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HomeMy WebLinkAboutAgenda Bill 3.E 03/21/2011T L I85$- DATE: March 21, 2011 A Item # 3. E TO: Honorable Mayor and Members of the City Council through City Manager FROM'. Pamela Tuft, Interim Director, Department of Water Resources & Conservatio SUBJECT: Resolution Approving the Purchase of One (1) 2011 F -550 Maintenance Truck with Service Body and Crane in the amount of $102,718.33 from Corning Ford, Corning CA and. One (1) John Deere 2.7D Excavator in the Amount of $38,308:05 from Pape Machinery, Rohnert Park CA RECOMMENDATION It is recommended that the Cit y Council ado p tthe attached resolution approving the purchase of One (1)'2011 F -550 Maintenance. Truck with Service. Body and Crane in the amount of $102,718.33 from Coming Ford, Comm CA "and One (1) John Deere 27D Excavator in the g� amount of $38;308.05 from Pape Park CA and authorizing the City Manager to execute all documents neaessaryto complete the purchases. BACKGROUND The Department of Water Resources and .Conservation seeks to replace a 1997 Ford F -250 maintenance truck, that is experiencing mechanical problems requiring engine, transmission and front end repairs. In addition, the truck'_s 2,000 pound crane is inoperable, undersized, and the vehicle is not able to,perform many essential functions necessary to maintain the Ellis Creek Water Recycling Facility'and, pump, stations. The Department delayed purchasing a maintenance truck,because the. Ellis. Creek Water Recycling Facility's construction contractor was heavily involved in corrective maintenance during the warranty period, which expired June 2010. - The Department of Water Resources and Conservation is , currenily renting a 2008 Ford F =550 to fulfill the maintenance needs of the Department. The rented vehicle is used daily by staff to perform maintenance duties, and has allowed staff to tesporid,to critical, situations at' the treatment plant and at pump stations. without having to',scheddle contract crane service. Backhoe, #720 was ,purchased in 1987. This backhoe is one of two used for excavating to repair water, sewer and storm systems "and, to perform channel maintenance. Due to the I age and hours of service staff.recommends replacement to avoid, expending funds as major components fail. Replacement of `the 'equipment: is budgeted in the Operations and Maintenance budget. Agenda- Review: City Attorney Finance Director . City Manag 1 DIS.CTSSION The Ellis Creek Water Recycl ing Facility's maintenance staff" °is responsible for maintaining and repairing equipment atthe wastewater treatment plant, oxidations ponds, three recycled water pump sions and nine sewage pump stations. To maintain this equipment and respond to correct ive work'requests efficiently; the maintenance department has a need for a Ford F =550 maintenance truck with a service body and 7,500 pound crane. The recommended maintenance vehicle has the capacity to pull submersible p umps, remove large motors and pumps from pump assemblies, iristalland remove slide gates to isolate treatment processes, and lift equipment out of vaults. The existing, equipment does; not meet these capabilities;. and utilizing, a contract crane service prior to renting proved to be expensive, inefficient, and limited the Department's ability to respond to emergency situations. The Department of Water Resourcesz and Conservation developed specifications for a maintenance truck, and conducted a competitive bidding process in compliance with Petaluma Municipal Code Section 4.04.080'. The City received 4 bids, three of which met specifications as follows: company Bid Total Corning Ford Mercury Jeep Dodge $102,718.33 Corning, CA - West Capital Investments, LLC $.104;972.03` Dba Lodi Truck Bodies West Sacramento, CA Henry Curtis Ford "Mercury $105 Petaluma, CA Corning Ford was selected ",as the1owest responsivebidder: The`Department of Water Resources and Conservation budgeted for the purchase of a new maintenance truck in fiscal year 2010/2011. With regard to .the excavator, Utility'Maintenance personnel on the sewer, water and storm drain and channel. maintenance I crews, often work in low access areas and have over the ,years used various small routine need for a smaller n a to p, excavator basis from alocal.rental:agency. They have found a i roves the safety and efficiency of their: repair work. Utility Maintenance staff 'recommends purchas' g place the m a John Deere 27D excavatorto re #720 standard backhoe due to the excavator's ability to access tighter areas and rotate 360 degrees without tail swing: These operating characteristics make. this piece of equipment more productive and safer for working in limited lane widths on City.sireets. This piece of equipment also accommodates a wide variety of attachments such as mowers, breakers and augers if needed. The rubber tracks traverse virtually any terrain and are especially compatible to paved surfaces: The excavator with smaller size can be placed on an equipment trailer and towed directly to the job site,, rather than driven slowly on the streets, as is the case of a backhoe. This equipment is the largest available to meet our needs without requiring a Class A operator /driver. 