HomeMy WebLinkAboutPW Purchase Durastar TruckAgenda Item No: 3. h
Meeting Date: September 2, 2014
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: "M ity Manager Approva . M
Director of Public Works
File No. 01.14.16
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO
APPROVE THE PURCHASE OF AN INTERNATIONAL DURASTAR
TRUCK VIA STATE OF CALIFORNIA CONTRACT AND TO WAIVE
COMPETITIVE BIDDING TO PURCHASE AN ASPHALT HOT BOX
FROM NIXON-EGLI EQUIPMENT CO., IN A COMBINED AMOUNT
NOT TO EXCEED $200,662.73.
RECOMMENDATION: Adopt Resolution
BACKGROUND: The Department of Public Works utilizes a single 14 -year old "patch truck"
with a 28 -year old paving box mounted on it for a wide variety of emergency and non-
emergency roadway maintenance activities. Paving boxes are heated insulated boxes for asphalt
that maintain the 275°- 325° temperature of the material throughout the work day. They also
allow for hot asphaltic material to be purchased during the daytime and used later at night for
repairs at high volume traffic locations that are not practical to repair during daytime hours. It is
used by Street Division maintenance personnel to fill pot holes, for deep lift roadway repairs, to
backfill trenches, make temporary sidewalk repairs, etc. Performing these tasks in-house
enables us to respond to immediate needs in a timely manner and reduces our dependence upon
contractors for emergency, often costly, repairs.
Vehicle #95-00 is an International truck, in continuous service since 2000. The frequency,
complexity and cost of repairs have increased dramatically over the past 14 years due to heavy
usage and high mileage. The condition of the 28 year old hot box has deteriorated even more
significantly, again due to heavy usage and age. Essentially, the box now has limited ability to
keep asphalt hot for extended periods.
FOR CITY CLERK ONLY
FileNo.:
Council Meeting:
Disposition: 001 /
ANALYSIS: The Council approved the replacement of up to 40 vehicles, including #95-00, on
March 4, 2013 via resolution number 13506. We have taken delivery of 25 of those; another 10
are ordered and awaiting delivery. All but four of those vehicles were purchased via State of
California contract or via "piggybacking" on to large orders, placed by other counties. This
approach is described in Chapter 2.55.260 of the San Rafael Municipal Code, which states:
"Purchases of supplies, material, equipment or services and sales of surplus property made under,
a cooperative purchasing program, utilizing purchasing agreements maintained by the state,
county or other public agencies are exempt from the requirements of this chapter. To the extent
possible, cooperative purchases joined will be competitively awarded, and documentation as to
the advantage of the cooperative purchase will be retained." With Council's approval, the City
will utilize State of California vehicle purchasing contract #1-14-23-2 to purchase an
International Durastar truck to replace #95-00.
However, the hot box described above is not available via state contract. Staffhas determined
that the hot box that is compatible with the International Durastar, and that best meets our current
and future needs, is a unitized patcher, model AC -4, manufactured by PB Loader Corp. of
Fresno. Nixon -Egli Equipment Co. of Tracy is, the only Northern California dealer which carries
PB Loader equipment.
We therefore request Council's permission to waive competitive bidding to purchase the PB
Loader patch box as described in Section D of Chapter 2.55.070 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. Approval of waiver of competitive bidding shall be given by the same level of authority
as set forth in the section for award authority."
FISCAL IMPACT:! Prices, for the truck and hot box described above are:
o $ 87,62i3.94: 2015 International Durastar Truck
* $113,038.79: PB Loader Patch Truck, model BC -4E
* $200,662.73: Total
There are sufficient funds in the Vehicle Replacement Fund for these purchases.
OPTIONS:
1. The City Council may choose to approve the proposed resolution.
2. The City Council may choose to reject the proposed resolution.
3. The City Council may direct staff to seek other vendors.
ACTION REQUIRED: Staff recornmends, that the City Council adopt the resolution.
Enclosures (2)
1. Resolution
2. Riverview International quote
3. Nixon -Egli Equipment Co. quote
IR**0gills
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RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO APPROVE THE
PURCHASE OF AN INTERNATIONAL DURASTAR TRUCK VIA STATE OF
CALIFORNIA CONTRACT AND TO WAIVE COMPETITIVE BIDDING TO
PURCHASE AN ASPHALT HOT BOX FROM NIXON-EGLI EQUIPMENT CO.,
IN A COMBINED AMOUNT NOT TO EXCEED $200,662.73.
