HomeMy WebLinkAbout2014-09-09; City Council; 21726; Request Fleet Replacement Fund to Purchase from Plumbers Depot Inc a Replacement Wastewater Combo Pumping TruckCITY OF CARLSBAD - AGENDA BILL
AB#
MTG.
DEPT.
21.726
09-09-14
PW-PEM
REQUEST FOR AUTHORIZATION TO EXPEND $451,175.40
FROM THE FLEET REPLACEMENT FUND TO PURCHASE FROM
PLUMBERS DEPOT INC. A REPLACEMENT WASTEWATER
COMBINATION PUMPING TRUCK
DEPT.DIRECTOR V
CITY ATTY.
CITY MGR.
RECOMMENDED ACTION:
Adopt Resolution No. 2014-217 , authorizing the expenditure of $451,175.40 from the Fleet
Replacement Fund to purchase from Plumbers Depot Inc. a replacement Wastewater Combination
Pumping Truck.
ITEM EXPLANATION:
In June 2014, the Carlsbad City Council adopted the Fiscal Year 2014-15 Operating Budget which
included a number of vehicles, including the replacement of one Wastewater Combination Pumping
Truck. In addition to the budget adoption process, the City Council authorizes vehicle acquisitions
which are in excess of $100,000, either individually or collectively from the same dealer. Based on
these guidelines, staff is requesting City Council authorization for the purchase of one Wastewater
Combination Pumping Truck. The vehicle being replaced exceeds the city's requirements for vehicle
replacement and there are additional concerns regarding the mechanical integrity ofthe vehicle. The
vehicle being replaced is 15 years old and has nearly 11,000 hours of heavy use on it, almost double the
amount given as a guideline for replacement per Administrative Order Number 3. At the time of
replacement, the replaced vehicle will be stripped of all reusable specialty equipment and retired from
the fleet and sold at public action.
The new vehicle will be purchased from Plumbers Depot Inc. through a competitive bid # 13-007
conducted by the City of Escondido in January 2014. Plumbers Depot is offering the City of Carlsbad
the same pricing offered to the City of Escondido pursuant to Section 3.28.100 of the Carlsbad
Municipal Code. The total cost ofthe vehicle is $451,175.40 which includes options, sale tax and fees.
Once approved for purchase, the vehicle will take approximately nine months to build and outfit. The
purchase contract was been reviewed by the city's Purchasing Officer who has found the contract to be
in compliance with city code.
DEPARTMENT CONTACT: Steve Hodges (760) 434-2925 steve.hodges@carlsbadca.gov
FOR CLERK USE. v COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER - SEE MINUTES •
AMENDED • REPORT RECEIVED •
FISCAL IMPACT:
Staff requests that the City Council approves the purchase of one Wastewater Combination Pumping
Truck. The vehicle replacement was originally budgeted for and approved by City Council in June 2014
for $500,000.
ENVIRONMENTAL IMPACTS:
Pursuant to Public Resources code Section 21065, this action does not constitute a "project" within the
meaning of CEQA in that it has no potential to cause either a direct physical change in the environment,
or a reasonably foreseeable indirect change in the environment, and therefore does not require
environmental review.
EXHIBITS:
1. Resolution No. 2014-217 authorizing the expenditure of $451,175.40 from the Fleet Replacement
Fund to purchase from Plumbers Depot Inc. a replacement Wastewater Combination Pumping
Truck.
