SR 04-26-2016 3D
City Council
Report
City Council Meeting: April 26, 2016
Agenda Item: 3.D
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Street & Fleet Services
Subject: Bid Award for the Purchase of One Paving Machine
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4222 to Nixon-Egli Equipment Company, a California-based
company for the purchase and delivery of one Paving Machine;
2. Authorize the Purchasing Services Manager to issue a purchase order with
Nixon-Egli Equipment Company for the purchase and delivery of one Paving
Machine in the amount not to exceed $191,368.
Executive Summary
The City is responsible for pothole repair, sidewalk patching, and repairs to eroded and
low areas in the streets and alleyways, as well as, larger scale paving projects. This
purchase would replace one paving machine that has reached the end of its cost-
effective useful life through the Vehicle Replacement Program. In March 2016, the City
solicited bids for the purchase and delivery of one street paving machine. After
reviewing the bids received, staff recommends Nixon-Egli Equipment Company as the
lowest and best bidder for the purchase and delivery of one paving machine in the
amount of $191,368.
Discussion
The City replaces vehicles that have reached the end of their cost-effective useful life
through the Vehicle Replacement Program. The current vehicle was purchased in 2008
and is eight years old. When the vehicle was purchased, the cost effective useful life
span was deemed to be ten years. The current unit was taken out of service due to
inoperability as a result of extensive use and was therefore recommended for
replacement two years early. The City current asphalt paving machine in the fleet
inventory is used on a full-time schedule by the Asphalt Crew during the paving season
from end of March to end of September. Based on industry standards, as well as the
level and intensity of usage of the current vehicle, the cost-effective useful life has been
decreased from ten years to seven years for this type of equipment.
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This type of equipment is not available in alternative fuel. Street Maintenance received
an exemption from the Director of Public Works to purchase a conventionally fueled
vehicle as a result of its operational needs and the unavailability of an alternatively
fueled vehicle.
The Public Works
machine to complete larger scale projects. These larger projects are outside the scope
of standard pothole repair work. This paving machine would allow for the repair of
surfaces using less asphalt material and fewer employees on the City streets,
alleyways, and City-owned parking lots.
Last fiscal year, from July 1, 2014 through June 30, 2015, the paving machine was used
to repave 218,336 square feet of asphalt surfaces. In the current fiscal year, the paving
machine has been used to repave 120,114 square feet of asphalt surfaces.
The paving machine plays an essential role
-of-way safe.
Example of a paving machine
Vendor Selection
In March 2016, the City published Notices Inviting Bids to furnish and deliver one paving
machine -line
bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. 678 vendors were
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notified, 10 vendors downloaded the bid. Two bids were received and publicly opened
on March 10, 2016, per Attachment A.
Company Total cost including selected options
Herrmann Equipment Company $216,226
Nixon-Elgi Equipment Company $191,368
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.
Of the two bids received, Nixon-Egli Equipment Company was 11.5% less expensive
than the second bidder, provided a bid that meets specifications, is 14 miles closer to
the City than the second bidder. Nixon-Egli also has provided reliable and effective
service on other equipment in the city. Based on these criteria, Nixon-Egli Equipment
Company, the lowest bidder, is recommended as the best bidder.
Financial Impacts and Budget Actions
The purchase order to be awarded to Nixon-Egli Equipment Company is for an amount
not to exceed $191,368. Funds are available in the FY 2015-16 Capital Improvement
Program budget.
The purchase order will be charged to account C540167.589200.
Prepared By:
Heidi Duran, Administrative Analyst
Approved Forwarded to Council
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Attachments:
A. Attachment A - Bid Summary
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BIDRESULTS
PurchasingSection BID#:4222
1717FourthStreet,Suite250 BIDDESCRIPTION:FURNISHANDDELIVERONE(1)NEWANDUNUSED,CURRENTMODELYEARORNEWER,PAVINGMACHINETO
SantaMonica,CA90401 BEUSEDBYSTREETMAINTENANCE
Telephone:3104588281
Fax:3103936142
BIDCLOSINGDATE:3/10/2016
HerrmannEquipment,Inc.NixonEgliEquipmentCompany
Bloomington,CAOntario,CA
SpecificationsBidder's Exceptions
ModelState:CaliforniaYear:2016
State:_____Year:2016Make:Leeboy
Year:_____Make:CarlsonCommercialClassModel:8515D
Make:____Model:CP100
Model:___Seeattached"exceptionstospecifications"fordetails.AsSpecified
DimensionsMeetsSpec.AsSpecified
EngineCAT100H.P.Tier4FinalKubotaEngine74HP
3.4Turbocharged
Tierlvi,2500RPM
FuelReservoirExceedsSpec.AsSpecified
30Gallons
HopperDoesnotrequiretoberaisedforcleaning.AsSpecified
8.5Ton
27"Height
HopperWingsExceedsSpec.AsSpecified
Heavyduty1/2"
PavingWidthsMeetsSpec.AsSpecified
PavingDepthsExceedsSpec.AsSpecified
0"8"
ScreedMeetsSpec.AsSpecified
ScreedEndGatesMeetsSpec.AsSpecified
ScreedExtensionsMeetsSpec.AsSpecified
ExceedsSpec:walkwaywidth15"
ExtensionSlopeOptionYesmanualslopableextensionsAsSpecified
ScreedVibrationMeetsSpec.AsSpecified
ScreedCrown/InvertExceedsSpec.AsSpecified
2"positiveto2"negative
ElectricScreedHeatMeetsSpec.AsSpecified
HeatingElementsExceedsSpec.AsSpecified
6ea.240VacElements
8,700Watts
PowerSource10KWBeltdrivengeneratorAsSpecified
ControlSystemHeatingcontrolspresetat330degreesAsSpecified
MaterialFlowGatesMeetsSpec.AsSpecified
MaterialAugersMeetsSpec.AsSpecified
Operator'sPlatformMeetsSpec.AsSpecified
Operator'sControlsMeetsSpec.AsSpecified
SteeringManualcablesteeringAsSpecified
Forward/Reverselevers
electronicoption
WashdownSystem25'HosereelAsSpecified
HydraulicSystemMeetsSpec.AsSpecified
ExceedsSpec.(HydraulicReservoir)45Gal.
