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SR 04-12-2016 3E City Council Report City Council Meeting: April 12, 2016 Agenda Item: 3.E To: Mayor and City Council From: Martin Pastucha, Director, Public Works, Street & Fleet Services Subject: Bid Award for the Purchase of One Compressed Natural Gas Asphalt Patch Truck Recommended Action Staff recommends that the City Council: 1. Award Bid #4221 to Los Angeles Freightliner, a California-based company for the purchase and delivery of one Compressed Natural Gas Asphalt Patch Truck; Authorize the Purchasing Services Manager to issue a purchase order with Los 2. Angeles Freightliner for the purchase and delivery of one Compressed Natural Gas Asphalt Patch Truck in an amount not to exceed $294,164, with future year funding contingent on Council budget approval. Executive Summary The City is responsible for pothole repair, sidewalk patching, and repair to eroded and low areas in the streets and alleyways. This purchase would replace one asphalt patch truck that has reached the end of its cost-effective useful life through the Vehicle Replacement Program. In February 2016, the City solicited bids for the purchase and delivery of one Compressed Natural Gas (CNG) Asphalt Patch Truck. After reviewing the sole and best bidder for the purchase and delivery of one CNG Asphalt Patch Truck - Emissions Fuels Policy by utilizing a vehicle powered by CNG. Discussion The City replaces vehicles that have reached the end of their cost-effective useful life through the Vehicle Replacement Program. The existing vehicle has a cost-effective useful life span of ten years. The current vehicle was purchased in 2005 and is 11 years old. An asphalt truck is a specialized piece of equipment designed specifically for mobile patching. The cab and chassis are standard except for the CNG engine, but the back, or box, is designed specifically for the transport and placement of asphalt for potholes, 1 of 4 sidewalk patching, and some overlays. They are manufactured by a small number of companies throughout the country and there are very few local companies that can provide this type of equipment, especially with a California Air Resources Board (CARB) certified CNG engine. ce section utilizes the asphalt patch truck to repair potholes, to perform sidewalk patching, and repair eroded and low areas in the street and alleyways. It is also used to repair areas where tree roots have lifted paved areas along curb lanes. Hot patching of uplifted sidewalks and the repair of potholes in the street and alleys in a timely -of- way safe. The asphalt patch truck is extremely important in keeping the Street Maintenance workload on schedule -of-way safe. Since July 1, 2015 to date, 732 pothole repairs were performed with an additional 7,123 square feet of general asphalt repair; for a total of 26,177 square feet of repairs. The patch truck also assists with hot-patch repairs. 1,563 hot-patches have been completed year to date. Example of a CNG Asphalt Patch Truck Vendor Selection In February 2016, the City published Notices Inviting Bids to furnish and deliver one CNG Asphalt Patch Truck, in accordance with City specifications. The bid was posted -line bidding site, and notices were advertised in the Santa Monica Daily 2 of 4 Press in accordance with City Charter and Municipal Code provisions. A total of 541 vendors were notified and 10 vendors downloaded the bid. One bid was received and publicly opened on February 25, 2016 per Attachment