2. Plumbers Depot Inc. vehicle purchase pricing summary with specifications.
1 RESOLUTION NO. 2014-217
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2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
AUTHORIZING THE EXPENDITURE OF $451,175.40 FROM THE
FLEET REPLACEMENT FUND TO PURCHASE FROM PLUMBERS
4 DEPOT INC. A REPLACEMENT WASTEWATER COMBINATION
PUMPING TRUCK
WHEREAS, funds where previously appropriated to the Fiscal Year 2014-15 Fleet Vehicle
Replacement Fund by the Carlsbad City Council for the purchase of one Wastewater
Combination Pumping Truck; and
WHEREAS, the Fleet Management Division has reviewed the overall condition,
11 maintenance history, future maintenance needs and determined it is in the best fiscal interest
12 of the City of Carlsbad to replace the requested vehicle; and
WHEREAS, Section 3.28.100 of the Carlsbad Municipal Code provides that the City of
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Carlsbad may purchase directly from a vendor at a price established through another agency
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when another agency has made its purchase in a competitive manner; and
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WHEREAS, the City of Escondido used formal bidding procedures to establish the cost of
18 procurement of Wastewater Combination Pumping Trucks; and
19 WHEREAS, the City of Carlsbad has procured a quote from Plumbers Depot Inc. to
provide one Wastewater Combination Pumping Truck in accordance with the competitively bid
purchase awarded by the City of Escondido for a total cost of $451,175.40.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
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24 California, as follows
25 1. That the above recitations are true and correct
26 2. That the City of Carlsbad Fleet Management division is authorized to purchase
27 one Wastewater Combination Pumping Truck for a total cost of $451,175.40.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of Carlsbad on the 9th day of September 2014, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Packard, Wood, Schumacher, Blackburn.
None.
ABSENT: None.
TT hfALL, Mayor MATT
ATTEST:
2^
BARBARA ENGLESON, Ci6^Clerk
N^'<jV.SBAo>,
't, ^
Address:
3921 West 139* Street
Hawthorne, CA90250
Phone: (310)355-1700
Toll Free: (866) 422-2156
Fax: (310)355-1711
Web: www.plumbersdepotinc.com
August 8, 2014
Jesse Castaneda
City of Carlsbad
5950 El Camino Real
Carlsbad, CA 92008
Re: GapVax Combination Truck, Inter-local cooperative Purchase Offer
Dear Mr. Castaneda,
In pursuance to your request. Plumbers Depot is pleased to provide pricing on a 2015
GapVax Combination unit.
Pricing is based on a recent bid award from City of Escondido, Bld#13-07,2014
Combination Vacuum/Sewer Jet Truck P0# ESC-0000034389 and can be used as
an inter-local cooperative "Piggyback" purchase.
Pricing is as follows:
Cost to City of Escondido
Additions:
2015 Western Star In-Lieu of Mack Chassis
Arrowboard In-Lieu of Arrowstick
Additional Tool box
Net Cost to the City of Carlsbad:
Sales Tax:
Grand Total for the City of Carlsbad
$417,755 (before tax and freight)
$417,755.00
$33,420.40
$451,175.40
We really appreciate your interest in our products and look forward to working with you
in the future. If you have any questions, please do not hesitate to give me a call at 310-
753-1110.
Best Regards,
Jose Martin
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Purchase Order
City of Escondido
City Hall
Purchasing Department
201 N Broadway
Escondido CA 92025-2798
Vendor: 0000019643
Plumbers Depot
Jose Martin
3921 W 139th St
Hawthorne CA 90250
Purchase Order
j ESC-ooooo34189-
Payment Terms
__Imraediate
Buyer
Blanca Wolf
Freight Terms
Phone
Dispatch via Print
Date Revisiori Page
J)_2/17/2014 1 Ship Via
OPS REG
760/839-4697
Currencvi
asD J
Ship Toi City of Escondido
Fleet Services/Public Worics
475 N Spruce
Escondido CA 92025
Bill To: City of Escondido
Accounts Payable
201 N Broadway
Escondido CA 92025
yne^Sch Jtem/Descri
1- 1
Quantity UOM PO Price Extended AfTit Due Date,
l.OOEA 417,755.00
Sales Tax (8.000%) 33,420.40
T ^ I ,x, 417,755.00 10/31/2014
2014 Combination Vacuum/Sewer Jet
Truck to include a debris body,
water storage tank, vacuum system,
water pump system, vacuum loading
boom, reel and operator station,
hydraulic system, electrical
system, diesel engine
chassis paint, trucK accessories, training, operational and maintenance
to process all DMV paperwork for registration, license plates and title.
instructor and any/all training materials for
up to twenty -SIt7of'Escondido-e^loyees__at^t.e^Publ^ Citr-iirnot "p^an^ o^st^incurred'f or
manuals, and warranty. Vendor
Vendor shall provide one
{20) - .
