The URL can be used to link to this page

Home My WebLink AboutPW Purchase Street SweeperCITY of Agenda Item No: 4.1 Meeting Date: July 18, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin City Manager Approval: Director of Public Works (RAL) File No.: 01.14.17 TOPIC: AGREEMENT TO PURCHASE A RAVO SERIES 5 STREET SWEEPER SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL WAIVING COMPETITIVE BIDDING REQUIREMENTS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT TO PURCHASE A RAVO SERIES 5 STREET SWEEPER FROM MUNICIPAL MAINTENANCE EQUPMENT, INC. RECOMMENDATION: Approve resolution. BACKGROUND: Public Works utilizes mechanical sweeping equipment to keep San Rafael's 175 miles of roadways free of debris. Street sweeping is carried out year round but is particularly important from September to February because it minimizes the risk of flooding by preventing fallen leaves and debris from entering and clogging the City's storm drain system. The intensified September to February storm preparation schedule and ongoing street maintenance require the availability of 2 sweepers operated almost continuously throughout the year. It is important to note that mechanical sweepers are prone to severe corrosion and damage. In general, they have a life span of only 5 years before extensive and costly repairs to mechanical systems and the hopper and are needed. In June of 2015, the City auctioned off one of its two Tymco sweepers, in service for 14 years, because repairs were no longer viable. The remaining sweeper has been in service for 8 years. While still functional, repairs have become more frequent and complex. Street sweeping also plays a critical role in fulfilling the City's pollution prevention mandates. The National Pollutant Discharge Elimination System (NPDES), adopted through the Marin County Storm Water Pollution Prevention Program (MCSTOPPP) and section 9.30.010 of the San Rafael Municipal Code (City of San Rafael Urban Runoff Pollution Prevention Ordinance), identify street maintenance as a key component in preventing contaminants from entering local waterways. While some of the more stringent NPDES conditions have not yet been adopted at the state level, we believe that an expanded street sweeping program is the means by which we will fulfill many of our obligations. Having FOR CITY CLERK ONLY File No.: 4-2-362 x 9-3-40 Council Meeting: 07/18/2016 Disposition: Resolution 14161 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 equipment that is efficient, fast and easy to maintain is essential to our efforts to minimize the discharge of garbage and debris into our waterways. ANALYSIS: To replace the auctioned Tymco unit, staff field tested four sweepers to determine which would best serve San Rafael's needs. The clear choice was the Ravo Series 5 sweeper. We have confirmed that Municipal Maintenance Equipment (MME) is the only California vendor which carries the sweeper. The unit is also available within 90 to 120 days, an important consideration given the immediacy and extent of the maintenance and regulatory obligations described previously. The following table lists vendors contacted, equipment type, price and our assessment of each sweeper: Vendor GCS Environmental Equipment Services Owen Equipment Municipal Maintenance Equipment Elgin Equipment Equipment Price Comment Tymco 600 $216,750 Limited functionality Elgin Badger $188,212 Unsatisfactory performance 1,950 $125.00 Multi -functional, fuel efficient, Ravo Series 5 $253,523 ease of maintenance Pelican None provided Unsatisfactory performance The Ravo sweeper is unique relative the other tested units and also in comparison with the existing Tymco sweeper. Because of its compact turning radius and unique brush design, the Ravo is able to sweep hard to reach debris that collects against curbs. It is also significantly smaller than the existing Tymco, which means our crews can clean drainage ditch lines in the hills with its deep ditch broom attachment. This feature was not offered by any of the other units. Its compact size does not compromise functionality. At 4 cubic yards, the Ravo's capacity is similar to all the tested units. Staff also solicited quotes from two local providers to compare the cost of contracting out street sweeping services with to the cost of outright purchase. For purposes of consistency, the analysis assumes the deployment of a second sweeper operating 5 days per week, 52 weeks per year: Vendor Hours Per Year—Hourly Rate Annual Cost Marin Sanitary Services -San Rafael 1,950 $135.00 $263,250.00 Bananaman Trucks -Larkspur 1,950 $125.00 $243,750.00 The contract approach requires ongoing annual expenditures of between $243,750 and $263,250. Outright