SR-6-L (14)
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. . (oune':l MeetIng: 4Ifcember ~, 193~ santa.n~ca , Cal~fornla
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DEt 41114
TO: Mayor and City CounCIl
FROM: CIty Staff
SUBJECT: Request for Sole Sour~e ProcureMent of a Clark 35C
Wheel Loader as a Replacement for Unit Destroyed by
Fire
Introduction
This report requests Council to adopt the attached resolutlon
authorizing the sole source procurement of a Clark 35C four wheel
loader to be used In the CIty's Refuse Transfer Station. ThlS is
to replace a simIlar unit that was destroyed by fi re. ThIS is
also a request for Councll to authorIze an approprlatlon Increase
of $43,120 1n the Auto Self Insurance Fund, Supplies and Expense
acccount group.
Background
On October 18, 1984 one of Llf:o two wheel loaders used in the
City's refuse transfer station caught fire and was destroyed
beyond economical repalr. The Clty'S vehIcle insurance carrier
valued the loss at $31,950 with a $5,000 deductIble leaving
$26,950 as net proceeds fro!l1 lnsurance coverage to go to the
City. ThIS request is to replace thlS unlt USIng self lnsurance
funds as offset by Insurance proceeds.
The City's refuse transfer statlon 1S an Integral part of the
refuse collectlon and dlsposal serVIce. Refuse collected by CIty
trucks IS dumped at the transfer statIon and the four wheel
loaders push the refuse lnto a compactlon PIt where the refuse is
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1 DEe 4 1984
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. Council MeetIng: ~cember l.j , 1984 San t a .n 1 c a , CalifornIa
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compacted lnto long-haul tractor/trailer unIts. These
tractor/traIler unIts haul up to three of the collection
truckloads to the landfill Ilhich 1S approxlfnately thIrty m1les
from Santa MonIca.
The transfer station operation is very efficient in that the
collection vehicles, WhICh ccllect reSIdentIal and commercIal
refuse, can dump their loads at the City Yard and return
immediately to their route to continue collectIon. Most cItIes
do not have transfer statIons and therefore must send their
collectIon vehIcles (usually wIth two-person crews) to the
dIstant landfills. Santa MonIca, however can send three
collectIon truckloads to the landfill In one transfer trailer
USIng only one driver.
The four wheel loaders are used to push refuse from the dumpIng
area to a compactIon pit where the transfer trailers are loaded.
Normally two loaders are used for thIS operation. One loader is
back-up for the other in case of breakdown and they are both used
when IncomIng refuse 1S unusually heavy.
Since the day of the fIre onl) one loader has been available In
the transfer statIon. If thIS remainIng loader breaks down for
any length of tIme, the City's only alternative is to utIlIze
wheel loaders from other departments which are not sUited for
this refuse operation plus they would not be available for their
normal use in water lIne or street repair, or beach cleaning.
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. CouncIl Meet~ng: 4Ijcember 4, 1984 Santa .Olca, CalIfornia
Justification for Sole Source Procurement
The City's HechanIcal MaIntenance and Purchasing DivIsIons have
located a Slightly used (150 hours of operation) Clark 35C
loader WhICh is suitable as a replacement for the unit that was
destroyed. The Purchasing Agent and the MechanIcal MaIntenance
SuperIntendent concur that a competItive process would not result
In locating another sUItable replacement. Other Clark 35C unIts
are either In serVIce, in a state of dIsrepair, or are new. A
new unIt would cost approxlmaLely $60,000 and would take 120-180
days to delIver. The CIty IS fortunate to have found a
demonstration unit at Harrison EqUIpment Company In Bakersfield,
CalIfornIa WhICh is avaIlable ImmedIately.
Also, a Clark 35C loader IS needed because the City has Invested
approXimately $9,000 ~n specIal SOlId rubber tIred wheels that
only f1 t the Clark mod el . These wheels were the only parts
recovered from the destroyed loader.
Budget/FInancIal Impact
Total Cost of Used Clark 35C Loader $ 43,120
Proceeds froM insurance to be depOSIted 26,~50
to revenue account # 58-920-000-000-242.
Net Cost to the CIty $ 1_~ ,_ 17 0
An addItIonal approprIation of $43,120 from ti1e Auto Self
Insurance Fund to account number 58-700-234-000-200 IS requested
to cover the cost of this purchase. The revenue estImate for the
Auto Self Insurance Fund will be adjusted by $26,950.
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. , Council Meeting: ~cember 4, 1984 Santa .nlca, California
Recommendations
1 . Staff recoMmends that Council adopt the att3ched Resolution
authorizing the sole source procurement of a Clark 35C wheel
loader to replace a Slmll~r unit that was destroyed by fire.
