HomeMy WebLinkAboutStaff Report 8176
City of Palo Alto (ID # 8176)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/27/2017
City of Palo Alto Page 1
Summary Title: Contract for Purchase of a Freightliner Sewer Vacuum/Flush
Truck
Title: Approval of a Purchase Order With Owen Equipment in the Amount of
$477,330 for the Purchase of a 2017 Freightliner Combination Single Engine
Sewer Cleaner and Approve Budget Amendments in the Storm Drain Fund
and 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
Owen Equipment in the amount of $477,330 for the purchase of a 2017
Freightliner Combination Single Engine Sewer Cleaner with Positive
Displacement Vacuum System Mounted on a Heavy Duty Truck Chassis; and
2. Amend the Fiscal Year 2017 Budget Appropriation Ordinance for
a. the Storm Drain Fund by:
i. Increasing the transfer to the Vehicle Replacement and
Maintenance Fund in the amount of $127,330; and
ii. Decreasing the Rate Stabilization Reserve in the amount of
$127,330; and
b. the Vehicle Replacement and Maintenance Fund by:
i. Increasing the transfer from the Storm Drain Fund by $127,330;
and
ii. Decreasing the ending fund balance of the Vehicle and Equipment
Replacement Fund by $350,000; and
iii. Increasing the Scheduled Vehicle and Equipment Replacement
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Fiscal Year 2017 project VR-17000 in the amount of $477,330.
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
service bodies/dumps of ten years or 100,000 miles.
As part of the budget process vehicles are reviewed to comprise a list for
replacement in the next fiscal year. This vehicle was not included in the list for
FY18, since all mechanical functions were satisfactory.
Vehicle 4705, a 2004 Peterbilt 330 Combination Vacuum/Flush is over 13 years
old, with over 37,000 miles and over 7,400 hours. Life to date costs for operation
and maintenance of this vehicle have exceeded $477,000.
Discussion
Vehicle 4705 is increasingly out of service for repairs, and equipment mechanics
have discovered that the engine has started to consume oil at a high rate, and is
also leaking oil. In the near future, the engine will inevitably need replacing. The
old style vacuum system also has several components showing signs of wear and
will need to be rebuilt. The combined costs for such major repairs could easily
exceed $60,000. The new vehicle offered by Owen Equipment has an improved
vacuum system, which increases both operator and pedestrian safety.
In accordance with the policy, the Fleet Review Committee reviews all vehicles
proposed for replacement and authorized this replacement to be added to the
Fiscal Year 2017, VR-17000 Capital Improvement Project on February 15, 2017; it
was original scheduled for replacement in FY 2015. Approval was based on:
An examination of the vehicle’s current usage;
An analysis of the vehicle’s operating and replacement costs;
A comparison of the age, mileage, operating cost and performance of
the vehicle with others in the class; and
An analysis of alternatives to ownership, such as mileage
reimbursement; pooling/sharing; the reassignment of another
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underutilized vehicle, or renting.
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), which is an approved cooperative group. A Request for Quotation was
sent to NJPA on March 22, 2017, and a quote was received from National Auto
Fleet Group on April 10, 2017 (Attachment A).
Staff recommends that Council approve a purchase order with Owen Equipment
for one 2017 Freightliner Combination Single Engine Sewer Cleaner.
Resource Impact
Traditionally, vehicle procurements are pre-funded through annual charges to the
department/fund that benefits from the vehicle. A collection of $350,000 toward
the replacement of vehicle 4705 resides in the Vehicle Replacement Fund, leaving
a shortfall of $127,330 for this procurement. This is mainly due to this vehicle
originally being scheduled for replacement in Fiscal Year 2015 and no additional
funds being collected for its replacement between FY 2015 and FY 2017. Cost
increases related to upgraded technology for the vacuum system, new emissions
standards, and general inflation have caused the need for the increased transfer
from the Storm Drain Fund to fully fund the replacement of this vehicle.