purchase is the more cost-effective option because it is a one-time expense. For this reason, and given the unique qualities of the Ravo 5 sweeper and MME's status as the sole California vendor for Ravo equipment, staff recommends waiving competitive bidding requirements, as described in section 2.55.0701) of the San Rafael Municipal Code: "If limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appears, then purchases may be made without recourse to the competitive bidding provisions of this chapter." FISCAL IMPACT: The Ravo Series 5 purchase price is $253,523. This expenditure is one of several planned expenditures during fiscal year 2016-2017 in the City's Vehicle Replacement Fund (#600). Sufficient resources have been accumulated in this fund to support this purchase. OPTIONS: 1. Adopt the resolution as presented, waiving competitive bidding requirements and authorizing the City Manager to enter into an agreement with Municipal Maintenance Equipment, Inc. of Sacramento to purchase a Ravo Series 5 mechanical sweeper. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paye: 3 2. The Council may direct staff to enter into a contract with a private company to provide sweeper services, as described above. 3. The Council may choose to withhold authorization for the City Manager to secure the sweeper, in which case the second sweeper will not be available for the winter months. RECOMMENDED ACTION: Adopt the resolution as presented. Enclosures: Resolution RESOLUTION NO. 14161 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL WAIVING COMPETITIVE BIDDING REQUIREMENTS AND AUTHORIZING THE CITYMANAGER TO ENTER INTO AN AGREEMENT TO PURCHASE RAVO SERIES 5 STREET SWEEPER FROM MUNICIPAL MAINTENANCE EQUIPMENT, INC. WHEREAS, the Department of Public Works has traditionally utilized two mechanical sweepers to remove trash and debris from City streets; and WHEREAS, in June 2015 Public Works auctioned off the older of the two sweepers, a 14 -year old Tymco, because of extensive mechanical deterioration; and WHEREAS, that the City's remaining street sweeper, a 2008 Tymco, now requires increasingly extensive and costly repairs; and WHEREAS, Public Works provides City-wide leaf collection services from September to February to prevent fallen leaves from entering and clogging the City's storm drain system; and WHEREAS, Public Works also sweeps the Canal and the downtown area on an ongoing, weekly basis; and WHEREAS, recently expanded National Pollutant Discharge Elimination System (NPDES), the Marin County Stormwater Pollution Prevention Program (MCSTOPPP) regulations and the City's own stormwater ordinance (section 9.30.010 of the Municipal Code) mandate enhanced stormwater management efforts; and WHEREAS, these ongoing maintenance needs and increased regulatory mandates require a unit that can meet the City's diverse and expanding sweeping needs; and WHEREAS, staff contacted four vendors and, after a series of field tests, determined that a Ravo Series 5 unit will best meet current and future needs; and WHEREAS, staff solicited sweeper quotes from two private companies and determined that the one-time outright purchase of the Ravo Series 5 unit is the more cost- effective strategy; and WHEREAS, there are sufficient funds in the City's Vehicle Replacement Fund (#600) to accommodate this $253,523 expenditure. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael hereby waives competitive bidding requirements pursuant to San Rafael Municipal Code Section 2.55.070D and authorizes the City Manager to enter into an agreement with Municipal Maintenance Equipment, Inc. to purchase a Ravo Series 5 sweeper, in a form to be approved by the City Attorney, with funds to be appropriated from and expenditures recorded in the Vehicle Replacement Fund. IT IS FURTHER ORDERED AND RESOLVED, that the City Manager is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 18th day of July 2016, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, McCullough and Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Colin and Gamblin ESTHER C. BEIRNE, City Clerk ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 7/18/2016 From: Bill Guerin Department: Public Works Date: 7/11/2016 Topic: AGREEMENT TO PURCHASE A RAVO SERIES 5 STREET SWEEPER Subject: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL WAIVING COMPETITIVE BIDDING REQUIREMENTS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT TO PURCHASE A RAVO SERIES 5 STREET SWEEPER Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: approved with minor changes to staff report - MM - 7/11 ® City Attorney Remarks: Approved with changes. ETD. 7/11/16 ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: