SR 05-10-2016 3B
City Council
Report
City Council Meeting: May 10, 2016
Agenda Item: 3.B
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Bid Award for the Purchase of One Fourteen Yard Compressed Natural Gas
Dump Truck and One Compressed Natural Gas Stake Bed Truck
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4239 to Los Angeles Freightliner, a California-based company for the
purchase and delivery of one Compressed Natural Gas Dump Truck to support
the Street Maintenance operation; and to Thorson Motor Company, a
California-based company for the purchase and delivery of one Compressed
Natural Gas Stake Bed Truck to support the operations of the Resource
Recovery and Recycling Division;
2. Authorize the Purchasing Services Manager to issue a purchase order with Los
Angeles Freightliner for the purchase and delivery of one Compressed Natural
Gas Dump Truck in the amount not to exceed $219,328; and to issue a purchase
order with Thorson Motor Company for the purchase and delivery of one
Compressed Natural Gas Stake Bed Truck in the amount not to exceed
$105,985.
Executive Summary
The City is responsible for pothole repair, sidewalk patching, repairing eroded and low
This purchase would replace two dump trucks and one stake bed truck that have
reached the end of their cost-effective useful life through the Vehicle Replacement
Program. In March 2016, the City solicited bids for the purchase and delivery of two
Compressed Natural Gas (CNG) fourteen yard cab-over-engine (COE) dump trucks and
two CNG COE stake bed trucks with a minimum gross vehicle weight (GVW) of 16,500
pounds. After reviewing the bids received, staff recommends a split bid award as
follows: Los Angeles Freightliner as the best bidder for the purchase and delivery of one
CNG dump truck in the amount of $219,328; and Thorson Motor Company as the best
bidder for one CNG stake bed truck in the amount of $105,985. This purchase meets
-Emissions Fuels Policy by utilizing vehicles powered by
CNG.
1 of 5
Discussion
The City replaces vehicles that have reached the end of their cost-effective useful life
through the Vehicle Replacement Program. The existing vehicles have a cost-effective
useful life span of ten years. The vehicle that would be replaced by the stake bed was
purchased in 2004 and is 12 years old. The first vehicle that would be replaced by the
dump truck was purchased in 1999 and is 17 years old. The second vehicle that would
be replaced by the dump truck was purchased in 2002 and is 14 years old.
Stake Bed Truck Purchase
The stake bed truck that would be purchased through this procurement would be used
to support the Resource Recovery and Recycling Division anywhere from five to seven
days per week and would be primarily used for the delivery of new refuse, recycling and
organics containers, delivery and removal of metal and plastic bins to and from
commercial customers, delivery and removal of carts and bins for special events,
removal and disposal of special pickups, alley clean-ups, illegal dumps and storm
generated debris, such as palm fronds.
From July 1, 2015 through April 23rd, 2016, staff have received the following requests
for which this vehicle would be utilized:
1,843 requests for cart removal, exchange or replacement.
3,095 request for special bulk items collection or illegal dump removals.
247 Government Outreach request for illegal dump removal.
421 special event cart delivery/removals.
Los Angeles Freightliner took exception to the minimum GVW of 16,500 pounds and the
tilt/dump body in its submittal for the stake beds. Los Angeles Freightliner submitted a
bid with a minimum GVW of 14,500 pounds and no tilt/dump body in its submittal for the
stake beds which accounts for the cost differential between the two stake bed bids.
These exceptions are not acceptable and bid is considered non-
responsive.
A second stake bed truck for Street and Fleet Services Division will be rebid as a result
of the cost of the stake bed bid price compared to the amount which has been
accumulated for its replacement. The specifications for this truck are more stringent
than needed for the Street Maintenance stake bed truck. The second stake bed
originally intended to replace a unit for the Street Signs and Markings section of the
Street and Fleet Services Division will not be purchased through this procurement and
will have to be rebid after changing the bid specifications. This will allow us to secure a
vehicle at lower cost and provide an opportunity for more dealers to provide bids.
2 of 5
Example of a CNG stake bed truck
Dump Truck Purchase
In light of the cost of the type of dump truck necessary for Street Maintenance
operations, only one new larger dump truck would be purchased to replace two existing
vehicles. The increase in the cost of production for this type of vehicle over the last 17
years has greatly outpaced the original cost of production for the vehicle being replaced.
The dump truck would be used to support the Str
Street Maintenance operation by hauling loose materials for both concrete and asphalt
projects; to haul asphalt grinds from alleys, streets, parking lots, and the SM Airport, as
well as other projects requiring asphalt milling. It would also be used to haul large
quantities of hot asphalt from the asphalt plant for larger projects outside of the scope
and capability of the patch trucks. In addition, the truck would be used to haul broken
concrete from sidewalk removal and replacement projects throughout the city to the
local dump and would also be used to haul large quantities of miscellaneous materials
such as crushed base, crushed rock and dirt, and sand.
In FY2014-15, 1,740 tons of material, equating to 3,480,000 pounds, was hauled and
dumped at the collection facility by a total of five dump trucks in the Street Maintenance
opIn the current fiscal year, a total of 1,326 tons of material, or 2,652,000
pounds, has been hauled and dumped at the collection facility so far.
3 of 5
Example of a CNG dump truck
Vendor/Consultant Selection
In March 2016, the City published Notices Inviting Bids for the purchase and delivery of
two CNG fourteen yard COE dump trucks and two CNG COE stake bed trucks with a
minimum gross vehicle weight (GVW) of 16,500 pounds, in accordance with City
-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 683 vendors were notified and 17 vendors
downloaded the bid. Two bids were received and publicly opened on March 15, 2016,
per Attachment A.
Two CNG fourteen yard COE dump trucks
Los Angeles Freightliner $219,328 (pricing for one vehicle)
Two CNG COE stake bed trucks
Thorson Motor Company $105,985 (pricing for one vehicle)
Procurement conducted additional outreach to vendors who downloaded the bid to see
why they did not submit a bid; one response was received from Transwest Truck Center
which stated it did not submit a bid because its sister company, Los Angeles
Freightliner, submitted a bid.
requirements. Alternative fuel vehicles operate on fuels other than gasoline or diesel in
order to reduce greenhouse gas emission and pollution. These vehicles exceed the
basic standards all new vehicles must meet to be sold in California and include low
emission vehicles (LEVs) and zero emission vehicles (ZEVs). As a result, the majority of
the trucks the City purchases cannot be simply purchased off the lot or from a regular
dealer. Instead, an unleaded fueled vehicle on the lot must have its engine and fuel
components removed and replaced with a CNG system. In some cases, a vehicle may
be prebuilt as a CNG vehicle, however, only one brand may offer this option, and then
the vehicle must also be California Air Resources Board (CARB) certified for the specific
model year. The City has made a commitment to procurement decisions that minimize
negative environmental impacts, resulting in a limited number of vendors being able to
4 of 5
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 to split the award as follows:
Los Angeles Freightliner as the best bidder for the purchase and delivery of one CNG
dump truck in the amount of $219,328 for Street Maintenance and Thorson Motor
Center as the best bidder for the purchase and delivery of one CNG stake bed truck for
the Resource Recovery and Recycling Division in the amount of $105,985.
Financial Impacts and Budget Actions
The purchase order to be awarded to Los Angeles Freightliner for one CNG dump truck
is for an amount not to exceed $219,328. Funds are available in the FY 2015-16 Capital
Improvement Program budget in account C540167.589200.
The purchase order to be awarded to Thorson Motor Company for one CNG stake bed
truck is for an amount not to exceed $105,985. 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:
A. Attachment A - Bid Summary
5 of 5
AttachmentABidSummary
BidDescription:Furnishanddelivertwo(2)newandunused14YDCOEDumpTrucksandtwo(2)newandunused16,500lbminimum
GVWRCNGCOEextendedcabandchassisasrequiredbyStreetManagement
LOSANGELESTRUCKCENTERDBALOSPBLOADER
BidNo.:4239
THORSONMOTORCOMPANYTRANSWESTTRUCKCENTER
ANGELESFREIGHTLINERCORPORATION
BidClosingDate:3/15/16 WHITTIER,CALIFORNIAPASADENA,CALIFORNIA
DescriptionBidderExceptionsBidderExceptions
(2)14YardCOEDumpTrucks
NOBIDTranswestnobidthisbecauseLA
ChassisSpecificationsNewandunused,currentmodelyearornewer,AutocarNOBIDBiddingas
AsSpecified Freightlinerwhichisoneofourother
ACMD64Class8CabOverEnginechassis,orequal,withallstandardfeatures.subcontractor
storesbidthis.
Year:2017
Make:Autocar
Model:ACMD64
Thebiddershallbepreparedtodeliverallvehicleswithin120180calendardaysfrom
180230DaysARO
receivingbidaward
Deduct$5000ifPilotReviewcanbeconductedinAzusaatBody
Notes:
Co.,inlieuofAutocarinIndiana.