A. Procurement conducted additional outreach to vendors who downloaded the bid to see why they did not submit ived from Nixon-Egli Equipment Company and Reynolds Buick. Nixon-Egli did not bid as a primary bidder because they are the to supply the goods specified because they do not have a chassis that meets the specifications. The bid was 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. Based on these criteria, staff recommends Los Angeles Freightliner as the best bidder for the purchase and delivery of one CNG Asphalt Patch Truck in the amount of $294,164. Financial Impacts and Budget Actions The purchase order to be awarded to Los Angeles Freightliner is for an amount not to exceed $294,164. Funds are available in the FY 2015-16 Capital Improvement Program budget in account C540167.589200. Prepared By: Heidi Duran, Administrative Analyst Approved Forwarded to Council Attachments: 3 of 4 A. Attachment A - Bid Summary 4 of 4 AttachmentA BID#4221 PurchasingSection 1717FourthStreet,Suite250 BIDDESCRIPTION:FURNISHANDDELIVERONE(1)NEWANDUNUSEDCNGASPHALTPATCH TRUCK SantaMonica,CA90401 Telephone:3104588281 BIDCLOSINGDATE:2/25/2016 Fax:3103936142 NixonEgli Reynolds Equipment LosAngelesFreightliner Buick/Pontiac/ Company GMCTrucks,Inc. Covina,CAOntario,CA Whittier,CA SPECIFICATIONSBIDDEREXCEPTIONS CHASSISSPECIFICATIONS MODEL Year:2017NOBIDNOBID CurrentmodelyearornewerFreightlinerModelM2112chassis,orequalMake:Freightliner Year:_____________________________Model:m2112 Make:_____________________________GVWR:33,000GVWR Model:_____________________________Unladenweight:NOTTOEXCEED27,500LBS. DedicatedOEMCNG(NOEXCEPTIONS)Heightfromgroundtotopofcab:305" MustbeCARBcertifiedtomeet0.2bhpNOxrating(NOEXCEPTIONS)Heightofhighestpoint,ifdifferent:Generallynohigher 33,000lbGVWRmaximumthancab/lightbar GVWR:___________________________Overallwidth,excludingmirrors:94.48" 27,500lbunladenweightmaximumOverallwidth,includingmirrors:116.14" Unladenweight:__________________ Heightfromgroundtotopofcab:_____________________ heightfromgroundtochassis(clearanceneedstobeatleastАͼΜ Heightofhighestpoint,ifdifferent:___________________ Overallwidth,excludingmirrors:___________________ Overallwidth,includingmirrors:___________________ ENGINE AsSpecified ENGINEPROTECTION Make:Freightliner Make:________________________Model:ElectronicEngineIntegralShutdownProtection Model:_______________________System. ENGINEAIRCLEANER Make:Donaldson Make:___________________________Model:SideHoodAirIntake/FirewallMounted Model:__________________________Size:RecommendedforCumminsCNGEnginerequested Size:____________________________Intakelocation:SideofHoodAirIntake Intakelocation:__________________ COOLINGSYSTEM AsSpecified Radiatortype:_______________________ Size:________________________________Radiatortype:FreightlinerUltraCore Capacity:___________________________Size:1300SquareInch Fanclutchmake:____________________Capacity:Radiatoronly2.123gallons Model:____________________________Fanclutchmake:Horton Spinonfiltermake:_________________Model:Drivemaster Spinonfiltermake:Fleetguard TRANSMISSION AsSpecified PTOmountinglocation:__________________ POWERTAKEOFFS(PTOs)PTOmountinglocation:Transmission CNGFUELSYSTEM AsSpecified Makeandmodelofhighpressureregulator:_____________ Nameoffuelsysteminstaller:__________________________Makeandmodelofhighpressureregulator:Blackstone Make:___________________________Nameoffuelsysteminstaller:A1AlternativeFuel Typeoftanks:_____________________________Systems