An appropriation of $477,330 to the Scheduled Vehicle and Equipment
Replacement Fiscal Year 2017 CIP project (VR-17000) in the Vehicle Replacement
and Maintenance Fund is needed, offset by a transfer of $127,330 from the Storm
Drain Fund and $350,000 from the Vehicle and Equipment Replacement Fund
balance 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, and will replace an older
vehicle that is currently in operation. Accordingly, this purchase is exempt from
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the California Environmental Quality Act (CEQA) under the Section 15061(b)(3) of
the CEQA Guidelines.
Attachments:
Attachment A - Quote
Presents a Proposal Summary
2100 Plus
Combination Single Engine Sewer Cleaner with Positive Displacement Vacuum System Mounted on a Heavy
Duty Truck Chassis
For
Pala Alto Drains
NJPA Contact #022014-FSC www.njpacoop.org
PRODUCT DESCRIPTION
· 2100 PLUS with Roots 824-16" Hg. Blower, 15 Yard Debris body, 1500 Gallons of Fresh Water
STANDARD FEATURES
· 48" x 22" x 24" Curb Side Aluminum Toolbox
· Aluminum Fenders
· Mud Flaps
· Electric/Hydraulic Four Way Boom
· Color Coded Sealed Electrical System
· Remote Pendant Control w/35' Cord
· Vansco-Electronic Package
· Double Acting Dump Hoist Cylinder
· Handgun Assy. w/1/2" x 35' Hose w/Quick Disconnects
· 3" Y-Strainer at Water Pump Inlet
· Ex-Ten Steel Cylindrical Debris Tank
· Flexible Hose Guide
· 30 Deg. Sand Nozzle w/Carbide Inserts
· 30 Deg. Sanitary Nozzle w/Carbide Inserts
· 15 Deg. Penetrator Nozzle w/Carbide Inserts
· Nozzle Storage Rack
· Vacuum Tube Storage: Curbside (2) Pipe, Rear Door (2) Pipe
· 1" Nozzle
· 1" X 10' Leader Hose
· Flat Rear Door w/Hydraulic Locks and Door Power-up/Down, Open/Close Feature
· Dual 10" Stainless Steel Float Shut Off System/Rear Mounted
· Debris Body Vacuum Relief System
· Debris Deflector Plate
· 60" Dump Height
· Water Sight Gauge DS/PS
· Liquid Float Level Indicator
· Boom Transport Post Storage
· 3" Y-Strainer @ Water Pump w/3" Drain Valve
· Performance Package: (Hyd Variable Flow, Dual PTO's. Dual Hyd. Pumps)
· 1" Water Relief Valve for Vactor Water Pump
· Stainless Steel Microstrainer
· Blower Air Shift Controls
· Hydraulic Cooling Package
· Midship Handgun Coupling
· Side Mounted Water Pump
· Hose Wind Guide (Dual Roller)
· Hose Footage Counter - Mechanical
· Hose Reel Manual Hyd. Extend/Retract
· Hose Reel Chain Cover (Full)
· Tachometer/Chassis Engine W/Hourmeter
· Circuit Breakers
· LED Lights. Clearance, Back-Up, Stop, Tail & Turn
· Tow Hooks, Front and Rear
· Electronic Back-Up Alarm
· Hydraulic Tank Shutoff Valves
· 8" Vacuum Pipe Package
· Emergency Flare Kit
· Fire Extinguisher 5 Lbs.
