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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
OR\G\NAL
Subject: Resolution authorizing the
execution of a purchase order to Haaker
Equipment Company for the furnishing
and delivery of two Elgin Sweepers to
be utilized by the Public Services
Sweeper crew; and authorizing the
Purchasing Manager to solicit lease-
purchase rate quotes,
From: Lynn Merrill, Director
Dept: Public Services
Date August 6, 2003
Meeting Date: August 18, 2003
Recommended Motion:
1, Adopt resolution
2, Authorize the Director of Finance to amend the FY03-04 Budget, and appropriate
$44,000 from the Unallocated Refuse Fund Balance into the Refuse Budget,
Account Number No. 527-414-5803 Lease Payments,
t:.!:::!
Contact person Lynn Merrill, Director
Phone:
5140
Supporting data attached:
Ward:
All
FUNDING REQUIREMENTS:
Amount:
$44,000 in FY03/04
Estimated semi-annual Lease payments
to be budgeted over a five year period
Source:
Finance:
527-414-5803
Lease payments
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Council Notes:
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Agenda Item No, ;l3
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution authorizing the execution of a purchase order to Haaker Equipment Company for
the furnishing and delivery of two Elgin Sweepers to be utilized by the Public Services
Sweeper crew; 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.
The Department sweeps approximately 34,000 curb miles per year. Two of the City's fleet
of street sweepers have exceeded their normal service life and experience more frequent
and more expensive failures which continue to drive up the cost of the sweeping operation.
Sweeper #492 is a 1990 Athey M9 Broomsweeper with 81,400 miles on the odometer, and
is out of service due to a blown engine. Sweeper #478 is a 1990 Athey M9 Broomsweeper
with 51,510 odometer miles and has operated well beyond its designed service life of seven
years. Both sweepers will be placed in surplus and sold to auction upon approval of this
request.
The City of Santa Ana advertised for street sweepers, and received two bid responses. One
bid was from Tennant Mfg. for a Centurion Diesel sweeper, which did not meet
specifications. Haaker Equipment responded with a bid for an Elgin Broom Bear CNG
sweeper, which meets specifications and is in compliance with the SCAQMD Rule 1186
Certified list. Four new Elgin Broom Bear sweepers were purchased by Santa Ana from
Haaker Equipment Company of Pomona on Purchase Order No. P82731 dated October 22,
2002. Haaker Equipment Company has provided the City of San Bernardino the
opportunity to purchase two (2) Elgin CNG Broom Bear street sweepers, provided as a
cooperative purchase at the same cost of $189,667 each unit. The only difference in this
quote is the addition and installation of the optional gutter-broom tilt at $450 each.
Total
$379,334
900
29.468
$409,702
Two Elgin CNG Broom Bear sweepers
Broom Tilt options for two units
Tax @ 7.75%
Section 3.04.010 paragraph B-3 of the Municipal Code allows an exemption for purchases
approved by the Mayor and Common Council. There are no local vendors that represent
the CNG sweeper product line for compliance with Rule 1186.
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Delivery of these two sweepers is estimated for March 2004 and it is recommended that this
purchase be leased on a five-year lease with semi-annual estimated payments of $44,000.
The first payment will be made in FY2003-2004.
Financial Impact:
It is proposed that the acquisition of this equipment be made through a five-year lease with
semi-annual estimated payments of $44,000. It is estimated that one payment will be made
in FY03-04 in the amount of $44,000 with subsequent annual payments of $88,000 in FY04-
05 through FY07-08, with a final payment of $44,000 in FY08-09. Funds for this payment
are available from the unallocated Refuse Fund Balance which has a projected fund
balance on June 30, 2004 of $641 ,700.
Recommendation:
1. Adopt resolution
2. Authorize the Director of Finance to amend the FY03-04 Budget, and appropriate
$44,000 from the Unallocated Refuse Fund Balance into the Refuse Budget, Account
Number No. 527-414-5803 Lease Payments.
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(Cory
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER
TO HAAKER EQUIPMENT COMPANY FOR THE FURNISHING AND DELIVERY OF
TWO ELGIN SWEEPERS TO BE UTILIZED BY THE PUBLIC SERVICES SWEEPER
CREW; AND AUTHORIZING 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 Haaker Equipment Company has offered the purchase of two
new Elgin CNG Sweepers at the same price of $189,667 each unit, plus optional
10 Broom Tilt and tax, as purchased by the City of Santa Ana. Pursuant to this
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determination, the Purchasing Manager is hereby authorized to issue a purchase order
for said sweepers to Haaker Equipment Company in an amount not to exceed
$409,702; and to solicit competitive rate quotes for the lease-purchase of two (2) new
street sweepers for a period of up to five (5) years.
16 SECTION 2. The Purchase Order shall reference this Resolution No. 2003-
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and shall read, "Haaker, purchase two sweepers, PO. No.
not to exceed
$409,702" and shall incorporate the terms and conditions of the Contract, which is on
file in the City Clerk's Office.