WHEREAS, on March 4, 2013 the City Council approved Resolution number
13506, authorizing the Director of Public Works to purchase up to 40 replacement
vehicles for various City departments; and
WHEREAS, DPW's "patch truck", 495-00, used by Streets Division
maintenance personnel for emergency and non -emergency roadway and sidewalk repairs,
was among the vehicles scheduled for replacement; and
WHEREAS, #95-00 is an International truck in continuous service since 2000,
with a permanently mounted "hot box" the purpose of which is to maintain asphalt at a
proper working temperature throughout the day; and
WHEREAS, the truck (14 years old) and hot box (28 years old) have deteriorated
significantly over time due to heavy usage and require frequent repairs; and
WHEREAS, a 2015 International Durastar truck is available via State of
California vehicle purchasing contract #1-14-23-20, a cooperative purchasing program in
keeping with the guidelines described in chapter 2.55.260 of the San Rafael Municipal
Code; and
WHEREAS, a BC -4E hot box, manufactured by PB Loader, is compatible with
the International Durastar truck and best meets our roadway and sidewalk repair needs;
and
WHEREAS, Nixon -Egli Equipment of Tracy is the sole dealer of PB Loader
equipment in Northern California; and
WHEREAS, Chapter 2.55.070 (D) of the San Rafael Municipal Code allows for
the waiver of competitive bidding when "limitations on the source of supply" exist; and
WHEREAS, there are sufficient funds in the Vehicle Replacement Fund for the
transactions described above.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San
Rafael does hereby authorize the Director of Public Works to purchase an International
Durastar truck via State of California vehicle purchasing contract #1-14-23-20 and to
purchase a PB Loader hot box from Nixon -Egli Equipment Co. via the waiver of
competitive bidding allowed under Chapter 2.55.070(D) of the San Rafael Municipal
Code, in a combined amount not to exceed $200,662.73.
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 2nd day of September, 2014, by the following vote, to
wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Connolly, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER C. BEIRNE, City Clerk
File No.: 01.14.16
Note: This order Is subject to the acceptance of the dealer to which It Is addressed, and is subject to
Wdten acceptance by is Sales Manaper. Purchaseh deposit will be returned Knot accepted.
H vehkia(s) is used the vehicle(s) Is sold 'as W with no warranty expressed or Implied.
If Vehick(s) Is used the vehicle(s) Is sold 'as W whh no warranty. Purchaser acknowledges receipt or exact copy or this order„
Nis
SSa r TIN
Riverview International Trucks, LLC
07101/14
2445 Evergreen Ave.
West Sacramento
Boyar
Ctty of San Rafael, Department of Public Warks
California 95691
AoWmu
916-371-3110
111 Morphew St.
cw,, sum
San Rafael, CA
za
94901
Marin
Tax Rate
9,250°
Brwk Nmnber
wets
ATTN,
Richard Landis
fldvees Ucenm Number
sena
Ship To Aftess
License Plate Nimba
seeker -Month a Year
'same
Year New/Used
Make
Model
Serial #/Description
Axles
Sales Price
2015
New
INTL
DuraStar
Line 34 - State of CA vehicle contract
2
# 1-14-23-20F
Inlcuded Options:
$9,852,37
Upgrade to crew cab, 2 bucket front seats, bench rear
seat, Goodyear fires, heated mirrors, upgrade to
Allison automatic transmission, fender mirror,
body builder Interface for stop/taillium lights,
body builder In cab switches, PTO switch, air hom,
air dryer, vertical exhaust stack with curved tip, tilt/
telescoping steering column, dual 12 volt receptacles in
dash
Re /stared Owner
Sales Price
1
$80,195.37
cess
Sales Tax
2
$7,418,07
Legal Owner
Excise Tax
3
$0,00
Address
EXEMPT
CA Tire Fee
4
$1050
$1.751TIRE
Make
Sale Price
5
$87,623.94
Including Taxes
Yr./Mdl
Down Payment
6a
$0.00
Cash
Chassis#
Trade In
6b
$0.00
Net allowance
Body L2
Total Down
7
$000
moun
mounts Payment
Allowance $0.00
$0.00 Forward Balance
8
$87,62194
Amt.Owedl
$0.00 Optional Service
9
$0.00
Contract
Lein Hldr.
