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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director
Dept: Public Services
OR' I'''' qAL
i\;Hj~ ;
Subject Resolution authorizing the execution of a
Piggyback purchase order to Nixon-Egli Equipment
Company for the furnishing and delivery of three (3)
AtheyIMobil street sweepers; and authorizing the
Purchasing Manager to solicit lease-purchase rate quotes
Date: August 28, 2000
Council Meeting Date: September 5, 2000
Synopsis of Previous Colfficil Action
Motion approve 5/15/00 - Request to advertise for proposals for Contract Street Sweeping Services
Recommended Motion:
1.
Adopt resolution
2.
Authorize the Director of Finance Director to amend the Street Sweeping Division FY 00101 budget to transfer
$47,800 from account 527-414-5601 Garage Charges to account 527-414-5803 Lease Payments and adjust the Fleet
Budget accordingly.
~~
Lynn Merrill
Contact person:
Lynn Merrill
Phone:
5140
Supporting data attached:
Staff Report and Resolution
Ward:
All
FUNDING REQUIREMENTS:
Amount:
One estimated payment of
$47,800 in FY2000/2001
Source: 527-414-5803
@;4;, Lease Payments
. IF~/~
fiance
Colfficil Notes:
qlsJd7J
Agenda Item NO.~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing the execution of a Piggyback purchase order to Nixon-Egli Equipment
Company for the furnishing and delivery of three (3) AtheyIMobil street sweepers; and authorizing
the Purchasing Manager to solicit lease-purchase rate quotes
BACKGROUND
The Public Services Department provides municipal street sweeping once per month in all
residential areas and once per week on major arterial streets and in the downtown area.
Approximately 85% of the funding for the service is provided through the Refuse Fund as part of
the monthly refuse charges paid by both residential and commercial customers; approximately 15%
of the total cost is funded through a transfer from the General Fund. In FY 00101, the budget for
street sweeping is $528,500. The Department sweeps approximately 34,000 curb miles each year.
The Division currently has two Motor Sweeper Operators, a Lead Maintenance Worker and a
Maintenance Worker II position. The City owns eight Athey 1989 and 1990 Street Sweepers; due to
continual wear and tear the Department has disassembled one of the eight sweepers to provide
major components in order to maintain the remaining seven sweepers in operational readiness.
The City's existing fleet of street sweepers has exceeded their normal service life and now experience
more frequent and more expensive failures which continue to drive up the cost of the sweeping
operation. Three machines are needed on a daily basis to complete the daily routes. Ongoing
mechanical failures have at times limited the available machines to less than the minimum needed to
complete daily routes.
The three new sweepers will replace three of the 1989/90 motor sweepers that are used on a daily
basis for scheduled sweeping of all City streets. The Department will retain and operate two of the
remaining five sweepers as back-up to the new sweepers and for use in asphalt rehabilitation
projects. All of the remaining sweepers will be stored unservicable and used as parts sources as
needed. The City has received a quotation from Nixon-Egli Equipment Company for the purchase
of three new Mobil Model AHL-2 sweepers. The City has had very satisfactory performance of this
brand of sweeper as evidenced by the eight units operating well beyond their designed service life of
seven years. The new machines include various component warranties ranging from one year to five
years. Section 3.04.010 Paragraph B.2 of the Municipal Code allows an exemption for purchases
through any advantageous governmental contract approved by the Council. The offer is provided as
a piggyback to a purchase order issued by the City of Riverside to Nixon-Egli in the amount of
$124,428 plus tax on November 1, 1999 for one self-propelled TOPGUN sweeper. The vendor has
provided a letter extending this pricing through September 25, 2000. Delivery can be completed in
the month of November. These documents are attached to this staff report.
"
The City originally anticipated adopting a managed competition process for possible privatization of
this operation. A request to advertise for proposals for contract street sweeping was presented and
approved at the May 15, 2000 Council meeting. After extensive study, it was determined that an
immediate cost savings and enhancement to the service level could be accomplished through the
purchase of the three sweepers. This allows the City to develop the necessary policies and
procedures relating to a managed competition strategy more proactively while ensuring that the
residents receive timely sweeping services.
FINANCIAL IMPACT:
The Fiscal Year 00-01 budget for street sweeping includes $168,300 in account 527-414-5601
Garage charges. No funds were budgeted for capital outlay because the City was planning to pursue
a managed competition process as noted. However, the purchase of new machines will result in a
savings in garage charges that can be used to cover the cost of lease payments. The semi-annual
lease payment, on a five-year lease payment schedule, will be approximately $47,800. Total
payments over five years will equal approximately $477,550. Only one payment will be due in
FY 00-01. A budget amendmenttransferring $47,800 from Account 527-414-5601 to 527-414-5803
Lease Payments is required. Because Garage Charges are Internal Service charges paid through the
Fleet Fund's budget, the Fleet Budget will also be adjusted accordingly. This adjustment will
P~a?Ir affe<:t the Outside Services and Materials and Supply as a result of reduced equipment
reqlUI1Ilg reparr.
RECOMMENDATION
1) Adopt the resolution, authorizing the Purchasing Manager to issue a purchase order to
Nixon-Egli Equipment Company in the amount of $402,213.51; and to solicit lease-
purchase rate quotes under existing Master Lease Agreements plus lease costs; and
2) Authorize the Director of Finance to amend the Street Sweeping Division FY 00/01 budget
to transfer $47,800 from account 527-414-5601 Garage Charges to account 527-414-5803
Lease Payments and adjust the Fleet Budget accordingly.
