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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director
Subject: Resolution authorizing the
execution of a negotiated purchase
order to Haaker Equipment Company
for the purchase of one (1) new Vactor
2103 Combination Sewer Cleaner Truck
to be utilized by the Public Services
Street Sewer crews.
Dept: Public Services
Date October 17, 2003
ORIGINAL
Meeting Date: November 17, 2003
Recommended Motion:
1. Adopt resolution.
2. Authorize the Director of Finance to transfer $169,500 from Account 132-431-
5704 10 Aoo,",1 132-431-5701. ~ ~
ignature
Contact person Don Johnson, Fleet Manager
Phone:
5220
Supporting data attached: Staff Report, Reso
Ward:
All
FUNDING REQUIREMENTS:
Amount:
$169,487.52
Source:
132-431-5701
Motor Vehicles
Finance:
Council Notes:
~ :t! "Zco"" 304
Agenda Item No. :;) I
/1/17/03
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing the execution of a negotiated purchase order to Haaker
Equipment Company for the purchase of one (1) new Vactor 2103 Jet Rodder Sewer
Cleaner Truck to be utilized by the Public Services Street Sewer crews.
Background:
The City of San Bernardino has over five hundred miles of sewer lines to maintain.
Currently, the Street Division Sewer Crew section operates three vacuum rodder trucks
utilized daily for routine sewer cleaning and maintenance, responding to emergency
service calls during and after normal business hours. Due to the size of these three
vehicles, the driver/operators must possess a commercial "Class B" driver's license and
are subject to all Federal and State laws and regulations governing commercial
operators.
The operation of commercial vehicles is restricted, by Federal law, to no more than
fifteen (15) hours per day for each employee. Currently the Public Services sewer
crews are scheduled on a 4/10 work schedule Monday through Friday. However, each
night and on weekends, a crew is assigned on-call for after hour emergencies.
According to the Highway Patrol, this on-call time is considered to be on-duty and must
be included in the 15-hours maximum. The on-call crew currently takes one of the
existing vacuum rodder trucks home to ensure a faster response to after-hour sanitary
sewer overflows (SSOs) in order to minimize environmental damage and possible
penalty action by the local regulatory agency. With the current equipment, staffing and
scheduling, the City is in violation of the Federal Department of Transportation
regulations that are enforced by the CHP.
This proposed new Vactor Combination Sewer Cleaner truck is a smaller unit than the
existing three vacuum rodder trucks and can be operated under a Class C license. The
purchase of this truck would bring the City into compliance with the new January 1,
2003 CHP Hours of Duty Rule for commercial drivers; and will be used as the stand by
and on-call unit as well as for maintenance and responses during normal working hours.
The City of Ridgecrest California advertised for a diesel powered combination sanitary
sewer and storm drain cleaner truck; (see Exhibit 1), and received two sealed bids as
follows:
Ricker Machinery Company
Plus 7.75% sales tax
Total
$157,297.00
12,190.52
$169,487.52
$165,200.00
11,997.85
$177,197.85
Haaker Equipment Company
Plus 7.75% sales tax
Total
The bids were opened on September 19, 2002, and a new Vactor 2103 Jet Rodder
Sewer Cleaner truck was approved and ordered from Haaker Equipment Company.
The City of San Bernardino received a letter from Haaker Equipment Company dated
October 14, 2003, offering a negotiated purchase price of $157,297 plus tax
($169,487.52 total purchase price), on hold for sixty (60) days, (see Exhibit 2).
In the FY03-04 Budget, the Public Services Department- Sewer Line Maintenance
included $260,000 for the purchase of an additional vacuum rodder truck in order to
expand sewer maintenance capacity due to growth in the system. This vehicle would
be in lieu of a larger vehicle and would result in a saving of $90,500 over the original
budgeted amount.
Financial Impact:
Funds for this purchase are available in FY2003/2004 budget Account No. 132-431-
5704, Miscellaneous Equipment. A budget transfer of $169,500 from Account 132-431-
5704 to Account 132-431-5701 Motor Vehicles is also requested.
Recommendation:
1. Adopt resolution.
2. Authorize the Director of Finance to transfer $169,500 from Account 132-431-
5704 to Account 132-431-5701.