License & Doc.
10
$0.00
Net Trade Allowance
EXEMPT
MIMI
$0.00 Unpaid Balance
$87,623.94
TOTAL I TRUCK
$87,823.94
Source of Payment
TBD - quote only
Accepted By:(Management)
Purchaser:
Order Taken By:
Jason Farrell
Note: This order Is subject to the acceptance of the dealer to which It Is addressed, and is subject to
Wdten acceptance by is Sales Manaper. Purchaseh deposit will be returned Knot accepted.
H vehkia(s) is used the vehicle(s) Is sold 'as W with no warranty expressed or Implied.
If Vehick(s) Is used the vehicle(s) Is sold 'as W whh no warranty. Purchaser acknowledges receipt or exact copy or this order„
1
0 SO. CALIFORNIA: 2044 South Vineyard Avenue, Ontario, CA 91761 * (909) 930-1822 * FAX (909) 923-2356
0 NO. CALIFORNIA: 800 Fast Grant Line Road, Tracy, CA 95376 * (209) 830-8600 • FAX (209) 830-8884
City of San Rafael July 11, 2014
111 Morphew St.
San Rafael, CA 94901
Attention: Richard Landis
Subject: PB Patch Truck
Dear Richard:
We are pleased to provide you a budgetary quotation on a P -B Model BC -4E Patch Truck (4 cubic yard --
approximate 8 -tan capacity) installed on a Customer supplied 2015' International, crew -cab
conventional chassis and equipped with the following:
• Electric Heat system in lieu of standard propane beater
• KevIar Chain Conveyor
• ModeI CS -65 Emulsion spray system
• Apron
• Hand torch
• Prime paint
• LPG tank, 25 gal with brackets
• Overnight heat emulsion tank --110 Volt
• Cab controls
• Tool box 36"
• Tool basket
• Thermometer 0-300
• Electric Overnight heat - 220 Volt — asphalt box
• Compactor Iift platform -hydraulic
• Air Blow Gun x 25' Hose
• Solvent Pump & wand
• 15 Gallon solvent tank
• Two each - Cone holder -- Frame mount
• Water Igloo (5 Gal.) with Bracket
• LED Arrow Board with Controls and Bracket —10 light
• Hose Reels 3/8" x 25' for Solvent/Air/Torch
• Hose Reel 1/2" x 25' for Emulsion
• Dual asphalt lute holder
• Compactor lift platform — hydraulic
• 5 -Gallon Igloo cooler w/bracket
• Hitch plate with 20 -ton pintle
• ECCO Back-up camera system
v i
l % ! % / M/11/1-11"MillAT
Included options and features — continued:
each — Whelen LLD 500 Flashers -- 4 at corners facing side, 2 face rear, 2 in front grill
1 each - Whelen LED Super 360 Strobe
a Dual shovel holders
« 12" 'Cross -Frame catwalk
o 18" Underbody spoils bin
�» Lute dip tank
• Installation and paint—Black
Unit installed on Customer supplied new 2015' International Crew -Cab chassis..
PB unit mounted on International Crew -Cab chassis
Sales Tax at 9.25%
Customer Price, FOB San Rafael, C'A
$ 1039460.00
9,570.79
$' 113,038,79
Note: The above price includes applicable sales tax at 9.25°/x.. This quote is valid for 60 days.
Thank you for the opportunity to quote on your equipment needs. Ifyou have any further
questions, please feel free to contact me.
Sincerely,
NI ON-LGLI EQUIPMENT CO.
Michael Knight
Area Manager
A A
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, , ,AG EEMENT,
ORDINANCE OR RESOLUTI N BEFORE APPROVAL BY COUNCIL / AGENCY,
SRRA J SRCC AGENDA ITEM NO. '°` . V1
DATE OF MEETING: September 2, 2014
FROM: NADER MANSOURIIAN
■ y M
DATE. 7/17/14
Department Heeds Qsiginatu ire
AGENDAAPPROVED AS COUNCIL / AGENCY
`
v
City Attorney signature)
PIIe No. 01,14.16