SR-11-26-2013-3JCity Council Meeting: November 26, 2013
Agenda Item: 3J
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Purchase of Cold Milling Machine
Recommended Action
Staff recommends that the City Council award Bid #4108 for the purchase and delivery
of one Wirtgen compact cold milling machine to Nixon -Egli Equipment Co., a California -
based company, in the amount of $144,484.
Executive Summary
This purchase would replace three vehicles that have reached the end of their useful
life. In August 2013, the City solicited bids for the purchase of one new and unused
Wirtgen compact cold milling machine. After reviewing the bid received, staff
recommends Nixon -Egli Equipment Co. as the best bidder for the purchase and delivery
of one Wirtgen cold milling machine in the amount of $144,484.
Discussion
The City replaces vehicles that have reached the end of their useful life through the
vehicle replacement program. Due to changes in the operational needs of the Street
and Fleet Services Division, the Wirtgen compact cold milling machine would replace
three vehicles that have reached the end of their useful life. This vehicle would be used
in asphalt paving and rehabilitation operations. The Wirtgen machine allows field crews
to work in more restricted areas and gets closer to assets such as manholes without
damaging the structures. It also reduces the amount of asphalt staff has to hand -dig
around these types of structures.
This purchase is exempt from the City's Reduced - Emissions Fuels Policy because off -
road equipment of this type is not available in alternate fuels. The Wirtgen cold milling
machine's diesel powered engine complies with all air quality regulations including the
California Air Resources Board's Tier 4i emissions requirements.
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Vendor Selection
In August 2013, the City published Notices Inviting Bids to furnish and deliver one new
and unused Wirtgen compact cold milling machine as required by the Street and Fleet
Services Division. The bid was posted on the City's on -line bidding site and notices
were advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. There were 313 vendors notified and 13 downloaded the
bid. One bid was received from Nixon Egli Equipment Co. and one "no bid" response
was received from Quinn Co. and publicly opened on September 18, 2013 per
Attachment A. The City's Purchasing Section conducted additional outreach to vendors
who downloaded the bid to see why they did not submit a bid; no responses were
received.
The bid was evaluated based on price, quality of material, compliance with City
specifications, and ability to provide the equipment. Quinn Co. provided a "no bid"
response because they do not manufacture a compact cold milling machine. The price
provided by Nixon Egli Equipment Co. for one Wirtgen compact cold milling machine is
comparable with purchases by other municipalities. Past history with this vendor has
shown they are responsive and have been accommodating to our training needs at no
additional cost. Based upon these criteria, Nixon -Egli Equipment Co. is recommended
as the best bidder for the purchase of one Wirtgen compact cold milling machine in
accordance with City specifications.
6
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Nixon -Egli Equipment Co. is for an
amount not to exceed $144,484. Funds are available in the FY 2013 -14 Capital
Improvement Program budget in account C540167.589200.
Prepared by: Thomas Bullers, Administrative Analyst
Approved:
I LL, " I --
Martin Pastucha
Director of Public Works
Attachments: A — Bid Summary
Forwarded to Council:
Rod Gould
City Manager
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Bid No. 4108
Bid Description: One New and Unused Wirtgen Cold Milling Machine
Bid Close Date: 9/18/13
Nixon-Egli .Equipment Co.
Ontario, CA
Quinn Co,
city of Industry, CA
Item
Description
QTY
Price
Price
1
Wirtgen Cold Milling Machine, Model W35DC
1
$131,949.00
NO BID
Sales Tax
$12,535.16
Delivery
$0.00
Other
$0.00
Grand Total
$144,484.16
Item
Description
Response
2
Delivery (ARO)
150 to 180 Days
3
Payment Terms
Net 30 Days
4
Additional Vehicle Purchase Offer
3% increase
5
Vendor Comments
Additional vehicle pure ase o er
valid If purchase is made on or after
January 2014.