HydraulicOilMeetsSpec.AsSpecified
PushRollersExceedsSpec.AsSpecified
2ea.4"x18"
TrackDriveSystemHydraulicselftensioningtrackwith7ea.rollersAsSpecified
MeetsSpec.
TrackSize12"x86",PavingSpeed0155FPM,Travelspeed0
230FPM
AdditionalStandardEquipmentMeetsSpec.AsSpecified
7ealights
OptionalEquipmentMeetsSpec.AsSpecified
Paint&ColorMeetsSpec.AsSpecified
KeysMeetsSpec.AsSpecified
DMVRegistrationMeetsSpec.Theequipmentspecifieddoesnothave17digitVINnumber,soexemptplatescan
notbeprovided.SpecialEquip.
WarrantyandServicingMeetsSpec.AsSpecified
MiscellaneousAsSpecified
DeliveryRequirementsDeliveryis1,July2016guaranteedorsooner90160DaysARO
PRICING
DescriptionQty.UnitPriceExtPriceUnitPriceExtPrice
Newandunused,currentmodelyearornewer,pavingmachine,
completewithallcomponentsasspecified
1180,475.00$$180,475.00$144,579.00$144,579.00
Training1N.CN.CINCLUDEDINCLUDED
13,570.00$$3,570.00$4,589.00$4,589.00
Slopingscreedextensions
Legend8'to15'(2,438to4,572mm)electricheatedscreed1Inc.Inc.6,530.00$$6,530.00
1N/AN/A$706.00$706.00
Rubbertrack,continuousinlieuofpoly
Truckhitch15,440.00$$5,440.00$6,353.00$6,353.00
Umbrella1or2
1STND.$404.002nd116.00$$116.00
11,573.00$$1,573.00$3,177.00$3,177.00
Powercrown
Steeringwheeldrivecontrols(inlieuofjoysticks)
16,035.00$$6,035.00$618.00$618.00
1STND.STND.$3,486.00$3,486.00
Wiringonly,gradecontrolstopconincludesammodule
113,595.00$$13,595.00$17,559.00$17,559.00
Sonicgradecontrolbothsides(topconsystemv)
116,933.00$$16,933.00$19,853.00$19,853.00
Dualsonicgrade&slope(topconsystemv)
20footski(6,096mm)14,000.00$$4,000.00$1,589.00$1,589.00
15,000.00$$5,000.00$1,942.00$1,942.00
30foot(9,144mm)to40footski(12,192mm)
12"(305mm)augerextensions(rightandleft)
11,318.00$$1,318.00$499.00$499.00
24"(610mm)augerextensionsandtroughs(rightandleft)
12,636.00$$2,636.00$2,405.00$2,405.00
12"(305mm)or24"(610mm)rollupcurbattachmentright
11,913.00$$1,913.00KITKIT
12"(305mm)or24"(610mm)rollupcurbattachmentΑleft$,
11,913.00$$1,913.00KITforKit
10lbsfireextinguisher1100.00$$100.00$100.00$100.00
1100.00$$100.00$50.00$50.00
Trianglekit
ΫhƦĻƩğƷƚƩƭinstructionmanual3INCLUDEDINCLUDEDINCLUDEDINCLUDED
*Shopservice/repairmaintenancemanuals1INCLUDEDINCLUDEDINCLUDEDINCLUDED
*Completewiringdiagrams1INCLUDEDINCLUDEDINCLUDEDINCLUDED
ΫağƓǒŅğĭƷǒƩĻƩƭproductliteraturewithspecificationsonall
1INCLUDEDINCLUDEDINCLUDEDINCLUDED
components.
*Preventativemaintenanceschedules1INCLUDEDINCLUDEDINCLUDEDINCLUDED
SUBTOTAL$197,608.00$171,112.00
SALESTAX(9.5%)$18,772.76$16,255.64
Warranty13year$30003,000.00$$4,000.00$4,000.00
Tirefee1N/AN/A
Delivery1$500.00INCLUDEDINCLUDED
Other(pleasedescribe)1
$191,367.64
GRANDTOTAL$219,880.76
*Onlyafewoptionsbidbythevendorwouldberequested.Alloptionswhichwillnotberequestedhavebeencrossedoutandremovedfromthebidtotal.*