HomeMy WebLinkAboutStaff Report 7486City of Palo Alto (ID # 7486)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 1/23/2017
City of Palo Alto Page 1
Summary Title: Contract for Purchase of an Altec Crane
Title: Approval of a Contract With Altec Industries Inc., in the Amount of
$335,213 for the Purchase of an Altec Hydraulic Telescoping Crane and
Approval of a Budget Amendment in Various Funds
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1.Approve and authorize the City Manager to execute a purchase order with
Altec Industries Inc.in the amount of $335,213 for the purchase of a
Hydraulic Telescoping Crane, Model AC23-95B; and
2.Amend the Fiscal Year 2017 Budget Appropriation Ordinance for
a.the Waste Water Treatment Fund by:
i.Increasing the transfer to the Vehicle Replacement and
Maintenance Fund in the amount of $15,213; and
ii.Decreasing the Ending Fund Balance in the amount of $15,213;
and
b.the Vehicle Replacement and Maintenance Fund by:
i.Increasing the transfer from the Waste Water Treatment Fund by
$15,213; and
ii.Increasing the Scheduled Vehicle and Equipment Replacement
Fiscal Year 2017 project VR-17000 in the amount of $15,213
Background
The Vehicle and Equipment Use, Maintenance, and Replacement Policy section 4-
1 provides for the on-going replacement of City fleet vehicles and equipment.
City of Palo Alto Page 2
Replacements are scheduled using guidelines based on age, mileage accumulation
and obsolescence. The policy prescribes a replacement interval for trucks with
aerial lifts of ten years or 100,000 miles.
In accordance with the policy, the Fleet Review Committee reviews all vehicles
proposed for replacement and authorized this replacement during the Fiscal Year
2017 budget process. Approval was based on:
·An examination of each vehicle’s current usage;
·An analysis of each vehicle’s operating and replacement costs;
·A comparison of the age, mileage, operating cost and performance of
each vehicle with others in the class; and
·An analysis of alternatives to ownership, such as mileage
reimbursement; pooling/sharing; the reassignment of another
underutilized vehicle, or renting.
Staff recommends replacing vehicle 4655, a 1986 GMC 7000 truck with a 23-ton
rated flatbed crane used at the Regional Water Quality Control Plant due to the
vehicle exceeding the replacement policy on age and operating costs. The vehicle
is frequently out of service for repairs, disrupting operations and maintenance
activities and causing the need to procure a contracted and insured crane
operator at an approximate cost of $1,760 per day. Vehicle 4655 is well beyond its
useful life and at over 30 years old,is no longer capable of its intended purpose.
Discussion
In addition to containing the newest safety features, the replacement aerial truck
will allow Water Quality Control Plant staff to reach wastewater storage tanks not
serviceable with the existing crane,be lowered into locations not accessible by
ladder,add filter media (anthracite coal and sand) into the Dual Media Filter
facility filters,help position parts and tools at the top of the fixed film reactors
and assist contractors with time sensitive work, safely speeding up projects.
Finally, the excessive delays caused by down-time and cost for contracted crane
operators and equipment will be eliminated.
Bid Process
The City’s Municipal code, PAMC section 2.30.360 (j) identifies the process that
allows the use of Intergovernmental Cooperative Purchasing agreements. Bids
City of Palo Alto Page 3
for this purchase were obtained through the National Joint Purchasing Alliance
(NJPA), which is an approved cooperative group. A Request for Quotation was
sent to NJPA on November 29, 2016, and a quote was received from Altec on
December 23, 2016 (Attachment A).
Staff recommends that council approve this purchase order with Altec Industries
Inc. for one Hydraulic Telescoping Crane, Model AC23-95B.
Resource Impact
The Vehicle Replacement Fund does not have sufficient funding to purchase this
vehicle. Traditionally, vehicle procurements are pre-funded through annual
charges to the department/fund that benefits from the vehicle. In this instance,
$320,000 was allocated for the replacement of this vehicle in the Fiscal Year 2017
budget for VR-17000. Thus to support this purchase, an appropriation of $15,213
to the Scheduled Vehicle and Equipment Replacement Fiscal Year 2017 CIP
project (VR-17000) in the Vehicle Replacement and Maintenance Fund, offset by a
transfer of $15,213 from the Waste Water Treatment Fund is recommended.
Policy Implications
Authorization of the contract does not represent any change to the existing
policy.
Environmental Review
This vehicle will meet the EPA 2017 Emissions standards.
Attachments:
·Attachment A -NJPA Quote
Opportunity Number:339404
Quotation Number:776392
NJPA Contract #: 031014-ALT
Date:12/23/2016
REFERENCE ALTEC MODEL
Hydraulic Telescopic Crane $197,150
Per NJPA Specifications plus Options below
(A.)
2 AC23-95B-2JIB Two Piece 26'-44' - Telescopic Side Stow Jib $5,736
3 AC23-95B-OC Oil Cooler- 90,000 BTU $1,792
4 AC23-95B-UCR Continuous Rotation (Must Select Front Bumper Outrigger)$3,585
(A1.)
1 AC23-95B-RRWR 350' of 9/16" Spin Resistant Cable $573
2 AC23-95B-SHEAVE1 One (1) Sheave load block with holder $2,295
3 AC23-95B-OC Crane Hydraulic Oil Cooler $1,792
4 AC23-95B-PLAT Platform - Two person connected to main boom or jib $5,755
5
6
7
8
NJPA OPTIONS TOTAL:$237,966
(B.)
1 UNIT
2 UNIT & HYDRAULIC ACC Radio controls for all crane controls - nbb $14,500
3 BODY Custom Steel Flatbed in lieu of standard $5,050
4 BODY & CHASSIS ACC
5 ELECTRICAL
6 FINISHING
7 CHASSIS 2017 Kenworth T300 6x6 AWD in lieu of standard Peterbilt 348 6x4 $33,365
8 OTHER
OPEN MARKET OPTIONS TOTAL:$52,915
SUB-TOTAL FOR UNIT/BODY/CHASSIS:$290,881
San Mateo County Sales Tax 8.75%:$25,452
Federal Excise Tax (12% X $112,083 chassis cost = FET):$13,450
Delivery to Customer:$5,430
TOTAL FOR UNIT/BODY/CHASSIS:$335,213
**Pricing valid for 45 days**
NOTES
PAINT COLOR: White to match chassis, unless otherwise specified
BUILD LOCATION: Plant 94, Daleville, VA
DELIVERY: No later than 30-45 days to City of Palo Alto (Pending stock unit availability) Custom build: 270 - 365 days
TERMS: Net 30 days
WARRANTY: Standard Altec Warranty - One (1) year parts warranty One (1) year labor warranty Ninety (90) days warranty for travel charges
(Mobile Service), Five (5) year structural warranty. Chassis to include standard warranty, per the manufacturer.
Altec Industries, Inc.
NJPA OPTIONS ON CONTRACT (Unit)
NJPA OPTIONS ON CONTRACT (General)
OPEN MARKET ITEMS
AC23-95B
Quoted for: City of Palo Alto
Customer Contact: Raul Juarez
Phone: 650-496-6948
Quoted by: Jason Ryan
Altec Crane Account Manager: Tom Williams (760) 250-2599
Riding Seat (AC23-95S)AC23-95B-RS1 $19,288
NJPA Quote 776392 - 23 Dec 2016.xlsx
Attachment A