· Water Pump Hour Meter
· PTO Hour Meter
· Vactor 2100 Plus Body Decal - Silver
· Chassis Modifications
· Vactor Manual, Partial Manual and USB Version - 1 + Dealer
ADDITIONAL FEATURES
· 3" Y-Strainer w/25' Fill Hose
· Roots 824-16" Hg. Blower
· 180 Degree Rotation, 10 Ft. Hydraulic Telescoping Boom, Front Loading 8" Suction Hose
· Telescopic Boom Elbow, Hard Hat Style
· 80 GPM Variable Flow Water System
· 2500 PSI Water Pressure
· 1" x 800' Piranha Sewer Hose, 2500 PSI
· Hydraulic Extending/Rotating 15" Hose Reel (1" x 800') Capacity
· Module Paint, Dupont Imron Elite - Sanded Primer Base
· Debris Body Flush Out System
· Debris Body Load Limit Alarm functionally tied to Vacuum Relief
· 6" Butterfly Valve, Rear Door, 3:00 Position
· 6" Knife Valve w/Cam-Loc, Rear Door, 6:00 Position
· Full Rear Door Swinging Screen
· Centrifugal Separators
· Folding Pipe Rack, Curbside
· Folding Pipe Rack, Streetside
· Rear Door Splash Shield
· Lube Manifold
· Plastic Lube Chart
· Continuous Water Tank Fill
· Hot Shift Blower Drive
· Front Joystick Boom Control
· Water Ring Assembly, At Debris Body Inlet
· Wireless Controls, including hose reel controls
· Rotatable Boom Inlet Hose, Telescoping Boom
· Rodder System Accumulator- Jack Hammer on/off control w/ manual valve
· Handgun Couplers, Front and Rear
· Hydro Excavation Kit/Retract Reel w/1/2" X 50' Hose and Nozzle
· Automatic Hose Level Wind Guide, Indexing
· Digital Hose Footage Counter
· Handgun Hose Reel w/Spring Retract
· Rodder Pump Drain Valves
· Rear Mounted Directional Control, Whelen Traffic Advisor, LED, One-Piece, 5' Long
· Hand Light w/Bumper Plug
· Waterproof, Rechargeable, Wireless, Handheld, LED Spot Light w/12V Charger and Plug
· DOT 3 Lighting Package, 6 Whelen Strobe Lights
· Debris Body-Up Alarm
· Worklights (5), LED, Telescoping Boom
· Worklights (2), LED, Rear Door
· Worklight, LED, Operators Station
· Worklight, LED, Hose Reel Manhole
· Worklight, LED, Curb Side
· Worklight, LED, Street Side
· Toolbox, Front Bumper Mounted, 16 x 12 x 18 w/ (2) LED Side Markers
· Toolbox, Behind Cab
· Toolbox, Driver Side Chassis Frame, 24w x 24h x 24d
· Toolbox, Driver Side Subframe, 18w x 24h x 24d
· Camera System, Front, Rear and Both Sides
· Safety Cone Storage Rack - Drop in Style
· Additional Safety Cone Storage Rack - Drop in Style
· Digital Water Pressure Gauge
· 1" x 25' Leader Hose Assembly
· (2) 3" Y-Strainer Screen
· Vactor switches mounted in dash
. Tool Box Lighting
· Toolbox, Alum, 16W x 42H x 96D w/4 slide out trays (2 per side)
· FIVE BOOM WORK LIGHTS
· Mount cone racks behind tandem and in front of rear bumper
· Wheel Chocks and Holder
. Bulldog 80@2500PSI Large
. Bulldog 80@2500PSI Small
. KEG Floor Cleaner 6 Jet with 1” Swivel
. Paint Body Blue
. Tire Fee
. Delivery to City of Palo Alto
Price FOB Palo Alto Ca
Tax @9.0%
Total NJPA Price including Tax
$437,917.55
$39,412.58
$477,330.13
THE PROPERTY HEREIN IS GUARANTEED BY MANUFACTURER'S WARRANTY ONLY AND SELLER MAKES NO WARRANTY EXPRESSED OR IMPLIED, OF MERCHANTABILITY OR OTHERWISE, OR OF FITNESS FOR ANY PARTICULAR PURPOSE, THAT EXTENDS BEYOND THE ABOVE DESCRIPTION OF THE EQUIPMENT.
NOTE: Price is good for 7-31-2017 30 Days. Cost increases due to the addition of Government mandated safety or environmental devices incurred after the date of this proposal, will be charged to you at our cost. Proof of such costs, if any, will be documented.
TAXES: SALES TAX applicable at time of delivery will be shown on our invoice. FEDERAL EXCISE TAXES, if applicable, will require payment unless a properly executed Exemption Certificate is submitted.
DELIVERY: 120-150 ARO TERMS: Net 10 or Approved Lease
If you have any questions please give me a call at (916) 947-0986.
Sincerely,
Michael Kennedy
Michael Kennedy
Sales Representative