2
~Q)~W
Resolution No.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING TIlE
EXECUTION OF A PIGGYBACK PURCHASE ORDER TO NIXON-EGLI
EQUIPMENT COMPANY FOR THE FURNISHING AND DELIVERY OF THREE
(3) ATHEY IMOBIL SWEEPERS UTILIZED BY THE STREET DIVISION OF THE
PUBLIC SERVICES DEPARTMENT; AND AUlHORIZING THE PURCHASING
MANAGER TO SOLICIT LEASE-PURCHASE RATE QUOTES
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Nixon-Egli Equipment Company has proposed a piggyback purchase
of three (3) AtheylMobil Street Sweepers. 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 for the lease-purchase of the three (3) new street sweepers 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.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF A PIGGYBACK PURCHASE ORDER TO NIXON-EGLI
EQUIPMENT COMPANY FOR THE FURNISHING AND DELIVERY OF THREE
(3) ATHEY IMOBIL SWEEPERS UTILIZED BY THE STREET DIVISION OF THE
PUBLIC SERVICES DEPARTMENT; AND AUTHORIZING THE PURCHASING
MANAGER TO SOLICIT LEASE-PURCHASE RATE QUOTES
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:
Abstain
Absent
N:tVs
Ayes
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 Attomey
Judith Valles, Mayor
City of San Bernardino
,
\ ~ ,^
BY> ~ 7' (6v-,/)'V~
,
/
August 30, 2000
2
e~~/25!2eee 14: 35 5F29469575
5629469575
NIXO" EGLI
PAGE 01/ 03
NIXON. EGLI EQUIPMENT CO
FACSIMILE COVER SHEET
12030 Clark Street
Santa Fe Springs CA 906 70~3709
Phone: 562-944-8061
FAX NUMBERS
SALES AND ADMINISTRATION: 562~946-9575
Parts Dept: 562-946-9636.. · Service Dept: 562-944-3271
. * " * " *
Please Deliver Immediately To:
Firm: CITY OF SAN BERNARDINO
from: RO:; Des JARDEN
f~ tiC): 909-384-5190
JUDY JOHNSON - PUBLIC SERVICES
Date: 8-25-00
tiC). Pages w/Cover: TWO
"" ***MESSAGE"*- *.
. RE: OUR pHONE CONVERSATION Am> AtTACIfED LETTER DATED 8-16-00 sENT TO ED STONE.
THE MANUFACTURER HAS OKedtlfE PRICE POR tllllEE WITS TO SEntKBER 25. 2000.
IF YOu HAVE ANY QUESTIONS pLEASE LET ME KNOW, THANKS.
Area Manager
8ai25/2~e8 14:35
552'345'3575
NIXO"l EGLI
PAGE 82i83
NIX'.N-I!til.1 1:.'11 11'.\\1: IT .:...
o so. CALIFORNIA: 12030 Clar~ St. San'" F. Springs. CA 9067().3109 . (562) 944-8061 . FAX (582) Q48.P575
o NO, CALIFORNIA: 24701 Clawiler Road, Hayward, CA 94545.2225 . (510) 783-1711 . FAX (510) 732-9652
August 16, 2000
City of San Bernardino
300 "D" Stree't
San Bernardino CA
Attention: Ed Stone
Street Superintendent
Subject: Street Sweepers
Gentlemen:
It is our understanding the City of San Bemardmo is considering the purchase of3
new high dump street sweepers. If this is the case, we have the following proposal for
your consideration:
Athey/Mobil Corporation has given us price protection on the purchase of new
Mobil Model AHL-2 sweepers as a "lagoOn" to the City of Riverside; a copy of
there P.O, #003043 attached. The City of Riverside was a "tag-on" to the City of
South Lake Tahoe purchase. A copy of their PO #53176 is enclosed along with a
quotation showing how the unit was equipped. This order was originated by the
County of Sacramento, copies ofPO#PFoo15493 and bid package including
specifications are enclosed.
We are including a breakdown explaining how the final figures were arrived at.
Please' note: that South Lake Tahoe deducted $299.33 for (3) three extra sets of
operators manuals. The tax is 7.25% for El Dorado CO\Ulty, The underlined
items on the attached sheet were added to the County of Sacramento's PO by the
City of South Lake Tahoe. Your staff has requested 1hat we add the V.D.O.
system in lieu of the added warranty,
Prices are firm through the month of August. Inasmuch as the prices are 1998
pricing, anything beyond August 31, 2000 will have to be negotiated between
Nixoo-Egli Equipment Company and Athey Mobil Corporation,
~~/2o/2e~0 14:35
552'345'3575
NIXO>< EGLI
PAGE 03/03
NIX..N-lilil.1 liIUm'''\ENT I:e.
Page 2
City of San Bernardino
Attention: Ed Stone
Subject: Street Sweepers
Delivery can be made on three units in the Month of October, providing
production slots are closed by the end of August.
Thank you for YOU! consideration.
RCDJ:aw
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): <1-5 -c:a Item #
Vote: Ayes '2::-, Nays g..
Change to motion to amend original documents:
-22-
Resolution #
2m:::,- 21cl
Absent -1
Abstain
B-
Reso. # On Attachments: V'
Contract tenn:
-
NullNoid After: /Jall:S. ?..I):X)
I
Date Sent to Mayor: Cf -(,,-<::0 Date Returned from Mayor:
Date of Clerk's Signature: q-/ /-00 Reso. Log Updated:
q-'t-OO
J/
Seal Impressed:
Date of Mayor's Signature:
.....-
9-J -0;)
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: -
-
Yes ./ No By
-
Yes No -L By
Yes No ./ By
Yes No y By
Yes No/ By
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
City Attorney
Parks & Rec.
Copies Distributed to:
../
Code Compliance Dev, Services
Police Public Services ,/ Water
EDA
Finance V
MIS
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOT A TIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: ~ Date: ~