SR-07-14-2015-3EID
tmm City Council Report
City of
Santa Monica
City Council Regular Meeting: July 14, 2015
Agenda Item:"
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Amend Purchase Order for One Additional Tennant M30 Scrubber - Sweeper
and Modify Contract for Full Service Maintenance
Recommended Action
Staff recommends that the City Council:
1. Approve a change order to Blanket Purchase Order 24327 -OF in the amount of
$69,251 with Tennant Company, a Minnesota -based company, for the purchase
and delivery of one additional Tennant M30 scrubber - sweeper. This would result
in a revised blanket purchase order total not to exceed $277,003.
2. Authorize the City Manager to negotiate and execute a first modification to
contractual service agreement #10017 (CCS) in the amount of $33,192 with
Tennant Company, a Minnesota -based company, for the full service
maintenance agreement for one additional Tennant M30 scrubber - sweeper. This
will result in a one year amended contractual service agreement with a new total
amount not to exceed $147,705.
3. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Executive Summary
This purchase would add one new vehicle to the City's vehicle fleet. The new vehicle
would be used by Public Landscape to clean the hardscapes at Tongva Park and Ken
Genser Square. On January 13, 2015 the City awarded Bid #4170 to Tennant Company
for the purchase and delivery of three Tennant M30 scrubber - sweepers including full
service maintenance agreements. Staff recommends a change order to Blanket
Purchase Order 24327 -OF in the amount $69,251 for an additional Tennant M30
scrubber - sweeper, resulting in an amended blanket purchase order amount not to
exceed $277,003, and a first modification to contractual services agreement #10017 in
the amount of $33,192, resulting in an amended contractual services agreement with a
new total amount not to exceed $147,705.
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Discussion
On January 13, 2015 (attachment A), Council awarded Bid #4170 to Tennant Company
for the purchase and delivery of three Tennant M30 scrubber - sweepers including full
service maintenance agreements. Blanket Purchase Order 24327 -OF was issued for
the purchase and delivery of three scrubber - sweepers in the amount of $207,752, which
were placed in service February 19, 2015. Additionally, Contractual Service Agreement
#10017 (CCS) was executed for the full service maintenance agreements for the three
scrubber - sweepers in the amount of $114,513. A maintenance contract is the most
cost - effective and efficient way to maintain the units at optimum functionality because
the vendor services the units on -site, thereby shortening the down -time of the vehicles.
Additionally, a maintenance contract has the additional advantage of predictable costs
with fewer unforeseen out -of- pocket repair bills or expenses.
An additional scrubber - sweeper is required by the Public Landscape Division to
maintain hardscapes at Tongva Park and Ken Genser Square. This purchase meets
the provisions of SMMC 2.24.080 (b), exceptions to competitive bidding, as competitive
bid procedures have already been utilized. Tennant Company has agreed to provide
one additional Tennant M30 scrubber - sweeper at the same price terms and conditions.
Staff recommends a change order to blanket purchase order 24327 -OF in the amount of
$69,251 for the purchase and delivery of one additional Tennant M30 scrubber - sweeper
and a first modification to contractual services agreement #10017 (CCS) in the amount
of $33,192 for the full service maintenance of the additional Tennant M30 scrubber -
sweeper for maintenance of Tongva Park and Ken Genser Square.
Vendor Selection
In November 2014, the City published Notices Inviting Bids to provide three Tennant
M30 scrubber - sweepers and full service maintenance agreements as required by the
Public Landscape and Fleet Management divisions in accordance with City
specifications. 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
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Municipal Code provisions. There were 478 vendors notified, and 22 vendors
downloaded the bid. Three responses were received and publicly opened on November
20, 2014 per Attachment B. Two were "No Bids" received from Gillig and Waxie
Sanitary Supply, which stated they are unable to supply the goods and /or services
specified. One bid was received from Tennant Company.
The bid was evaluated based on the criteria in SMMC 2.24.072, including price, ability
to deliver, completeness of bid response, past experience, and quality of product.
Tennant Company was the sole responsive bidder and provided a complete bid
response including pricing for both the purchase and lease of the units and the cost of
full service maintenance agreements as requested in the bid. Based on these criteria,
Tennant Company was awarded the bid to provide three Tennant M30 scrubber -
sweepers including full service maintenance agreements. Tennant Company is the
incumbent, provides the level of experience desired, and currently provides exemplary
service for existing Tennant M30 scrubber - sweepers.
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Financial Impacts & Budget Actions
The contract modification to be awarded to Tennant Company is $33,192, for an
amended contract total not to exceed $147,705. Funds are available in the FY 2015 -16
budget in the Public Works Department. The contract will be charged to account
54459.555010.