2. Staff recommends that the revenue estimate for the Auto Self
Insurance Fund be increased by $26,950.
3. Staff requests an apprOyrlatlon increase of $43,120 in the
Auto Self Insurance Fund, Supplies and Expenses account
group.
Prepared by: Stan Scholl, Director of General SerVices
Neil C. Miller, Asst. Dlrector of General SerVices
Attachments: Resolution (eCS )
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~EF9RE DISTRIBUTION CHECK CONTENT OF ALL FOR CITY CfERKfS ACTION
DISTRIBUTION OF RESOLUTION * 6 f 5'0 ORDINANCE /#
Councll Meeting Date /~~~~~yr Introduced:
~ Agenda Item # ~,- ~ Adopted:
o ALWAYS PUBLISH AOOP'J.tlJ ORD~~C:;*
;- Was it amended? #0 *Cross out Attorney's approval
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;; VOTE: Aff1rmative: 7-c>
n Negative:
v Abstain~
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- Absent:
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~ DISTRIBUTION: ORIGINAL to be signed, sealed and filed in Vault.
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) NEWSPAPER PUBLICATION (Date: )
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~ Department originating staff report ( )
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~ Management Serv:,~c;e~ Lynne BarI~.:.tte: ~_~rd~~~n,.c>e,: >Qnly ~
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~ Agency mentioned in document or staff report
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~ Subject file (agenda packet) 1
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3 Counter file 1
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... Others:
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..I Alrport Parking Auth. --
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u Audltorum Personnel
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~ BUlldlng Dept. Planning \~
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~ EnvIron. Servo Police (en-
v forcement?)
J F1nance .
~ PurchasIng ·
\-l Fire
~ ----- Recr/Parks
~ General Servo /
~ Transportation
= Library ~
~ Treasurer
~ Manager
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$ SEND FOUR COPIES OF ALL ORDINANCES' TO: - *Check Code Sections before seprling.
G CODED SYSTEMS, Attri Peter Maclearie
12Q'Main.~tr~et -
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o ."V0'17 N~w Jersey _07717.' .
(!j SEND FOUR COPIES OF ALL ORnTNA~r.pS J:O:
~ PRESIDING JUDGE ~
~ SA~TA MONICA ~mNICIPAL COURT ~ - I
~ l725 MAIN STREET -.3 I
e:::: SANTA MON,ICA, CA 90401 TOTAL CO:IES · T I / fit
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RESOLUTION NO. 6950 (CCS)
(CITY COUNCIL SERIES)
A RESOLUTION Of THE CITY COUNCIL Of THE CITY
OF SANTA MONICA WAIVING COMPETITIVE BID
PROCECDURE AND AUTHORIZING DIRECT NEGOTIATION
FOR PURCHASE OF A FOUR WHEEL LOADER FOR REFUSE
COLLECTION
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WHEREAS, the City of Santa Monica has experIenced
the loss of a four wheel loader due to fire; and
WHEREAS, this loader 1S vital to the continuation
of effIcient refuse collect~on and dIsposal service; and
WHEREAS, the C1ty PurchasIng Agent has located only
one s~ltable replacement wIth immedIate avaIlabilty; and
WHEREAS, the competitIve b1d process enta1ls, delay
and expense with no assurance of obtaIn1ng any competitive b1ds
for units avaIlable on an immediate basis.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
SANTA MONICA DOES RESOLVE AS FOLLOWS:
SECTION 1 . The City CouncIl fInds that there
eXIsts an Immediate need for a Clark 35C wheel loader, and that
to advertise for bids would be of no avail and would cause
unnecessary expense and delay.
SECTION 2. Competitive bid procedure IS waIved
and the CIty Manager 1S authorized to negotiate directly for the
purchase of a Clark 35C wheel loader.
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SE~ON 3. The Clty Clerk shall certlfy to the
adopt lon of th 1 S Reso 1 uti on, and thenceforth and ther e a fter the
same shall be ln full force and effect.
APPROVcJ AS TO FORM
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Clty Attorney
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A.jopted a:1d approved this 4th day of December, 1984.
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I Mayor
I hereby certIfy that the foregoIng Resolution No. 6950(CCS)
was duly adopted by the City Council of the City of Santa Monica
at a meetIng thereof held on December 4, 1984 by the folloWIng
CounCIl vote:
Ayes: Councllmernbers: Conn, Edwards, Epstein, Jennlngs,
Katz, Zane and Mayor Reed
Noes: Coune Ilmember s: None
AbstaIn: Councllmembers: None
Absent: Councllmembers: None
ATTEST:
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