HomeMy WebLinkAboutStaff Report 328-08TO:
FROM:
DATE:
SUBJECT:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: PUBLIC WORK~
AUGUST 47 2008 CMR:328:08
ADOPTION OF A BUDGET AMENDMENT ORDINANCE FOR THE
FISCAL YEAR 2008-09 TO PROVIDE AN ADDITIONAL
APPROPRIATION OF $80,000 TO VEHICLE REPLACEMENT FUND,
CAPITAL IMPROVEMENT PROGRAMPROJECT VR-07800, AND
APPROVAL OF A PURCHASE ORDERWITH COAST COUNTIES
TRUCK AND EQUIPMENT COMPANYIN AN AMOUNT NOT TO
EXCEED $7447138 FOR THE PURCHASEOF TWO 10-12 YARD DUMP
TRUCKS, A 3,600-GALLON WATER TRUCK AND A TRANSFER DUMP
TRUCK AND TRAILER SET
7
RECOMMENDATION
Staff recommends that Council:
Adopt the attached Budget Amendment Ordinance (BAO)in the amount of $80,000
(Attachment A) to provide an additional appropriation to Vehicle Replacement Fund,
Capital Improvement Program (CIP) Project, Scheduled Vehicle and Equipment
Replacements, VR-07800, for the purchase of a transfer dump truck mid trailer set
(transfer dump).
Approve and authorize the City Manager or his designee to execute a purchase order with
Coast Counties Truck and Equipment Company in an amount not to exceed $744,138 for
the purchase of two 10-12 yard dump trucks, a 3,600-ga!lon water truck, and the transfer
dump noted in item 1 above.
DISCUSSION
Vehicle Replacement Fund CIP Project VR-07800 authorizes the replacement of three 10-12
yard dump trucks and a 3,600-gallon water truck. Each of these trucks is at the end of its useful
life, and cannot meet current exhaust emissions standards without a costly emissions retrofit.
Two of the dump trucks and the water mack will be replaced "in-kind"; the third dump truck will
be upgraded to a transfer dump to provide additional load-carrying capacity for the in-house
streets maintenance program. The $80,000 incremental cost of this upgrade will be funded by a
transfer t~om the Streets Maintenance CIP Project PE-86070 to the Vehicle Replacement Fund
CIP in accordance With the attached BAO.
CMR:328:08 Page 1 of 3
The more expensive transfer dump is needed to accommodate the quantity of pavement spoils
that will be generated by a self-loading asphalt grinding machine that was recently ordered and is
expected to be in service by December 2008. Using a grinder to mill the asphalt is much more
efficient than the current method .of breaking up the pavement and loading it in large chunks;
however, because the grinder is more efficient, it will fill the streets crew’s existing 10-12 yard
dump trucks much faster, necessitating many more trips to the dump site. The transfer dump,
with its 30-yard capacity, will accommodate nearly three times the amount of material, which
will significantly reduce the number of trips to the dump site. This will increase labor efficiency,
reduce fuel consumption, and lower carbon emissions. In addition, the truck’s additional
capacity will be very beneficial when material needs to be hauled out of the area subsequent to
the closure of the City’s landfill.
A Request for Quotation (RFQ) for medium duty tracks was sent to eight vendors on May 27,
2008. Bids were received from two qualified vendors on June 17, 2008, as listed on the attached
bid summary (Attachment B). Bids ranged ~rom a high of $744,138 (for all bid items) to a low
bid of $193,953 (for the water truck only). The bid for the water truck submitted by West-Mark
did not meet specifications, so it could not be considered for award. Vendors not responding
indicated that they did not submit a bid because they were to busy too respond.
Staff has reviewed all bids submitted and recommends that the bid submitted by Coast Counties
Truck and Equipment Company be accepted and that Coast Counties Truck and Equipment
Company be declared the lowest responsible bidder.
Staff has checked references supplied by the vendor for previous contracts and has found no
significant complaints.
RESOURCE IMPACT
In fiscal year 2006-07, Council appropriated $3.6 million to CIPProject VR-07800 to cover the
costs of scheduled replacements of vehicles and equipments. In the second quarter of fiscal year
2006-07, Counci! appropriated an additional $175,000 to this project to provide funding for the
acquisition of a se!f-loading asphalt grinding machine to be used primarily for the street
maintenance project. The existing balance o;f the appropriation is not sufficient to cover the
increased cost of a dump truck and trailer set.
A Budget Amendment Ordinance is necessary to move the appropriation of $80,000 from the
Street Maintenance CIP PE-86070 to Vehicle Replacement CIP VR-07800 for the purchase of
the transfer dump to be utilized in the street maintenance program. The proposed BAO has no
impact on any reserve balance.
POLICY IMPLICATIONS
Authorization of the contract does not represent any change to the existing policy.
ENVIRONMENTAL REVIEW
This is not a project as defined in Section 21065 of the California Environmental Quality Act.
The trucks being supplied are in conformance with all applicable emissions laws and regulations,
and will emit significantly fewer exhaust emissions than the vehicles they are replacing.
CMR:328:08 Page 2 of 3
ATTACHMENTS
Attachment A: Budget Amendment Ordinance (includes Exhibit A:
Attachment B: Bid Summary
Attachment C: Certification of Nondiscrimination
CIP page)
PREPARED BY:
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
Fleet Manager
GLENN S. ROBERTS
Director of Public Works
CMR:328:08 Page 3 of 3
ATTACHMENT A
ORDINANCE NO.
