SR 01-12-2016 3I
City Council
Report
City Council Regular and Special Joint Meeting: January 12, 2016
Agenda Item: 3.I
1 of 4
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Bid Award for the Purchase of Four Bin Trucks
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4223 to Reynolds Buick, a California-based company, for the
purchase and delivery of four Bin Trucks for the Resource Recovery and
Recycling division of the Public Works department;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Reynolds Buick for the purchase and delivery of four Bin Trucks in an amount not
to exceed $234,554.
Executive Summary
This purchase would replace four vehicles that have reached the end of their useful life
through the Vehicle Replacement Program. In November 2015, the City solicited bids
for the purchase of four pickup trucks with chassis and frame with bin truck bodies. Staff
recommends Reynolds Buick as the best and sole bidder for the purchase and delivery
of four pickup trucks with chassis and frame with bin truck bodies in the amount of
$234,554.
Discussion
The City replaces vehicles that have reached the end of their cost-effective useful life
through the Vehicle Replacement Program.
The pickup truck chassis and frames with bin truck bodies (bin trucks) are used to
support commercial refuse and recycling collection operations. They serve as auxiliary
vehicles to collections by delivering, removing and collecting commercial refuse and
recycling bins that are inaccessible by larger collection vehicles. The bin trucks are able
to go into hard-to-service areas behind businesses and at multifamily locations, as well
as underground parking structures and pull the commercial bins out so they can be
emptied by the refuse collection vehicle.
2 of 4
Over the years, vehicle manufacturers have steadily increased the height, width, and
length of their small-size pickup trucks, but the maximum height of many underground
parking structures and maximum width of many driveways has remained the same.
The City previously went out to bid for this size vehicle with the same 1,500 load
requirement in spring of 2015. No bids received met the size specifications required for
operational needs. The vendors bid larger vehicles in order to meet the bid requirement
for an alternatively fueled vehicle and there are few manufacturers that have a
California Air Resources Board (CARB) certification for an alternately fueled engine.
Resource Recovery and Recycling received an exemption from the Director of Public
Works to purchase conventionally fueled vehicles as a result of their operational needs
and the unavailability of an alternatively fueled vehicle that would meet their dimension
and load requirements.
Example of a bin truck
Vendor Selection
On October 28, 2015, the City published Notices Inviting Bids to furnish and deliver four
bin trucks as required by the Street and Fleet Services Division 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
Municipal Code provisions. A total of 483 vendors were notified and 24 vendors
downloaded the bid. One bid was received and publicly opened on November 20, 2015
per Attachment A. Staff conducted additional outreach to vendors who downloaded the
bid to see why they did not submit a bid; three no-bid responses were received. One
vendor could not meet the gross vehicle weight rating (GVWR) requirement of a pickup
3 of 4
truck chassis and frame that can legally operate up to 1,500 pound loaded containers.
Another vendor could not provide the chassis and frame as specified. The third vendor
had a heavy work load and could not take on the additional work even if they were
awarded the bid.
The bin trucks must be able to go into hard-to-service areas behind businesses and at
multifamily locations, as well as underground parking structures. The pickup chassis
and frame must be designed to legally operate up to 1,500 pound loaded containers.
The overall height should be as low as possible with a 71” maximum. The overall width
should be as narrow as possible, but no more than 75” wide, excluding mirrors, with no
exceptions. The size of the vehicles as specified and as bid by Reynolds Buick can
accommodate the refuse collection process by accessing very tight and small,
underground structures throughout the City.
Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, ability to deliver, quality of product, and compliance with City specifications.
Staff recommends Reynolds Buick of West Covina as the only and best bidder for the
purchase and delivery of four bin trucks in the amount of $234,554.
Financial Impacts and Budget Actions
The purchase order to be awarded to Reynolds Buick is for an amount not to exceed
$234,554. Funds are available in the FY 2015-16 Capital Improvement Program budget
in account C540167.589200.
Prepared By: Heidi Duran, Administrative Analyst
4 of 4
Approved
Forwarded to Council
Attachments:
A. Attachment A - Bid Summary
ATTACHMENT A
BID #: 4223 BID RESULTS BID CLOSE DATE: 11/20/15
DESCRIPTION QTY UNIT PRICE EXTENDED PRICE
NEW AND UNUSED BIN TRUCK, COMPLETE WITH ALL
COMPONENTS AS SPECIFIED 4 $ 50,612.24 $ 202,448.96
*OEM SCAN TOOL AND SOFTWARE 1 Inc. In.
