HomeMy WebLinkAboutStaff Report 7593City of Palo Alto (ID # 7593)
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 Three Aerial Trucks
Title: Approval of a Contract with Altec Industries Inc., in the Amount of
$496,278 for the Purchase of Three 40' Altec Aerial Trucks and Approval of
Budget Appropriation Amendments in the Electric Utility Fund and the
Vehicle Replacement and Maintenance Fund
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. for the purchase of three (3) 2017 Dodge 5500 chassis’
with Altec AT40-G Aerial Devices for an amount not to exceed $496,278;
and
2.Amend the Fiscal Year 2017 Budget Appropriation Ordinance for
a.the Electric Fund by:
i.Increasing the transfer to the Vehicle Replacement and
Maintenance Fund in the amount of $51,278; and
ii.Decreasing the Rate Stabilization Reserve in the amount of
$51,278; and
b.the Vehicle Replacement and Maintenance Fund by:
i.Increasing the transfer from the Electric Fund by $51,278 and,
ii.Increasing the Scheduled Vehicle and Equipment Replacement
Fiscal Year 2015 project VR-15000 in the amount of $20,426,
Scheduled Vehicle and Equipment Replacement Fiscal Year
2016 project VR-16000 in the amount of $15,426 and
Scheduled Vehicle and Equipment Replacement Fiscal Year
City of Palo Alto Page 2
2017 project VR-17000 in the amount of $15,426
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.
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.
Utilities Electric Operations Division currently has three gas-powered Ford F550’s
with the Altec AT37-G Aerial Device (units 7424, 7731, and 7732; all single bucket
trucks). Unit 7424 was purchased in 1999 and has over 52,000 miles, while the
other two units were purchased in 2001 and have a combined mileage of over
189,000. The total cost to maintain and repair these vehicles has exceeded
$416,000. Replacement of vehicle 7424 was approved in the Fiscal Year 2017
Adopted Budget, and vehicles 7731, and 7732 were scheduled for replacement in
Fiscal Year 2015 and Fiscal Year 2016,respectively.
The approval for replacement of these vehicles 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.
Although the continuing effort to green the City’s fleet led staff to explore hybrid
alternatives, interviewing neighbor agencies for their experiences and ultimately
participating in a 60-day trial to gain first-hand knowledge, it was determined this
was not an instance where alternate fuel would suffice. The aforementioned units
for replacement are on-call and thus the trial units were taken home by on-call
staff. As staff didn’t have adequate facilities to charge units through the night,
undue stress on the batteries was experienced during the course of a normal
workday. It was determined that without adequate charging the hybrids were not
the optimal choice for such emergency response vehicles.
City of Palo Alto Page 3
Discussion:
Staff recommends replacing units 7424, 7731, and 7732 with new diesel vehicles
as the mileage is not as important as the engine needing to power the hydraulic
systems, allowing operators to complete assignments more efficiently and with
today’s new diesel motors, reduce fuel and maintenance costs. The new units will
be equipped with platform leveling systems and four wheel drive, assisting greatly
in utility outage responses in the foothills where units becoming stuck are not
uncommon. A shorter wheel base and utility bed will allow for a better turning
radius and the addition of an arrow board provide added operator safety.
Bid Process:
Section 2.30.360 (j) of the Palo Alto Municipal Code identifies the process that
allows the use of Intergovernmental Cooperative Purchasing agreements. Bids
for this purchase were obtained through the National Joint Purchasing Alliance
(NJPA), an approved cooperative group. A request for quotation was sent to NJPA
on December 5, 2016, and a quote was received from Altec on December 6, 2016
(Attachment A).
Staff recommends that Council approve this purchase order with Altec Industries
Inc. for three custom built 2017 Dodge 5500 chassis’ with Altec AT40-G Aerial
Devices.
Resource Impact:
The Scheduled Vehicle and Equipment Replacement Fiscal Year 2015 CIP (VR-
15000), 2016 CIP (VR-16000), and 2017 CIP (VR-17000) do not have sufficient
funding to purchase the Altec AT37-G Aerial Devices. Traditionally, vehicle
procurements are funded through annual charges to the department/fund that
will benefit from the vehicle. In Fiscal Years 2015 VR-15000 $145,000 was
appropriated and $150,000 was appropriated in both 2016 and 2017 for VR-
16000 and VR-17000 for the replacements. To support this purchase, an
appropriation of $20,426 to the Scheduled Vehicle and Equipment Replacement
Fiscal Year 2015 project VR-15000, $15,426 to the Scheduled Vehicle and
Equipment Replacement Fiscal Year 2016 project VR-16000 and $15,426 to the
Scheduled Vehicle and Equipment Replacement Fiscal Year 2017 project VR-
17000, offset by a transfer of $51,278 from the Electric Utility Fund,is
recommended.
City of Palo Alto Page 4
Policy Implications:
Authorization of the purchase order does not represent any change to the
existing policy.