2 The excavator was bid through the State purchasing program: Per Municipal Code 4.04.100 Cooperative Purchasing Programs the bidding process may be waived when it is advantageous for the City, with appropriate City Manager and City Council approval, to use contracts that were awarded by other California public Agencies, provided that their award was in compliance with their formally adopted bidding or negotiation procedures. Staff recommends purchase of the John Deere 27D using California Multiple Award Schedules (CMAS) Contract Number 4- 08- 23 -022A. FINANCIAL IMPACTS The purchase of the one (1) F -550 Maintenance crane truck with service body is $1 -02,718.33. This price includes an extended warranty at a cost of $2,180.00. The maintenance crane truck will be funded through the Water Resources & Conservation wastewater vehicle account (6600.66100.62220). The current balance in.the account is $142,314.22 leaving a remaining balance of $39,595.89 after the purchase of the F -550. The purchase of the excavator is $38,308.05. The excavator , will be funded through the Water Resources & Conservation water operations vehicle account (6700.67100.62210). The current balance in the account is $133,73065 leaving a remaining balance of $95,422.60 after the purchase of the excavator. ATTACHMENTS 1. Resolution Attachment 1 RESOLUTION APPROVING THE ,PURCHASE OF ONE' (1) F -550 MAINTENANCE TRUCK WIT -H :SERVICE BODY AND 'CRANE IN THE AMOUNT O>F'$102,718,33 FROM CORNING FORT)'; CORNING�CA AND ONE (1) JOHN DEERE 271) EXCAVATOR IN THE AMOUNT OF $38,30805 FROM PAPE MACHINERY, ROHNEItT PARK CA AND AUTHORIZING THE CITY MANAGER TO EXECUTE ANY NECESSARY DOCUMENTS TO COMPLETE THE PURCHASES WHEREAS, the Department of Water Resources and Conservation has identified a requirement for one (1) F -550 maintenance'truck with service body and crane; and one (1) John Deere 27DExcavator with accessories; and WHEREAS, the Department of Water Resources and Conservation conducted a competitive bidding process for the maintenance truck in compliance with Petaluma Municipal Code section 4.04.080 by preparing, advertising and soliciting bids to an Invitation to Bid (ITB) for proposals to furnish the maintenance truck, and WHEREAS, on May 19, 2010 the City Clerk opened the returned bids for the maintenance truck and identified Corning Ford, Corning, CA, as submitting the lowest responsive bid in the amount of $102,718.33; and WHEREAS, staff has determined' that Corning: Ford is a responsible bidder, and WHEREAS, on January 6, 2011 Corning Ford confirmed thaf it will honor the bid opened on May 19, 2010; and WHEREAS, Petaluma Municipal Code section 4.04.1:00 provides that purchases made through a cooperative purchasing program with the state,, countyor other public agencies are exempt from provisions of Chapter 4.04 of the Petaluma Municipal. Code which require,the City to conduct its own competitive bid' process for certain purchases; and WHEREAS, the City of Petaluma intends to purchase the John Deere 27D Excavator by using California Multiple Award Schedules (CMAS Contract Number 4- 08- 23 -022A, with Pape Machinery, Rohnert Park, CA, awarded through a State competitive process that satisfies Petaluma Municipal Code section 4.04.100; and WHEREAS, the Department of Water Resources & Conservation will utilize budgeted funds from fiscal year 20107201,1 to purchase both vehicles:. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL, HEREBY (1) Approves the purchase of one (1) F -550 Maintenance Truck with service body and crane in the amount of $102,718:33 from Corning Ford, Corning, CA and authorizes the City Manager,. or his designee, to execute any necessary documents to complete the purchase. 10 '(2) Approves the purchase of one OJohn Deere 27D Excavator with,,accessories in the amount of $38;308:05 from Pape l inery:Rohnert Park, CA and authorizes the City Manager, or his designee; to execute.anynecessary documents to complete the purchase.