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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.