*OPERATOR’S INSTRUCTION MANUAL 4 Included Included
*LUBRICATION INSTRUCTIONS 1 Included Included
*SHOP MAINTENANCE MANUALS 1 Included Included
*OEM ILLUSTRATED PARTS BOOK 1 Included Included
*ELECTRIC WIRING SCHEMATIC 1 Included Included
*PARTS MANUAL FOR EQUIPMENT ADDED BY END
MANUFACTURER 1 Included Included
*OEM ELECTRIC WIRING SCHEMATIC 1 Included Included
*ELECTRIC WIRING SCHEMATIC FOR EQUIPMENT ADDED BY END
MANUFACTURER 1 Included Included
*HYDRAULIC SCHEMATIC FOR EQUIPMENT ADDED BY END
MANUFACTURER 1 Included Included
SUBTOTAL $ 202,448.96
SALES TAX (9.5%) $ 19,232.65
WARRANTY 4 No charge No charge
EXTENDED 7-YEAR WARRANTY (OPTIONAL) 4 $ 3,209.18 $ 12,836.72
TIRE FEE 4 $ 8.75 $ 35.00
DELIVERY 4 No charge No charge
OTHER (PLEASE DESCRIBE ON NEXT PAGE)4 $ - $ -
GRAND TOTAL $ 234,553.33
Notes
PRICING CONTINUED
If an incentive discount program has been included in the quoted price,
please describe below:
If additional fees were indicated in Pricing Section, please describe below:
Please indicate all warranties applicable to this purchase
Please state guaranteed delivery date: __________ Days (After receipt
of order)
Payment Terms
ADDITIONAL PURCHASES OF VEHICLES ‐confirm acknowledgement
SPECIFICATIONS
MODEL
(Examples: 2015 or newer Nissan Frontier, Toyota Tacoma, Chevy Colorado or
approved Equal) with chassis and frame designed to legally operate up to 1,500
pound loaded containers.
(This can be accomplished with a combination of load springs and airbags to
reach final load requirements. A counter‐weight system should be installed that
does not interfere with the functionality of the airbag system.)
The overall height should be as low as possible with a 71” maximum. The overall
width should be as narrow as possible, but no more than 75” wide, excluding
mirrors. No exceptions.
Year, make and model:_____________________________
GVWR:__________________________________________
Final assembly gross vehicle weight rating sticker is to be installed prior to
delivery. Information must be printed, not handwritten. (Final assembly weight
should take into account the required load, drivers, weight of the forks and
frame, and miscellaneous equipment.)
Payload:_________________________________________
Height from ground to top of cab:_____________________
height from ground to chassis (clearance needs to be at least 7”)
Height of highest point, if different:____________________
Overall width, excluding mirrors:______________________
Overall width, including mirrors:_______________________
ENGINE
V‐6 engine that complies with the most recent California emissions requirements,
250 minimum HP and 240 lb‐ft of torque
BRAKES
Heavy‐duty hydraulic calipers and disc brakes on all wheels. Heavy‐duty brake
pads and steel‐braided brake lines are required.
TRANSMISSION
Shall be heaviest‐duty automatic transmission available, suitable for constant use
going from forward to reverse and driving at low speeds.
Transmission model:________________________________
FUEL
Type of fuel:__________________________________________
Fuel capacity:_____________________________________
SUSPENSION
Heavy‐duty suspension capable of withstanding the final assembly gross vehicle
weight rating.
Gasoline
21 Gallon
As Spec.
BID DESCRIPTION: FURNISH AND DELIVER FOUR (4) NEW AND UNUSED
CONVENTIONAL CAB “STINGERS”, “BIN TRUCKS”, OR “SCOUT TRUCKS”, AS REQUIRED BY
FLEET MANAGEMENT
Warranty is 36 Mo / 36,000 miles (complete). Body - 12 months
60 Mo / 100,000 miles (powertrain).
Extended 7-year warranty (optional) is Non Taxable
RESPONSE
6700 #
1500 +
As Spec.
2016 GMC Canyon T2M53
90
2% - 30 Days
Initialed confirmation
BIDDER NOTES/EXCEPTIONS
REYNOLDS BUICK, INC
COVINA, CA
GM Fleet allowance included in bid amount
Chassis 36 mo/ 36,000 miles (complete) body - 12 months
60 Mo/100,000 miles (powertrain)
74.30"
70.40"
As Spec.
N/A
3.6 Liter V‐6, 305 HP, 269 FT / LBS
As Spec.
GM 6‐speed overdrive automatic
As Spec.