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Home My WebLink About2008-04-01; City Council; 19382; Asphalt patch truck S440 purchase authorizationCITY OF CARLSBAD - AGENDA BILL AB# ^ 9,382 MTG. 4/01/08 DEPT. PW/GS Al ITMORI7ATION TO PI IRPHACIF AMVJ 1 nVJr\l^/M IvJIN 1 VJ "Urxv^rlMotZ M REPLACEMENT VEHICLE FOR UNIT S440 AND APPROPRIATION OF ADDITIONAL FUNDS DEPT. HEAD J%'\ CITY ATTY. ^^^ CITY MGR. (/> RECOMMENDED ACTION: Adopt Resolution No. 2008-097 authorizing the purchase of a replacement vehicle from Trans-West Truck Center for unit S440 and appropriating an additional $28,514 from the Fleet-Vehicle Replacement fund to the FY 07-08 Fleet-Vehicle Replacement Budget. ITEM EXPLANATION: Funds in the amount of $72,000 were appropriated by Council in Fiscal Year 2004-05 Fleet-Vehicle Replacement Budget and carried forward for the replacement of S440, an asphalt patch truck. In accordance with Section 3.28.050 of the Municipal Code, the City Clerk published a Notice Inviting Bids and bid packages were mailed to 16 vendors. On February 28, 2008, four (4) bids were received, opened, witnessed, and recorded. The bids ranged from $99,356 to $106,106. In accordance with the Municipal Code, a best value evaluation was completed. The bids were evaluated by staff for cost, responsiveness to specifications, warranty coverage, delivery time, and any unspecified value-added offerings. The bid submitted by Trans-West Truck Center was determined to be the best value. This bid totaled $100,514, including sales tax and documentation fees, resulting in a capital outlay budget shortfall of $28,514. The Street Department has paid the full replacement cost for S440 and there are sufficient funds in the Fleet-Vehicle Replacement fund to cover this shortfall. This vehicle is an integral part of Public Works Construction for the Street Department. This truck is a specialty vehicle utilized to perform asphalt street repairs and patching throughout the City of Carlsbad. The vehicle is equipped with a 3 yard dump bed, an integrated air compressor and a heated tank for application of emulsion used for the installation of hot mixed asphalt products. The patch truck is a self contained system that allows Streets crews to remove and replace asphalt and other concrete materials in multiple locations without the need to send additional equipment. In addition, this vehicle transports aggregate, asphalt, dirt, and other materials to work sites, and is utilized to remove debris from multiple work sites. S440 has been in service since 1991 (17 years), and currently has over 90,000 miles. Under Administrative Order No. 3 guidelines, this truck is due for replacement based on its age and mileage. The replacement schedule under Administrative Order No. 3 indicates an expected life of 10 years and/or 80,000 miles for equipment in this class. S440 is commonly subjected to severe service. Severe services is defined by the manufacturer as short trips averaging 10 miles or less, towing heavy loads such as a fully-loaded trailer, and extended idling or stop-and-go driving. The severe service experienced by S440 has resulted in more wear-and-tear than other vehicles with similar mileage that are not operated in similar severe service capacity. The lifetime repair costs and repair cost trends for S440 were also considered. Through December 31, 2007, the total lifetime repair costs for S440 are over $73,000. In the past two years, repair costs incurred total $11,665. Fleet staff has deferred major maintenance of S440 in anticipation of replacement. If S440 is not replaced, future anticipated repairs include the replacement of the emulsion tank and spray equipment, replacement of the air compressor, replacement of the hydraulic hoses/fittings and upgrades to the emission system to meet California Air Resources Board retrofitting mandates. The cost of replacing the emulsion tank and spray system is estimated at $4,000, replacement of the compressor is estimated at $6,000, replacement of the hydraulic hoses and fittings is estimated at $1,600 and the emissions modifications are estimated at $15,000 for the initial retrofit and continuing costs to service the modifications at approximately $2,000 per year. The severe service usage, age and condition of the vehicle also lead Fleet Operations to believe that a major mechanical failure of S440 is a strong possibility. FOR CITY CLERKS USE ONLY COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED