sr-020811-3cCity Council Meeting: February 8, 2011
Agenda Item:
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Purchase of One Cold Milling Machine
Recommended Action
Staff recommends that the City Council authorize the City Manager to award Bid #3016
to Nixon-Egli Equipment Company, a company based in California, for the purchase
and delivery of one new cold milling machine in the amount of $406,953.
Executive Summary
In accordance with the City's Vehicle Replacement Program, one cold milling machine
currently being used by the Street Maintenance Division is due for replacement. Staff
recommends that a purchase order be issued to Nixon-Egli Equipment Company to
furnish and deliver one new cold milling machine in the amount of $406,953. Funds are
available in the Vehicle Management Fund.
Discussion
The proposed cold milling machine will be used by Street Maintenance Division
personnel and will replace a machine that has reached- the end of its useful life and is
scheduled for replacement at this time. Cold milling machines are used to remove part
or all of an existing layer of pavement with a grinding drum. These machines are very
specialized off-road equipment and are not available in alternative fuel engines.
Vendor Selection
In November 2010, the City published Notices Inviting Bids to furnish and deliver one
new cold milling machine for the Street Maintenance Division in accordance with City
specifications. The bid was posted on the City's. on-line bidding site, Planet Bids, and
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notices were advertised in the Santa Monica Daily Press in accordance with the City
Charter and Municipal Code provisions. Three bids were received from two vendors
and were publicly opened and read on December 13, 2010 per Attachment A.
Bids were evaluated based on the ability to meet specifications, equipment operation
and quality of the equipment. The bid submitted by Quinn Company included a
machine with a fixed milling width. Nixon-Egli Equipment proposed a machine
manufactured by Wirtgen that has adjustable milling widths which allows the operator to
set the width to the exact size needed for the area being repaved, reducing the need to
make additional passes to newly-laid asphalt and making it easier to obtain a finer
finished surface. The Wirtgen-designed tool head is superior to others as it allows for
broken and worn teeth to be replaced quickly and greatly reduces the likelihood of
having to use cutting torches or welding. In addition, the cab and seat on the Wirtgen
machine are ergonomically situated directly above the drum, providing better visibility
for the operator. Since Wirtgen machines are widely used in the industry, replacement
parts are readily available which would reduce downtime. Based on these. criteria,
Nixon-Egli Equipment Company is recommended as the best bidder.
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Nixon-Egli Equipment Company is
$406,953. Funds are available in the adopted FY2010-11 budget in account number
0540167.589000.
Prepared by: Kimberlie Nimori, Acting Purchasing Agent
Approved: Forwarded to Council:
~~2~ ~
~/~~~~
Carol Swindell
Director of Finance
Rod Gould
City Manager
Attachments: Attachment A -Pricing
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ATTACHMENT A
BID #3016
BID CLOSE DATE: DECEMBER 13, 2010
'
VendUY
;TITLE: FURNISH AND DELIVER ONE (1) NEW COLD MILLING MACHINE.
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DE SCRIPTION QTY
_
_ - ----
~COST OF VEHICLE _
(FOB SANTA MONICA, CA) _ _ ~ 1 $ 280,681.00 $ 383,517.50 $ 370,800.00
*OPERATOR'S INSTRUCTION MANUAL 2 INCLUDED INCLUDED INCLUDED
*LUBRICATION INSTRUCTIONS 1 INCLUDED INCLUDED INCLUDED
*SHOP MAINTENANCE MANUAL OR CD 1
- -- - INCLUDED INCLUDED INCLUDED
*ILLUSTRATED PARTS BOOK OR CD 1
INCLUDED _
INCLUDED
INCLUDED
SUBTOTAL
-- - - $ 280,681.00 $ 383,517.50
- $ 370,800.00
SALES TAX (9.75%)
$ 27,366.40
$ 37,392.96 - -
$ 36,153.00
WARRANTY _ INCLUDED INCLUDED INCLUDED
TIRE FEE (1 VEHICLE) NONE NOT APPLICABLE NOT APPLICABLE
DELIVERY INCLUDED INCLUDED IN BID PRICE INCLUDED IN BID PRICE
GRAND TOTAL $ 308047.40 $ 420,910.46 $ 406,9
53.00
` .
_. _ _
~.
MAKE/MODEL: Caterpillar PM102 Wirtgen ModeIW120 Wirtgen Model W120
YEAR:
-- - 2010
_ 2011 2010
WARRANTY:
12 months, unlimited hrs _
__
One (1) Year Parts & Service
__
One (1) Year Parts & Labor
DELIVERY WITHIN:
__ _ 140 days
-- _ 90-120 days
-- 7 to 10 Days
PAYMENTTERMS: Net 30 Days Net 30 Days Net 30 Days