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Exhibit 1
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HAMKER EQUIPMENT COM. ANY
SINCE 1972
A CALIFORNIA CORPORATION
3505 POMONA BOULEVARD
POMONA, CALIFORNIA 91768
(909) 598-2706 . FAX (909) 598-1427
PARTS DEPT. FAX (909) 594-0498
BID"'Pli'(jlJt)~AL
(aJ
September 12, 2002
IQ;,
CITY OF RIDGECREST
100 W. California Avenue
Ridgecrest, CA 93555
ATTN: Mr. John Bracken
Wasteiwater Supervisor
760-446-4631
In accordance with your request, we are pleased to submit the following proposal for your
consideration and approval:
ONE NEW V ACTOR 2103 JET RODDER
3 CUBIC YARD CAPACITY CATCH BASIN CLEANER AND SEWER
CLEANER MOUNTED ON NAVISTAR 4300 4X2 CHASSIS WITH DIESEL
ENGINE AND ALLISON 3060P AUTOMATIC TRANSMISSION.
INCLUDES THE FOLLOWING STANDARD AND OPTIONAL EQUIPMENT.
. Standard Equipment
./ 2100 CFM Positive Displacement Blower
./ Stainless Steel Ball Float Shut Off
'./ 500 Gallon Alwninum Water Tank Capacity
./ Variable Pressure Water Pump, Hydraulically Driven
. 40 GPM At 2,500 PSI
./ Multi-Flow Systetn
,/ Nitrogen Accumulator
./. 500' Capacity Hose Reel Ory., 3000 PSI Operating,
7500 Burst Pressure Rodder Hose '
./ Double Acting Hydraulic Dump Hoist
./ (2) Jet Rodder Nozzles
./ Electronic Back Up Alarm
./ 6- Way Power Boom Assembly With 120 Degree
Rotation And 4' Hydraulic EXlension
./ Remote Push Button Pendant Control With 15' or
Cable
./ Full Opening Rear Door Hinged At Top
./ Variable Flow Handgun Assembly With 25' or y,"
Drain Hose With Centnilly Located CDupler
./ Sealed Electrical System
./ Sealed Hose Guide
./ Aluminum Lockable Tool Box, 36xl8xl8
./ Hose Footage Counter
./ Mud Flaps
Options Included
./ Fold Down Piperack, CurbsidelStreetside../
./ Debris Body Flushout -
./ Rear Door Splash Shield ..../
./ 4" Butterfly Valve/Rear Door v-
./ Rear Door Splash Shield v
./ Hydraulic Rear Door Locks V"
./ Debris and Water Tanks Combined ,/
./ 4" Side Decant v
./ Side Skirts Aluminum \/
./ Low Water Alarm .....--
./ Aluminum Pipe 6" x 5' (2)
./ Aluminum Pipe 6" x 7.5'
./ Quick Clamp 6"
./ Retractable Handgun Hose Reel with 50' Hose
Assembly
./ Air Shift Control T -Case
./ Pump Drain Valves (2)
./ 3" Drain Valve
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./ Joystick Boom Control
./ Extra Flex Hose Guide (4)
./ Handlight with Bumper Plug
./' Worklight at Operator Station
./' Whelen Light Package:
(2) HA238C Hide-Away Strobe
(2) MCIOOSGA Strobe (Frt/RR Comers)
(I) SPS660 Power Supply
(I) T-I03 Towmans
(1) PCC6R Controller
(I) T A870A Controller ,
(2) T A TPRlO - 20' Extension Cable
./' #5 Fire Extinguisher
./' Flare Kit
./' 72x18x18 Aluminum Tool Box
./' Module - Imron Primer Base
./' Module Stripe Painted '- Multiple
Unit Price: """""'".,",.""".,"'"",,,,,,,,,.,,"',,,,,,,,,,,,,,,,,,,,,,,..,,.,,,,,,,,,.,,.,,'''' $ 157,297.00
Sales Tax (7,75%): ""'"."""""""""",,,,,,.,,,,.,,"',,,,"',,.,,,,,,,,,,,,,"',,,,,,,,,,,, $ 12,190.52
PRICE IS F.O.B. RIDGECREST, CA: ................................................ $ 169,487.52
THE PROPERTY HEREIN IS GUARANTEED BY MANUFACTURER'S WARRANTY ONLY AND SELLER MAKES
NO WARRANTY EXPRESSED OR IMPLIED, OF MERCHANTABILITY OR OTHERWISE, OR OF FITNESS FOR ANY
PARTICULAR PURPOSE, TIIAT EXTENDS BEYOND THE ABOVE DESCRIPTION OF THE EQUU'MENT, .
NOTE: Price is good for 10 Dafs, Cost increases due to the addition of Government mandated safety or environmental
devices inCUJ1ed- alJer the date 0 This proposal, will be charged to you at our cost Proof of such costs, if any, will be
documented,
TAXES: SALES TAX applicable at time of delivery will be shown on our invoice, FEDERAL EXCISE TAXES, if
IJPplicable, will require payment unless a properly executed Exemption Certificate is submitted, .