The change order to be awarded to Tennant Company is $69,251, for an amended
blanket purchase order total not to exceed $277,003. Funds are available in the FY
2015 -16 Capital Improvement Program budget in account R01207117.589000. The
change order will require the following budget actions to transfer funds from the General
Fund to the Vehicle Management Fund for vehicle purchase and depreciation:
• Decrease budget at account R01207117.589000 in the amount of $93,143 (Civic
Center - Pal Walk & Town Square)
• Increase revenue budget in account 54459.405760 (Vehicle Enhancement
Purchases) by $69,251.
• Appropriate budget to account C540167.589100 (Vehicle Enhancement
Purchases) in the amount of $69,251.
• Increase budget at account IS010167.589000 by $23,892 (Fleet Vehicle
Replacement Program).
• Increase revenue account 54459.402660 by $23,892 (Future Vehicle
Replacements).
The change order with Tennant Company in the amount of $69,251 will be charged to
account 0540167.589100.
Prepared By: Heidi Duran, Administrative Analyst
Approved Forwarded to Council
UAL
Martin Pastucha, Director 711/2015
Elaine M Polachek, Asst. City Manager 7/6/2015
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Attachments:
A. January 13, 2015 Staff Report (web link)
B. Bid #4170 Results - Tennant Scrubber Sweepers
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ATTACHMENT A
Bitl# : 4170 - Promenade Maintenance Scrubbers - Sweepers
Bid Title: Provide Three (3) Tennant M30 Scrubber - Sweepers, or Equal, and Provide Full Service Maintenance Agreement, as Required
by Fleet Management
Bid Closing Date: 11120114
Tennant Sales and Services Company
1701 North Lilac Drive
Gillig
Waxf$e Sani
Sani
e tary
Minneapofic, MIN 55422
Yes; Cannot furnish
Yes; Cannot furnish
goods /services as
goods /services as
specified -
No Bid Form?
-
specified -
We are unable to
Unable to supply
provide the
product
requested item or
equal to
Pricing
Description
Please State:
MANUFACTURER & PRODUCT #:
Tennant MM30
MODEL:
M 30 LP
YEAR
2014
BID OPTION #1 - 36 MONTH LEASE 1,200 HOURS/YEAR
CITY
UNIT PRICE PER
EXTENDED
EXTENDED
DESCRIPTION FOR 36 MONTH
VEHICLE PER
AMOUNT PER
AMOUNT PER
LEASE
MONTH
MONTH (AX B)
LEASE TERM
(A)
(B)
(C)
(C X 36 MONTHS)
PURCHASE OF SWEEPER,
INCLUDING FULL SERVICE
MAINTENANCE AND PARTS
3
$ 2.687.11 /
MONTH
$8,061.33/
MONTH
5290 207.88
(FOB SANTA MONICA, CA)
. engine must be carB-
certified and have the highest
tierrating available at time of
lease
OPERATOR'S INSTRUCTION
MANUAL
3
INCLUDED
s
LUBRICATION INSTRUCTIONS
3
INCLUDED
SHOP MAINTENANCE MANUAL
3
INCLUDED
ILLUSTRATED PARTS BOOK
3
INCLUDED
TIRE FEE
3
$
SUBTOTAL
$290,207.88
SALES TAX (9.5%)
$27,569.75
DELIVERY
$5,037.00
TIRE FEE
$
TRAINING
INCLUDED
OTHER (PLEASE EXPLAIN)
$ _
GRAND TOTAL OF LEASE INCLUDING FULL SERVICE MAINTENANCE 8
PARTS FOR THE ENTIRE TERM OF THE LEASE -
$322,814.63
-.
Is a Security deposit required?
No
HOURLY ALLOWANCE
Please indicate the annual Hourly
allowance
$ None fisted
Amount per hour for excess usage
$
FULL SERVICE MAINTENANCE :
Standard On Demand
Trip Charge (if applicable)
$107.00
$107.00
per visit
per visit
Hourly Rate (if applicable)
$122.00
$122.00
per hour
per hour
Site Visit (if applicable)
$98.00
$98.00
per hour
perhour
Please be sure to indicate that the full
maintenance agreement pertains to the
Included with Bid and Marked as applicable to the lease
lease.
Pricing good through:
12111/2014
BID OPTION #2 - PURCHASE
Bid# : 4170 - Promenade Maintenance Scrubbers - Sweepers
Bid Title: Provide Three (3) Tennant M30 Scrubber- Sweepers, or Equal, and Provide Full Service Maintenance Agreement, as Required
by Fleet Management
Bid Closing Date: 11/20/14
Reference:
Agreement No. 10073
(CCS)