ORDINANCE OF THE- COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 2008-09 TO
PROVIDE AN ADDITIONAL APPROPRIATION OF $80,000~ TO
CAPITAL IMPROVEMENT PROGRAM (CIP) VR-07800, SCHEDULED
VEHICLE AND EQUIPMENT REPLACEMENTS
The Council of the City of Palo Alto does ordain as follows:
SECTION i. The Council of the City of Palo Alto finds
and determines as follows:
A. Pursuant to the provisions of Section 12 of Article III of
the Charter of the City of Palo Alto, the Council on June 9, 2008
did adopt a budget for fiscal year 2008-09; and
B. In fiscal year 2006-07, the City Council appropriated
$3,609,000 for CIP Project VR-07800(Project) to cover the costs of
scheduled replacements of vehicle and equipments; and
C. In the second quarter of the fiscal year 2006-07, the City
Council appropriated an additional $175,000 to the Project to
provide funding for the acquisition of a self-loading asphalt
grinding machine to be used primarily for the street maintenance
project; and
D. A need for a transfer dump truck and trailer set had been
identified for the Project. A transfer dump truck, with its 30-
yard capacity, will accommodate nearly three times the amount of
material, which will significantly reduce thenumber of trips to
the dump site. This will increase labor efficiency, reduce fuel
consumption, andsupports the City Council Top 4 Priorities on
Environmental Protection; and
E. This project was put out to bid; the low bid is higher than
the amount available, and an additional funding of $80,000 is
needed to award the bid of the Project; and
F. The total additional appropriation of $80,000 will be
funded by a transfer from Capital Improvement Program Project PE-
86070 Street Maintenance Project; and
G. City Council authorization is needed to amend the 2008-09
budget to make available the funds needed for CIP Project VR-
07800, Scheduled Vehicle and Equipment Replacements.
SECTION 2. The sum of Eighty Thousand Dollars ($80,000) is
hereby appropriated to CIP Project VR-07800, Scheduled Vehicle and
Equipment Replacements.
SECTION 3. The appgopriation for CIP Project PE-86070, Street
Maintenance is hereby reduced by Eighty Thousand Dollars
($80,000).
SECTION 4. The transactions above will have no impact on the
Capital Project Fund Infrastructure Reserve.
SECTION 5. As specified in Section 2.28.080(a) of the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 6. As provided in Section 2.04.330 of the Palo Alto
Municipal Code, this ordinance shall become effective upon
adoption.
SECTION 7. The Council of the City of Palo Alto hereby finds
that this project is not a project as defined in Section 21065
California Environmental Quality Act, and therefore, no
environmental impact assessment is necessary.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:
City Manager
Senior Asst. City Attorney Director of Public Works
Director of Administrative
Services
IP
Description: Scheduled replacement of existing City fleet vehicles and
equipment for the 2006-07 fiscal year.
Justification: The ongoing replacement of City fleet vehicles and
equipment is prescribed by City Policy and Procedures Section 4-01. The
policy includes guidelines for these replacements based on age, mileage
accumulation, and obsolescence. Timely replacement of vehicles lowers
maintenance costs, insures the productivity of client departments, and
allows advantage of new technology.
Supplemental information: Fifty vehicles are scheduled for
replacement in 2006-07, including 23 vehicles in the General Fund at a cost
of $1,386,000; 26 vehicles in the Enterprise Funds at a cost of $2,196,000;
and 1 vehicle in the Vehicle Replacement Fund at a cost of $27,000.
The vehicle replacement schedule includes the following quantities and
vehicle types: 11 sedans; 3 police patrol vehicles; 9 pickup trucks and
vans; 2 miscellaneous light trucks; 3 fire apparatus; 3 street sweepers; 4
medium/heavy duty trucks; 12 miscellaneous equipment; and 3 trailers.
ClP FACTS:
~ Continuing
¯ Timeline: FY 2007-2009
¯Overall Project Completion: 41%
¯Percent Spent: 41%
°Managing Department: Public Works
° Comprehensive Plan: This project furthers
Policy N-26; Program N-41
IMPACT ANALYSIS:
° Operating: Ongoing maintenance and replace-
ment costs
Significant purchases include two fire engines ($780,000), two large
loaders for the composting operation ($400,000), two large street sweepers
($300,000), a leaf packer truck ($175,000), a large aerial device
($200,000), and a patch truck ($165,000).
PY Budget $3,784,000
PY Actuals as of 06/30/2008 $1,554,764
Pre-Design Costs
Design Costs
Construction Costs
Other
$80,000
$80,000
Revenues:
Source of Funds:
$80,000
Transferfrom CIP Pr~ect PE-86070(Street Maintenance)$8O
(?it3"; qf Palo Alto
2008-09 Budget
ATTACHMENT B
CERTIFICATION OF NONDISCRIMINATION SECTION II
Project:Medium Duty Trucks -Equipped for a Water Truck, Dump Body,
and Transfer Dump Body and Trailer Set
Certification of Nondiscrimination: As suppliers of goods and/or services to the City of Palo Alto in excess
of $5,000, the firm, contractor or individual(s) listed below certify that: they do not and in the performance of
this contract they will not discriminate in employment of any person because of race, skin color, gender, age,
religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status,
weight or height of such person; and further certify that they are in compliance with all Federal, State and local .
directives and executive orders regarding nondiscrimination in employment.
CITY OF PALO ALTO -RFQ 125962 PAGE 1 OF 1