SECTION 3. The authorization to execute the above referenced Purchase
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Order is rescinded if not issued within sixty (60) days of the passage of this resolution.
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August 11. 2003
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER
TO HAAKER EQUIPMENT COMPANY FOR THE FURNISHING AND DELIVERY OF
TWO ELGIN SWEEPERS TO BE UTILIZED BY THE PUBLIC SERVICES SWEEPER
CREW; 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
7 meeting thereof, held on the
8 following vote, to wit:
day of
, 2003, by the
9 Council Members
AYES
NAYS
ABSTAIN ABSENT
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ESTRADA
LONGVILLE
MCGINNIS
DERRY
15 SUAREZ
16 ANDERSON
17 MCCAMMACK
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Rachel G. Clark, City Clerk
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The foregoing resolution IS hereby approved this
,2003.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By:~ l'l~
J~,2003
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HAAKER EQUIPMENT COMPANY
SINCE 1972
A CALIFORNIA CORPORATION
3505 POMONA BOULEVARD
POMONA, CALIFORNIA 91768
(909) 598-2706 . FAX (909) 598-1427
PARTS DEPT. FAX (909) 594-0498
www.haaker.com
a
May 12,2003
Mr. Don Johnson
CITY OF SAN BERNARDINO
300 N. "D" Street
San Bernardino, CA 92418
Dear Mr. Johnson:
Haaker Equipment Company is pleased to offer the City of San Bernardino the opportunity to purchase
two (2) Elgin CNG Broom Bears via an add-on/cooperative purchase off of the City of Santa Ana's Bid
Specification #02-123, dated September 19, 2002.
Equipment on this unit is as follows:
Standard options included with this unit are as follows:
./ Air Cleaner, Dual Element Dry Type ./ Automatic Back-up Lights
with Restriction Indicator ./ Combination TaiVStop Lights
.- Air Conditioning ./ Flood Lights, One Per Broom
./ 160 AMP Alternator ./ Headlights, Two (2) Dual Halogen
./ AM/FM Weatherband Radio' Rectangular
./ Anti-Lock Braking System ./ Water Level Light Mirrors, West Coast
./ Two Speed Rear Axle Type with 8" Diameter Convex,
./ Electronic Back-up Alarm ./ Seats, Bucket Type, Bostrom Air Ride
./ Two (2) Maintenance Free Batteries ./ Signals, Self Canceling, Directional with
./ Full Air Brakes Hazard Switch
.- Main Broom, Spring Suspension, Cab ./ Sun Visors
Controlled ./ Engine Tachometer
./ Side Broom, Trailing Arm, Cab ./ Touch Controls for all Sweep Hydraulic
Controlled Functions
./ Main Broom, Prefab Disposable Type ./ Front Tow Hooks / Rear Tow Eyes
./ Side Broom, Variable Down Pressure, ./ Water Fill Visible Air Gap
Cab Controlled ./ Anti-Siphon Fill Water Spray
./ Engine Hour Meter ./ 350 Gallon Molded Polyethylene Water
./ High/Low Temperature Pressure Engine Tank
Shutdown System ./ Dual Rear Wheels with Tubeless Radial
./ Front Spray Bar Tires
./ 45 Gallon Fuel Tank ./ Windshield Washer
./ Hydraulic Oil High Temperature Alarm ./ Windshield Wipers, Two-Speed
./ Hopper Inspection Door ./ Intermittent Feature
.- Hopper Window Skylight
.- Hydrant Fill Hose 15' 0" with Strainer
and NST Coupling
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Options included with this unit are:
.( Main Broom Hour Meter
.( Elevator Flush Out system
.( Elevator Stall Indicator
.( Hopper Full Indicator
.( Hydraulic Low Oil Level PTO Shutdown
.( Spare Chassis Key
.( Rear Broom Spotlight (2)
.( Fender Mounted Mirrors, RH and LH Side
.( Pick Up Broom Plastic Cover
.( Bostrom Air Ride Seats
.( PMIO Compliant
.( 5# Fire Extinguisher
.( Flare KitITriangles
.( Carbide Runners
.( Whelen Light Package
.( Chassis Parts Manual
.( Chassis Service Manual
PRICE IS F.O,B, SAN BERNARDINO, CA:........................ $ 189.667.00 + Tax
We appreciate the opportunity to present this proposal and look forward to being of
further and continued service, If you have any other questions please call me at
(909) 721-7979.
Michael Kennedy
Sales Representative
Mk:rp
'.CiTY 0" St.NTA ANA
:-1~JA~~Cr= ,~ 1\1,~t'J,AGEM[~j- SERVICE2
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P_o. BOX 198.3
SANTA ANA. CP, 9~' 7 0;::
J 14) 647~54fcJ
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IRCE OF QUOTATlor.J _..~--____ml--~_~rsLANKET END DATE
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3505 P~~OHA BLVD
F'C)l~UI'.'A
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BY CITY COU'-.ICIL
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PROPERTY N~~BE~, SERIAL "'~~BER. L.OCATION,
*59483*
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(cx)NI'INlJED! ON PAf'E 2)
ENDOR BILLING INSTRUCTIONS:
Invoice the City of Santa Ana in DUPLICATE and mail to:
CITY OF SANTA ANA, PURCHASING DIV. M.16, P.O. BOX 1988, SANTA ANA, CA 92702
Invoices must reference the purchase order number, showing quantities,
descriptions, units and unit price.