PricingResponseResponse
DescriptionQuantityUnitPriceExtendedPriceUnitPriceExtendedPrice
Newandunused,currentmodelyearor
newer,14YDDumpTruck,completewithall2$196,474.00$392,948.00
componentsasspecified
Training2$750.00$1,500.00
Operator'sinstructionmanual2Included
Shopservice/repairmaintenancemanuals2Included
Completewiringdiagrams1Included
Manufacturer'sproductliteraturewith
1Included
specificationsonallcomponents
Preventativemaintenanceschedules1Included
Subtotal$394,448.00$0.00
SalesTax(9.5%)$37,472.56$0.00
Warranty:2$8,350.00$16,700.00
TireFee:2$17.50$35.00
Delivery:2Nocharge
Other(Pleasedescribe):2None
GrandTotal$448,655.56$0.00
Totalamountofbid$448,655.56
FourHundredFortyEightThousandSixHundredFiftyFiveDollars
Totalamountofbidwritteninwords:
andFiftySixCents
Ifanincentivediscountprogramhasbeenincludedinthequotedprice,please
None
describe:
Pleaseseewarrantystatementsattachedforalldetailsonboth
Pleaseindicateallwarrantiesapplicabletothispurchase:
trucksbid.
Pleasestateguaranteeddeliverydate180230
Pleasedescribeanyadditionalfee&chargesnotlistedaboveNone
Percentdiscountoffofmanufacturer'spricelistforrelatedmiscellaneousitemssuch
12%to27%offofretail
asheavydutyfloormats,lights,andmirrors
PaymentTermsZeropercentdiscountnet30days
Pleasestateguaranteeddeliverydate180230
(2)16,500MinGVWStakeBeds
NewcurrentmodelofCNGCaboverEngine,extendedcab&chassis.Acutawayvanmaybeconsidereddependingonoveralllengthandturningradius.
ModelResponseResponse
Stateyear,makeandmodel;
2016IsuzuNPR2016Pleasenote:IsuzuNPRHDCrewCabisGreencraft1061
builtasa"Onesizefitsall"styleoftruck,
notfromamenuofoptionsaswithin
StateWheelbase:176"WB150"AsSpecified
sometruckslikeanAutocarora
FreightlinerTruck,henceoncethemodel
isselectedsoistheoptioncontent.
Stateturningradius:
51.9FeetCurbtoCurb31.4'
GVWR Asspecified
Available19,500GVWatadditional
16,500lbs.minimumand20,000lbs.maximum14,500lb.GVWR
AsSpecified16,500
costof+$15,000
Brakes ComplyExceptionAirBrakes
Thebiddershallbepreparedtodeliverallvehicleswithin120180calendardaysfromre180230ARO
PricingResponseResponse
DescriptionQuantityUnitPriceExtendedPriceUnitPriceExtendedPrice
,,.
Newandunusedcurrentmodel16500lb
minimumGVWRCNGcaboverengine(COE),
2$78,909.00$157,818.00$96,778.00$193,556.00
extendedcabandchassiswith16footstake
bedtruckwithdumpbodycompletewithall
QuotingIsuzuNPE:14500GVWRlowcabforward,CNG,15.5'
Note
stakebedwithconventionalliftgate
Operator'sinstructionmanual3IncludedIncluded
Lubricationinstructions1IncludedIncluded
Shopmaintenancemanuals1IncludedIncluded
Illustratedpartsbook1IncludedIncluded
Electricwiringschematic1IncludedIncluded
Subtotal$157,818.00$193,556.00
SalesTax(9.5%)$14,992.71$18,387.82
Warranty:2Noaddedwarranty
TireFee:2$10.50$21.00$12.25$24.50
Delivery:2NochargeNocharge
Other(Pleasedescribe):2None
Thetirechargewasnotextendedinthebidresponse.TheGrand
Note:Totalonbidresultsreflectextendedtirecharge.Totalamountand
writtenamountofbidrelectsthepriceinthebidresponse.
GrandTotal$172,842.21$211,968.32
Totalamountofbid$172,821.21$211,968.32
OneHundredSeventyTwoThousand,EightHundredTwentyOneTwoHundredElevenThousand,NineHundredSixtyEight,andThirty
Totalamountofbidwritteninwords:
DollarsandTwentyOneCentsTwoCents
Ifanincentivediscountprogramhasbeenincludedinthequotedprice,please
None
describe:
Pleaseseewarrantystatementsattachedforalldetailsonboth
Pleaseindicateallwarrantiesapplicabletothispurchase:3Years,36,000miles(basicchassis)5years60,000milesPowerTrain
trucksbid.
Pleasestateguaranteeddeliverydate180230180
Pleasedescribeanyadditionalfee&chargesnotlistedabovenone
Percentdiscountoffofmanufacturer'spricelistforrelatedmiscellaneousitemssuch
12%to27%offofretail
asheavydutyfloormats,lights,andmirrors
PaymentTermsZeropercentdiscountnet30days
AdditionalpurchaseofvehiclesAcknowledgementconfirmedAcknowledgementconfirmed
GeneralResponseResponse
Addendum#1CompleteComplete
BusinessLicenseOutofCityBusinessLicense
Oaks:IncompleteComplete
Arizona:CompleteNopresenceCompleteNopresence