SR-205-003 (594)
Purch:DH:RAH:
F:\FINANCE\PURCH\STFRPTS\SRBD2846.DOC
Council Meeting: January 14, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Award Bid to Furnish and Deliver Four Broom Sweepers, Bid #2846
Introduction
This report recommends award of bid to furnish and deliver four broom sweepers for the
Solid Waste Management Division, Environmental & Public Works Management
Department, in the total amount of $862,986.32, including applicable sales tax. These
sweepers will be paid from the Solid Waste Fund’s contribution to the Fleet Vehicles
Replacement Program.
Background
The compressed natural gas (CNG) powered broom sweepers will be used by Solid
Waste Management personnel to clean heavy debris from alleys and streets throughout
the City.
They will replace three 1995 and one 1998 broom sweepers. Two of the older
sweepers are inoperable due to an inability to obtain parts for repair. The third older
sweeper is kept in running condition by scavenging parts from the other two. The 1998
sweeper was originally scheduled to be replaced next year, but because it has had
significant repair problems, with cost equal to one-third of a new sweeper’s cost, its
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replacement has been accelerated. The turnaround time for new sweepers to arrive is
approximately one year from order. These existing problems have required staff to
lease a sweeper to provide adequate levels of street cleaning services to the community
until new sweepers can be purchased and delivered.
Discussion
In response to published Notices Inviting Bids (published September 6 and 7, 2002) in
accordance with City specifications, bids were received and publicly opened and read
on September 26, 2002. Proposal forms were mailed to sixteen vendors and notices
were advertised in accordance with City Charter and Municipal Code provisions.
Proposal forms requested vendors to quote on six fuel sources, including CNG. Three
proposals were received as follows:
VENDOR AMOUNT FUEL SOURCE
Tennant Sales & Service Company $739,101.86 Diesel
Nixon-Egli Equipment Company $842,561.71 CNG
Haaker Equipment Company $862,986.32 CNG
Tennant Sales & Service Company bid on diesel-powered broom sweepers which do
not meet the City's reduced emissions fuel policy. The bid submitted by Nixon-Egli
Equipment Company does not meet City specifications in several critical areas as
follows:
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Bid specifications called for a vehicle frame strength of 110,000 pounds per
square inch (PSI) minimum in order to support the weight of the cab, body, water
load and collected debris. Nixon-Egli's vehicle is only 50,000 PSI.
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Bid specifications called for a 52 gallon fuel capacity equivalent for CNG powered
sweepers and Nixon-Egli's vehicle only has a 45 gallon equivalent. Maximum
fuel capacity is needed to assure that operators have enough fuel to complete
their route and be able to respond to emergency clean up requests.
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Bid specifications required dual rear tires and Nixon-Egli's vehicle has single rear
tires. This is important for two reasons. The dual rear tires would help support
the heavy load of the vehicle body itself and debris and in the event of a rear tire
flat, having one tire still inflated would allow the operator to maneuver the vehicle
to a safe place.
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Bid specifications called for dual operator controls (right and left side controls).
Nixon-Egli's vehicle only has a single position control. Having a right side control
provides the operator with a better view of the curb in order to monitor how close
they are to the curb and maneuver around parked cars.
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Bid specifications called for sweeper engine instruments to include tachometer,
hour meter, oil pressure, fuel, voltage and coolant temperatures for complete
information to the operator on the condition of the auxiliary engine. Nixon-Egli's
vehicle does not have these instruments. In cases of low oil pressure or high
coolant temperature, it is important to have these instruments in order to allow
the operator to shut the engine off preventing engine damage.
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There were other minor exceptions to Nixon-Egli's proposed vehicle, but the previous
items are the most critical. Also, the City currently has a Johnston sweeper similar to
the one Nixon-Egli is proposing which has proven to be very unreliable and is expensive
to maintain. The cost to keep this unit in operation in 2001 was $31,249 and in 2002
was $46,451.
Staff has evaluated the bid submitted by Haaker Equipment Company for four CNG
powered broom sweepers and finds that they meet City specifications. The purchase of
these CNG powered broom sweepers from Haaker Equipment Company is consistent
with the City’s reduced emissions fuel policy.
Budget/Financial Impact
Budget authority for this purchase is in the Capital Improvement Budget account
numbers C54016702.589000, “Fleet Vehicles Replacement Program” in the amount of
$746,059.83 and C54016703.589100, “Fleet Vehicles Replacement Program –
Replacement Only” in the amount of $116,926.49. These funds are provided by the
Solid Waste Fund.
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Recommendation
It is recommended that City Council reject the bids submitted by Tennant Sales &
Service Company and Nixon-Egli Equipment Company and that the award of Bid #2846
be made to Haaker Equipment Company as the best bidder, in the total amount of
$862,986.32, including applicable sales tax.
Prepared By: Dave Rodriguez, Fleet Maintenance Supervisor
Diane Howell, Purchasing Agent
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