=reight charges, when authorized, shall be prepaid and added to the invoice
3.S a separate item.
Taxpayer I.D. number m. .ust be showr'~ on all invoices to assure compliance
,'\lIth IRS requirements
State whether your business is a ':;orporation sole propnetorship, part nee -
3hip or an individual.
JUT OF STATE VENDOR: California saies ta.x number required to coiled
~ax, otherwise the city will pay direct
.... ....................m... ......_.._..
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CH. ASI1MANAGER
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BUYER
GENERAL rER~S AND
CONOI rION~ m J I HE
REVERSe SDE Ai'E Ir~
CORPORATED HE'1E N
CERTi;,-{ THAT rH::r=H:: p,;:1E: SUi~HCIf:i'i-' "',)ND~'-;
,'\\1AIU\8LE FeR T~!E "U~lPO~~E :-::\f:' .'--t::?- '~.-qnE."
EXECUTIVE ~IREC-TOR OFFir'i;\~;c~
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FINANCE J. ~ilA~JAGE!\/l,=,\I-- ';t::f;'\/!CE(
,"...ihCH.-^ '-;:NG DiVISION 1.1 ,-,
2D CIVIC CE~JTEh' ~LAZt"
PO BOX 191313
SANTA ANA, CA 92,' 0 2
1.714) 641,5460
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PAGE
PL.~CHASE ORDER
j SHOW NUMBER ON ALL PACKAGES,
I INVOICES AND RELATED DOCUMENTS
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D~-:-:~/ ':-; 1
. DATE
J!-lCE OF QUOTt<TION
ID 02-''':I.:?~-:)
i Gt_ANKET END DATE
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TERMS
:?O DAYS/I.IET
HAAKER EQUIPMENT Crn~PANY
3505 F:'(:)~IO!'IA Bl._VD
PO/'/UI'IA
CA '1i./6B
FLEET l'IAINTE~jAI'j(~E j~"<l3
CC)f(PC)f((dE YAm) BUILDI~lCi" ;X"
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ENDOR BILLING INSTRUCTIONS:
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Invoice the City of Santa Ana in DUPLICATE and mail to:
CITY OF SANTA ANA, PURCHASING DIV. M'16, P,O, BOX 1968, SANTA ANA, CA 92702
Invoices must reference the purchase order number, showing quantities,
jescriptions, units and unit price_
=-reight charges, when authorized. shall be prepaid and added to the invoice
3.3 a separate item.
Taxpayer 1.0. number m. ust be shown on all invoices to assure cOrT'pliance
Nlth IRS requirements
3tate whether your busine3s:s d corpomtion, sole propt-ietor-ship. oarlner-
,hip or an individual.
JUT OF STATE VENDOR: Califomia sales tax number required to coiled
ax, otherwise the city will pay dir'ect
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1'101'1 l-i:'jljl'IEF;, I "/ lr.~/'e':'~'-) ...:i4<:)C)
BUYER
GENU'lAL TERM') AND
CmJ[)111()NS ([' THE
F{EW Hs! "LiE" ill,[ IN
COHf'(Jlv\1 ED f1EITIN
-:r::l,:lflF'. T:;<\,"" THERE AR~ '~"FTICIE"I' F'JrJDC;
A:j';"IL'ASL't. FrJR THE PURPC~S'f_uCJF' T-HI'S'ORrlE~';-
'i,::r~DOR'S COpy
-EYE cUT'!\!E-3i~CT-O:q-()i--~I~j.ATict
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Resolution # '2c::o:~- 2 -'\. \
Abstain -er Absent "
Meeting Date (Date Adopted): l5'- \'l;-C'::' Item# Z~3
Vote: Ayes 1-(." Nays .0-
Change to motion to amend original documents:
-
Reso. # On Attachments:
Contract term: -
Note on Resolution of Attachment stored separately: ---===-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: \5--\ Cj -03
Date of Mayor's Signature: Il- I cl.d ')
Date ofClerklCDC Signature: )j - ae) '0..:)
Letter Sent for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
See Attac e .
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):
Copies Distributed to:
City Attorney ~
Parks & Rec.
Code Compliance Dev. Services
Police Public Services / Water
Notes:
NullNoid After: (,,0 OAf,c, /10-11 '<::>::,
By: -
Reso. Log Updated: /
Seal Impressed: t,/"
Date Returned:
Yes~ No By
Yes No ..L.. By
Yes No V" By
Yes No /'/ By
Yes No By
EDA
Finance ,/'
MIS
Others:
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: _
Date:
Revised 01112/01