GT D D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES D D D D Page 2 The California Air Resources Board considers S440 a gross polluter. The Fleet Superintendent retired S440 from the fleet effective December 31, 2007 due to air quality compliance issues. Retiring the vehicle at that time allowed the City a final opportunity to sell the vehicle at auction and not incur the $15,000 cost of retrofitting the emissions system. The replacement vehicle utilizes a modern systemic approach to reducing emissions and will not require the recurring $2,000 annual maintenance costs to maintain the emissions system. As the vehicle continues to age, projected repair costs will continue to climb. The equipment is becoming obsolete and repair parts are not readily available. Out-of-service times have increased because many repair parts are no longer stocked locally and require special ordering. This has lead to loss of use of the vehicle for extended time periods, and has affected staff productivity. Staff researched alternative procurement methods prior to soliciting bids. Staff contacted all rental firms within Carlsbad. No vehicles of this type were available for rental, nor did we find any similar vehicles available for rental in close proximity to the City. In addition, staff contacted three different leasing companies. Due to the specialized nature and mission purpose of the vehicle, no similarly equipped vehicles were available under a lease. The replacement of S440 has been reviewed by the Fleet Task Force. The Task Force reviews the age, mileage, maintenance expenditures, and appropriateness of the requested vehicle. The Task Force recommends replacement of this vehicle. The Fleet Superintendent will prepare S440 for sale at public auction. The proceeds from the auction will be returned to the Fleet-Vehicle Replacement Fund, pursuant to the terms of Administrative Order No. 3. ENVIRONMENTAL IMPACT: Procurement of equipment is not a project and is, therefore, exempt from the environmental review process under provisions of the California Environmental Quality Act (CEQA). FISCAL IMPACT: Staff requests that City Council approve the purchase of the vehicle and appropriate an additional $28,514 to the FY07-08 Fleet-Vehicle Replacement Budget for the procurement. Sufficient funds are available in the Fleet-Vehicle Replacement Fund to fully-fund the appropriation request. EXHIBITS: Resolution No. 2008-097 authorizing the purchase of a replacement vehicle from Trans-West Truck Center for unit S440 and appropriating an additional $28,514 from the Fleet-Vehicle Replacement fund to the FY 07-08 Fleet-Vehicle Replacement Budget. DEPARTMENT CONTACT: Dale A. Schuck, (760) 802-5788, dschu@ci.carlsbad.ca.us 1 RESOLUTION NO. 2008-097 _ 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, AUTHORIZING THE PURCHASE OF A REPLACEMENT VEHICLE FOR UNIT S440 AND APPROPRIATION OF ADDITIONAL 4 FUNDS. _ 5 WHEREAS, $72,000 was previously appropriated to the Vehicle Replacement Budget g for the purchase of one asphalt patch truck to replace S440; and 7 WHEREAS, the Fleet Superintendent has reviewed the overall condition, maintenance 8 history, future maintenance needs, and determined it is in the best fiscal interest of the City to g replace S440; and 10 WHEREAS, four (4) sealed bids were received on February 28, 2008 for the purchase of 1 1 the vehicle; and 12 WHEREAS, the best value bid for the purchase was submitted by Trans-West Truck 1 3 Center in the amount of $1 00,51 4; and 14 WHEREAS, an additional $28,514 is available in the Fleet Replacement Fund to fully 1 5 fund the purchase; and 16 WHEREAS, an additional appropriation is required to replace this vehicle in the amount 17 of $28,51 4 18 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 1 9 California, as follows: 20 1 . That the above recitations are true and correct. 21 2. An additional appropriation of $28,514 from the Fleet-Vehicle Replacement Fund 22 is approved. 23 3. The Finance Director is authorized to appropriate $28,514 from the Fleet- Vehicle 24 Replacement Fund to the Fiscal Year 2007-08 Fleet-Vehicle Replacement Budget. 25 4. That the Fleet Superintendent is authorized to initiate a purchase order with 26 Trans-West Truck Center for the purchase of a replacement vehicle. 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 1st day of April, 2008, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard. NOES: None. ABSENT: None. LWlS, Mayor ATTEST: