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Home My WebLink About22-Public Services l_ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Ken Fischer, Director Subject: Resolution authorizing the execution of a purchase order to Fairview Ford of San Bernardino for the purchase of twenty (20) Refuse trucks complete with Refuse bodies and LNG . conversion to be utilized by the Refuse Division; and authorizing the Purchasing Manager to solicit lease-purchase rate quotes and award a lease-purchase to the lowest responsible leasing company. Dept: Public Services Date: July 26, 2006 Meeting Date: August 21, 2006 Synopsis of Previous Council Action Reso 2005-305 9/6/2005 Approved purchase of two Refuse trucks from Fairview Ford l_ Recommended Motion: Adopt Resolution Contact person Don Johnson, Fleet Manager Phone: 5220 Supporting data attached: Staff Report, Quotes. Ward: All FUNDING REQUIREMENTS: Amount: $5,774,723.32 Plus lease costs Source: 527-412-5803 527-413-5803 FY06/07 Estimated Lease Payments $397,571.00 Semi-Annual Finance: ",-"" L Council Notes: %-~/_oC. Agenda Item No. ~ 'l. SUBJECT: Resolution authorizing the execution of a purchase order to Fairview Ford of San Bernardino for twenty (20) 2007 AUTOCAR WX64 chassis complete with (13) Labrie Automated Sideloader Refuse bodies, four McNeilus Rolloff Refuse bodies and three McNeilus Frontloader Refuse bodies to be utilized by the Refuse Division. BACKGROUND: The Refuse Division currently utilizes seven 1995 year model Amrep Sideloaders, two 1989 year model Amrep Rolloffs, two 1991 and a 1989 year model Frontloader Refuse trucks from various manufacturers on a daily basis. These units have far surpassed their useful life and have become unreliable and an economic burden to operate. Therefore these twelve units will be placed in surplus for auction. 1989 Rolloffs: #203, #204 1989 & 1991 Frontloaders: #182, #188, #199. 1995 Sideloaders: #130, #140, #142, #162, #169, #173, and #178. c During the FY 06/07 budget preparation Fleet staff developed a multi-year long term replacement schedule for the Refuse Division that was approved as part of the FY 06/07 Refuse Division Budget, the replacement of these aging units is the first phase of that schedule. Six additional Automated Sideloaders and two additional Rolloff trucks were included in the schedule to accommodate the additional operator positions created as part of the Refuse Division Reorganization approved during FY 05/06. The Refuse Division currently operates twenty-eight (28) Labrie Automizer Refuse trucks, six (6) McNeil us Frontloaders and four (4) McNeilus Rolloffs. Fleet staff has found it.to be more cost effective to standardize types of vehicles and equipment for better operational economy. Therefore, fewer brands of parts must be stocked and mechanic training is specialized and more thorough. c Due to the specialized nature of this equipment there are no local vendors able to supply the trucks. However, through a negotiated purchase as referenced in section 3.04.070-1 of the Municipal Code Fleet staff has negotiated with Fairview Ford of San Bernardino to be the primary vendor for this purchase. The vehicles and subsequent build up will be purchased through Fairview Ford for a total amount of $5,774,723.32 including tax. Fairview will use sub-contractors, Arata / Labrie Equipment of San Carlos, Ca. and McNeilus Truck of Colton, Ca. for the installation of the refuse bodies. Diversified Truck Center of Mira Loma Ca. will supply the AUTOCAR chassis and conversion to LNG (Liquefied natural gas), as required by South Coast Air Quality Management District (SCAQMD) rule 1193. C The following is a break down of the pricing per type of unit: 4 Rolloff trucks @ $184,979 each 3 Front loaders @ $234,422 each 13 Side loaders @ $270,563 each During this negotiation process Fleet staff contacted the two surrounding Municipalities that recently purchased and operate alternative fuel refuse trucks for equipment and pricing comparison. The results are as follows: The City of Redlands purchased three LNG Sideloaders with Wayne Curbtender refuse bodies last year with a piggyback on a previous bid for $220,031.96 each. The City of Riverside purchased five LNG Sideloaders with Heil refuse bodies last year for the price of $238,588.15 each. There were no Frontloader or Rolloff trucks purchased for comparison. Please note this comparison pricing is for last year's model and the units purchased do not meet the City of San Bernardino specifications, or warranty requirements. c Attached for your review is the quote from Fairview Ford and Diversified Truck Center (includes Refuse Bodies). (see exhibits 1 & 2 ). FINANCIAL IMPACT: Funds for the lease payments are budgeted in accounts 527-412-5803, and 527-413- 5803 starting in the FY 06/07 Refuse Division budget. With Semi - annual estimated lease payments of $397,571.00. The total length of the lease purchase will coincide with the anticipated useful life of the trucks. RECOMMENDATION Adopt resolution c 2 c c c 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 Z! 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO FAIRVIEW FORD FOR TWENTY (20) 2007AUTOCAR WX64 CHASSIS COMPLETE WITH THIRTEEN LABRIE AUTOMATED SIDELOADER REFUSE BODIES, FOUR MCNEILUS ROLLOFF REFUSE BODIES AND THREE MCNEILUS FRONTLOADER REFUSE BODIES; AND AUTHORIZING THE PURCHASING MANAGER TO SOLICIT LEASE-PURCHASE RATE QUOTES AND AWARD A LEASE-PURCHASE TO THE LOWEST RESPONSIBLE LEASING COMPANY. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That Fairview Ford has offered a negotiated purchase price of $5,774,723.32 including tax for (20) Year 2007 AUTOCAR WX64 chassis and refuse bodies with LNG conversion. Pursuant to this determination the Purchasing Manager is hereby authorized to issue a purchase order to Fairview Ford of San Bernardino, in the amount of $5,774,723.32, which will facilitate the procurement of the (20) vehicles; and authorize the Purchasing Manager to solicit as needed, lease-purchase rate quotes under existing Master Lease Agreements and to award a lease-purchase to the lowest responsible leasing company. SECTION 2. The Purchase Order shall reference this Resolution No. 2006-_ and shall read, "Purchase of twenty (20) Year 2007 AUTOCAR WX64 chassis complete with Refuse bodies and LNG conversion, P.O. not to exceed $5,774,723.32" and shall incorporate the terms and conditions of the Contract. SECTION 3. The authorization to execute the above referenced Purchase Order is rescinded if not issued within sixty (60) days of the passage of this resolution. /1111 1111/ August 10, 2006 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 C : j' F. Peom,", City Attorney c c 1 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TOFAIRVIEW FORD FOR TWENTY (20) 2007AUTOCAR WX64 CHASSIS 3 COMPLETE WITH THIRTEEN LABRIE AUTOMATED SIDELOADER REFUSE 4 . BODIES, FOUR MCNEILUS ROLLOFF REFUSE BODIES AND THREE MCNEILUS FRONTLOADER REFUSE BODIES; AND AUTHORIZING THE PURCHASING 5 MANAGER TO SOLICIT LEASE-PURCHASE RATE QUOTES AND AWARD A LEASE-PURCHASE TO THE LOWEST RESPONSIBLE LEASING COMPANY. 6 7 8 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a 9 meeting thereof, held on the 10 following vote, to wit: day of , 2006, by the Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA BAXTER VACANT DERRY KELLEY JOHNSON MCCAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this ,2006. day of Patrick J. Morris, Mayor City of San Bernardino Approved as to Form: August 14, 2006 c I '- c July 27, 2006 Fairview Ford Sales, Inc. P.O. Box 5516 SAN BERNARDINO, CAUF. 92412 Telephone (9091884-9261 .11II City of San Bernardino Fleet Department 182 S. Sierra Way San Bernardino, CA 92408 RE: Purchase of 20 Autocar Refuge Trucks Dear Mr. Johnson, Here is the breakdown for the above referenced purchase. 4 Roll Off@ $184,979- each $739,916.00 3 Front Loaders @ $234,422- each $703,266.00 13 Auto Loaders @ $269,018- each Options Invoked: Rocker Controls $880.00- each Hopper Liners $665.00- each $270,563 each $3,517,319.00 Total $4,960,501.00 Doc and Handling Fee $9.000.00 $4,969,501.00 Sales Tax $385,136.32 Fed Excise Tax $419,666.00 Cal Tire Fee $420.00 Grand Total $5,774,723.32 Prepored By JERRY DALTON Prepored For ROLL OFF Quote Id : QAGG4POSH CITY OF SAN BERNARDINO Phone: 951-685-3456 Quote Number: QOOO4280 / .. L Quote Summary 07/21/2006 All figures are in US dollars EQUIPMENT EACH TOTAL WX64 180,979 WX CAB - SINGLE LH DRIVE 1?-~ Ll... oFF ADDITIONAL PURCHASED COVERAGES 1,350 EPA SURCHARGE 0 ADDITIONAL DISCOUNT (0) ADDITIONAL FREIGHT 0 ADDITIONAL SURCHARGE 1,200 FREIGHT 1,450 QUANTITY 4 TOTAL EQUIPMENT PRICE 184,979 739,914 TRADE IN (0) OTHER CHARGES EACH TOTAL L FET 0 FET AMOUNT TOTAL 0 STATE T AX/OlllER FEES 0 0 !OTALQUOTE 739,914 AS ~<elr Gtl.ee'S B;-~ Dealer i ::?f Customer Signature 7~ {- ;;UtsJ6 Date Date L Price Level: 200603032007 A Friday, July 21, 2006 5:38:21 PM EDT Page 13 of 24 I "- L L Piepared By JERRY DALTON Quote Id : QAGYFOT06 Phone: 951-685-3456 Quote Number. Q0004277 Quote Summary EQUIPMENT WX64 WX CAB - SINGLELH DRIVE P-/ld,..., 'T /...0 ~-j~ ilL. ADDITIONAL PURCHASED COVERAGES EPA SURCHARGE ADDITIONAL DISCOUNT ADDITIONAL FREIGHT ADDITIONAL SURCHARGE FREIGHT QUANTITY 3 TOTAL EQUIPMENT PRICE TRADE IN OTHER CHARGES Prepared For L.NG. FRONT LOADER CITY OF SAN BERNARDINO 07/21/2006 All figures are in US dollars . EACH TOTAL 228,697 3,075 0 (0) 0 1,200 1,450 234,422 703,265 (0) EACH TOTAL 0 0 0 0 703,265 FET FET AMOUNT TOTAL STATE T AXlOTHER FEES TOTAL QUOTE f'< S p.er alJ / ~C'''i -#:~QJt-o Deal gna Customer Signature 7 -~- ::tODb Date Date price Level: 200603032007 A Friday, July 21, 2006 4:47:08 PM EDT Page I of 1 c Pto:pamI By JERRY DALTON Quore Id : QAGZPL783 Pbcmc; 951-685-3456 Quole Number: QOOO4281 PrepoRd For AUTO LOADERI LA R1I1Il CITY OF SANBERNARDlNO Quote Summary 07/2812006 All figures are in US doUars EQUIPMENT EACH TOT.4L WX64 266.$63 WXR CAB . SINGLE RH DRIVE J4v nrw,trE.) 5ibE tCA-,')iJlL ADDmONAL PURCHASED COVERAGES I,3S0 EPASURCHARGE 0 ADDmONAL DISCOUNT (0) ADDmONAL 'FREIGHT 0 ADomONAL SURCHARGE 1,200 FREIGHT 1,450 QUAN'lTTY 13 TOTAL EQUIPMENT PRICE 270,S63 3,517,319 TRADE IN (0) C OTHER CJL4R.GES EACH 'l'OT..4L PET 0 FET AMOUNT TOTAL 0 , STATE TAXIOmER FEES 0 0 . TOTAL QUOTE 3,S17,319 ~ CtIstomer Signature 7-,,2 8~IM" Date Date c Price Lcvd ; 200603032007 A Friday, II1ly 28, 2006 4:13.:32 PM EDT fI&e I at 3 I 'd LSl9'oN ~m:l 900l 'Sl'lnr