Attachments:
·Attachment A -Quote
Opportunity Number:59664
Quotation Number:301685-12
NJPA Contract #: 031014-ALT
Date:12/6/2016
REFERENCE ALTEC MODEL
Articulating Telescopic Aerial Device (Insulated)$86,068
Per NJPA Specifications plus Options below
(A.)
1 AT40-G-BASE 40' Boom Height (AT40-G) requires ISO option $1,933
2
3
(A1.)
1 CH Cone Holder, Fold Over Post Style $236
2 SPOT4 SIX (6) POINT STROBE SYSTEM (Recessed, LED)$664
3
4
5
6
7
8
NJPA OPTIONS TOTAL:$88,901
(B.)
1 UNIT Federal Signal Highlighter Installed Above Rotation on Custom Bracket $1,995
2 UNIT & HYDRAULIC ACC
Tool Circuit with Quick Disconnnects Below Rotation, Spring Loaded Hose Reel with 50' Non-
Conductive Hose Kit $2,501
3 BODY
PG&E Style Custom Body with 29" Steel Tailshelf, and Custom Compartmentation, 2 Ladder Racks,
Top Opening Boxes, Alarm/Sensor Door Jamb Switches $13,030
4 BODY & CHASSIS ACC
Sauber Breakaway Step at Rear, Mud Flaps With Altec Logo, Water Cask Bracket, Center Console, 5
LB Fire Extinguisher, Locking Pedestal Laptop Stand, Appropriate counterweight added for stability, Tint
Rear Chassis Window, Hogg Davis Wire Reel $8,798
5 ELECTRICAL
Amber LED Strobe Light, Directional Light Bar, (2) Remote Spot Lights, Custom Alarm/Sensor, Altec
Backup Camera System, PTO Hour Meter, Dodge Auxiliary Switches, 2400 Watt Pure-Sine Wave
Inverter, (2) Auxiliary Batteries, One (1) Post Mounted Spot Light for Streetside, 15,000LB Electric
Winch Kit for Dodge Ram 5500 $21,916
6 FINISHING Rear Chassis Window Tint $427
7 CHASSIS
2017 Dodge Ram 5500 4WD Reg Cab with Cloth Bucket Seats, Center Console, Navigation, CD Player
and Backup Camera $10,210
8 OTHER Regional Build $4,093
OPEN MARKET OPTIONS TOTAL:$62,970
SUB-TOTAL FOR UNIT/BODY/CHASSIS:$151,870.59
Doc Fees: $65.00
SUB-TOTAL FOR UNIT/BODY/CHASSIS - Quantity Three (3):$455,611.77
Doc Fees - Quantity Three (3): $195.00
Estimated Sales Tax (8.75%)$39,883.09
Delivery to Customer - Quantity Three (3): $588.00
TOTAL FOR UNIT/BODY/CHASSIS - Three (3):$496,277.86
(C.)
1
2
3
4
**Pricing valid for 60 days**
NOTES
PAINT COLOR: White to match chassis, unless otherwise specified
TRADE-IN: Equiptment trades must be received in operational condition (as initial inspection) and DOT compliant at the time of pick-up. Failure to comply
with these requirements, may result in customer bill-back repairs.
BUILD LOCATION: Dixon, CA
CHASSIS: Per Altec Commercial Standard
DELIVERY: No later than 300-330 days ARO, FOB Customer Location
TERMS: Net 30 days
BEST VALUE: Altec boasts the following "Best Value" features: Altec ISO Grip Controls for Extra Protection, Only Lifetime Warranty on Structural
Components in Industry, Largest Service Network in Industry (Domestic and Overseas), Altec SENTRY Web/CD Based Training, Dedicated/Direct Gov't
Sales Manager, In-Service Training with Every Order.
WARRANTY: Standard Altec Warranty - One (1) year parts warranty One (1) year labor warranty Ninety (90) days warranty for travel charges (Mobile
Service) Limited Lifetime Structural Warranty. Chassis to include standard warranty, per the manufacturer. (Parts only warranty on mounted equipment for
overseas customers) TO ORDER: To order, please contact the Altec Inside Sales Representative listed above.
Altec Industries, Inc.
NJPA OPTIONS ON CONTRACT (Unit)
NJPA OPTIONS ON CONTRACT (General)
OPEN MARKET ITEMS (Customer Requested)
ADDITIONAL ITEMS (items are not included in total above)
AT37-G
Quoted for: City of Palo Alto
Customer Contact: Scott Williams
Phone: (650) 496-6933 Email: scott.williams@cityofpaloalto.org
Quoted by: Rhawnie Kraak
Altec Account Manager: Don Hildebrandt
Phone: (707) 693-2578 Email: rhawnie.kraak@altec.com
301685-12 - Palo Alto AT40G NJPA.xlsx
Attachment A