DELIVERY: 180-210 Days TERMS: Net 10 Or Approved Lease
We appreciate the opportunity to present this proposal and look forward to being of further and continued service,
~J)ANY
BI aa er
CEO/Sales Manager
BH/nfg
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ACCEPTED BY:
DATE:
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'HAAKER EQUIPMENT COMPANY
SINC#! 1912
A CALIFORNIA CORPORATION
3505 POMONA BOULEVARD
POMONA, CALIFORNIA 91768
(909) 598-27oe . FAX (909) 598-1427
PARTS DEPT. PAX (9091 594.0498
www.tlaatl..t.COm
Exhibit 2
.,...,. ..
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October 14,2003
Mr. Don Johnson, Fleet Manager
CITY OF SAN BERNARDINO
300 North 0 Street
San Bernardino, CA 92418
Dear Mr. Johnson:
Per our conversation, the negotiated purchase on a Vactor 2103 is at the price of
$ 157,297.00 (plus tax). Buker Equipment Company will hold this price for sixty (60)
days from today.
If you have any additional requirement or concerns, please do not hesitate to contact me
at (909) 721-7979.
As always, it is a pleasure to be of service to the City of San Bemafdino.
Sincerely,
~~,
Sales Representative
MKIrp
Enclosures
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IfN ('fjI rR' ~ /
RESOLU~ ~ 1',
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A NEGOTIATED
PURCHASE ORDER TO HAAKER EQUIPMENT COMPANY FOR THE PURCHASE
OF ONE (1) NEWVACTOR 2103 COMBINATION SEWER CLEANER TRUCK'TO
BE UTILIZED BY THE PUBLIC SERVICES STREET SEWER CREWS.
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 one
new Vactor 2103 Combination Sewer Cleaner truck at the same price of $157,297,
plus tax of $12,190.52, which was purchased by the City of Ridgecrest, California.
Pursuant to this determination, the Purchasing Manager is hereby authorized and
directed to issue a purchase order for said truck to Haaker Equipment Company in an
amount not to exceed $169,487.52
SECTION 2. The Purchase Order shall reference this Resolution No. 2003_
and shall read, "Haaker, purchase one Combination Sewer Cleaner truck, Purchase
Order No.
, not to exceed $169,487.52" 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 order
is rescinded if it is not issued within sixty (60) days of the passage of this resolution.
III
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October 17. 2003
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A NEGOTIATED
2 PURCHASE ORDER TO HAAKER EQUIPMENT COMPANY FOR THE PURCHASE OF
ONE (1) NEW VACTOR 2103 COMBINATION SEWER CLEANER TRUCK TO BE
3 UTILIZED BY THE PUBLIC SERVICES STREET SEWER CREWS.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a
meeting thereof,
6 held on the
day of
, 2003, by the following vote, to wit:
7 COUNCIL MEMBERS:
8 ESTRADA
9 LONGVILLE
10 MCGINNIS
II DERRY
12 SUAREZ
AYES
NAYS
ABSTAIN ABSENT
I3 ANDERSON
e 14 MCCAMMACK
15
16
17
e
CITY CLERK
18
19
20
The foregoing Resolution is hereby approved this
day of
,2003.
21
JUDITH V ALLES, Mayor
City of San Bernardino
22
Approved as to form and
23 legal content:
24 JAMES F. PENMAN,
City Attorn y
25 /)
26
By'
27
28
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 1\- n-QS
Item # '2..\
zco3 - 3oL)-
Resolution #
Abstain ~
Vote:
Ayes 1-"1
Nays h
Change to motion to amend original documents:
Absent ~
Reso. # On Attachments: - Contract term: _
Note on Resolution of Attachment stored separately: =---
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY By:
Date Sent to Mayor: \ \- \'1-0.3
Date of Mayor's Signature: \ \- LC '0')
Date ofClerklCDC Signature: I \-Z.c-o.?::.
Date Memo/Letter Sent for Signature:
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60 Day Reminder Letter Sent on Jutn day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
Null/VoidAfter: <<'0 DA-1;;' J j-llo-O':!
I
Reso. Log Updated:
Seal Impressed:
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Date Returned:
-
~..... Attached:
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See Attached:
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 / Code Compliance
Dev. Services
Parks & Rec.
Public Services ,/'
Water
Police
Notes:
Yes ./' No By
Yes No .....L- By
Yes No-L By
Yes No / BX_
Yes NoV By_
EDA
Finance y"
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 0 1/12/0 I