After: &:J OA<J (" ) I~-() I I By: Date Sent to Mayor: S -~ -() \ Date of Mayor's Signature: 5-\$ -6} Date ofClerk/CDC Signature: S 4-0 I Reso. Log Updated: Seal Impressed: ,/" .,.- Date MemolLette i nature: See Attached: See Attached: See hed: Date Returned: - 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: Request for Council Action & Staff Report Attached: Yes ,/' Updated Prior Resolutions (Other Than Below): Yes Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes Updated CDC Personnel Folders (5557): Yes Updated Traffic Folders (3985, 8234,655,92-389): Yes No By No.L- By No v" By No j/ By No 7 By Copies Distributed to: ,/ Code Compliance Dev. Services EDA Finance .,,/ MIS City Attorney Parks & Rec. 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: m1 Date: S-IO - 61 Revised 01/12/0 I