Dateofmfg.:_______________________________Make:Luxfer Lifeexpectancyoftanks:____________________Typeoftanks:3 Numberoftanks:___________________________Dateofmfg.:Within1yearofinstallationdate Totalcapacity:________________________Lifeexpectancyoftanks:20years Locationoftanks:____________________________Numberoftanks:4 Pricetoaddelectronicshutoffvalvesateachtank:____Totalcapacity:60DGE Additionalcost,ifany,for20yeartanks:______________Locationoftanks:Backofcab Pricetoaddelectronicshutoffvalvesateachtank: Included Additionalcost,ifany,for20yeartanks:Included$0.00 STEERING AsSpecified FRONTSUSPENSION AsSpecified REARSUSPENSION AsSpecified FRONTAXLE&EQUIPMENT AsSpecified REARAXLE&EQUIPMENT AsSpecified RS2116021,000lbRSeriessinglerearaxle.AsSpecified23,000LB. AsSpecified BRAKESYSTEM TIRES AsSpecified AttachmentA HUBS AsSpecified WHEELS AsSpecified WHEELBASE&FRAME AsSpecified CHASSISEQUIPMENT AsSpecified TRAILERCONNECTIONS AsSpecified CABEXTERIOR AsSpecified CABINTERIOR AsSpecified INSTRUMENTS&CONTROLS AsSpecified PAINT&COLOR AsSpecified ELECTRICALSYSTEM AsSpecified LIGHTING AsSpecified ASPHALTPATCHERBODYSPECIFICATIONS MODEL AsSpecifiedNOBIDNOBID Make:_____________Make:PBLoader Model:____________Model:BC4 Year:______________Year:2016 CONTAINER AsSpecifiedAll RADIANTHEATER AsSpecifiedAll EMULSIONSPRAYUNIT AsSpecifiedAll SHOVELINGAPRON AsSpecifiedAll HANDTORCH AsSpecifiedAll AUXILIARYELECTRICHEATPATCHER AsSpecifiedAll COMPACTORLIFTPLATFORM AsSpecifiedAll HYDRAULICTOOLS AsSpecifiedAll HYDRAULICTOOLCIRCUIT AsSpecifiedAll TOOLBOX AsSpecifiedAll LOCKABLETOOLBASKET AsSpecifiedAll HYDRAULICSPOILSBIN AsSpecifiedAll SOLVENTPUMP AsSpecifiedAll CABCONTROLS AsSpecifiedAll AIRBLOWGUN AsSpecifiedAll HOSEREELS AsSpecifiedAll PIVOTALASPHALTCHUTE AsSpecifiedAll MISCTOOLSTORAGE AsSpecifiedAll COMPACTORPLATE AsSpecifiedAll SAFETYACCESSORIES AsSpecifiedAll SAFETYLIGHTING AsSpecifiedAll OPTIONALEQUIPMENT AsSpecifiedAll MISCELLANEOUS KEYS AsSpecifiedNOBIDNOBID DMVREGISTRATION AsSpecified WARRANTYANDSERVICING AsSpecified MISCELLANEOUS AsSpecified DELIVERYREQUIREMENTS AsSpecified PRICING DESCRIPTIONQTYUnitPriceExtendedPrice NEWANDUNUSEDASPHALTPACTHTRUCK,COMPLETEWITHALLNOBIDNOBID 1264,784.00$$264,784.00 COMPONENTSASSPECIFIED Ϋht9w!hw͸{INSTRUCTIONMANUAL1IncludedIncluded *LUBRICATIONINSTRUCTIONS1IncludedIncluded *SHOPMAINTENANCEMANUALS1IncludedIncluded *ILLUSTRATEDPARTSBOOK1IncludedIncluded *ELECTRICWIRINGSCHEMATIC1IncludedIncluded *PARTSMANUALFOREQUIPMENTADDEDBYENDMANUFACTURER1IncludedIncluded *ELECTRICWIRINGSCHEMATIC1IncludedIncluded SUBTOTAL$264,784.00 SALESTAX(9.5%)$25,154.48 WARRANTY(5YEAR,100,000MILE,BUMPERTOBUMPER,PARTS&LABOR) 14,065.00$$4,065.00 TIREFEE1175.00$$10.50 DELIVERY1150.00$$150.00 OTHER(PLEASEDESCRIBEONNEXTPAGE)1 GRANDTOTAL$294,163.98 Ifanincentivediscountprogramhasbeenincludedinthequotedprice,please None describebelow: IfadditionalfeeswereindicatedinPricingSection,pleasedescribebelow: Pleaseindicateallwarrantiesapplicabletothispurchase: Seewarrantystatementprovided Pleaseexplaintheextendedwarrantyoffered,ifavailable.Pleaseincludeinformation Seeattachedextendedwarrantypagesfor"TC4" othelengthoftheextendedwarrantyandthesystemsthatarecovered: coverage Pleasestateguaranteeddeliverydate:(Afterreceiptoforder)180210Days PaymentTermsNet30 BusinessLicense:IsthisvendorphysicallylocatedintheCityofSantaMonica?No BusinessLicense:DoesthisvendorphysicallycomeintotheCityofSantaMonicato Yes conductbusinessand/ormakedeliveries? 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