^.-1; f„»-n4 a within one (1) week from delivery of the truck. , , , ^ , j
triin°ng ^Sning shall include all aspects of proper operation and maintenance of the truck and
equipment. Specia! emphasis shall be given to any unique characteristics of the equxpment and repair.
The on-site training session shall last up to sight !8) hours.
above shall be provided upon delivery.
Vendor shall provide two (2) sets of operation and Maintenance Manual, one (1) set of Service and
Maintenance Manual, and one of Parts Manual.
The vehicle/equipment shall have a minimum of one year bumper tc bumper warranty against any and all
defects in ma^^rLls and workmanship, except as noted above relative to the debris and water tank
structures. The vehicle,/equipment warranty shall cover all parts, labor charges, and vehicle
transportation, as well as any taxes and freight costs. Engine and chassis warranty shall include a 24
month - 250,000 mile engine warranty, 60 month - unlimited mile Allison transmission warranty,
engine after treatment warranty, and a
60 month
60 month electrical harness and sensor warranty.
warranty shall begin at the in-service date, which is hereby defined as the date that the bidder has
supplied all required hardware, training, and 05=M informaticn/documents. In the event of a breakdown or
failure of the truck equipment during the warranty period and upon receipt of notioe (written or verbal)
by the City, vendor shall take satisfactory action to repair or replace the affected parts withm
forty-eight (48) hours. Transportation of the truck from the city or place of breakdown, to the
warranty service facility for warranty work and back, shall be the responsibility of the vendor. The
transportation of the truck includes towing when necessary. If the City must have the truck towed for
reasons of security or safety, the vendor shall be responsible for all costs.
Item Total 451.175.40
Confirming: Do Not Duplicate
Prices, terms, and availability verified between Blanca and Jose on 2/17/14.
Council approved on February 12, 2014
This unit replaces unit #3274 (1988 FIATALLIS GRADER S5Bj and unit #3227 (2006 ELGIN BROOM
BEAR/FREIGHTLINSR).
All payments made pursuant to this contract are not assignable and shall only be made payable to the
seller.
All shipments, shipping papers, invoices, and correspondence must
be identified witti our purchase order numlwr. Overshipments will
not be accepted unless authorized by buyer priorto shipment.
Authorized Signature
PURCHASE ORDER TERMS AND CONDITIONS
1. CONTRACT
Upon delivery of the Items authorized tjy this purchase order, seller agrees to these terms and conditions. The City of Escondido shall not be bound by
this order until the seller delivers any of the items or renders any of the services ordered No contract shall exist except as hereinabove provided No
agreement or understanding to modify this oontract shall be binding upon the City of Escondido unless agreed to in writing by the City of Escondido's
authorized representative This contract shall be construed under the laws of the State of California, The invalidity in whole or in part of any provision
hereof shall not affect the validity of any other provision,
2. CHANGES
The City of Escondido reserves the right at any time to make changes in the specifications, samples or other descriptions to which items ordered are to
conform. In such an event an equitable adjustment will be made in price and/or performance that is mutually satisfactory Changes shall not be binding
upon the City of Escondido unless evidenced by a purchase order change,
3. SPECIFICATIONS AND INSPECTIONS
All specifications, drawings and other data submitted herewith are hereby incorporated herein and made a part hereof. All items shall be subject to
inspection at all times and places including the period of manufacture. The City of Escondido reserves the right to reject which do not conform to
specifications, drawings or other data. If rejected after delivery, items will be returned to seller at seller's risk and expense. Payment for any item or
sen/ice shall not be deemed acceptance thereof
4 EXTRAS
No charges will be allowed for taxes, transportation, packaging, packing or returnable containers or pallets unless othenwise agreed. Any tax to be paid
by the City of Escondido must be itemized hereon and on invoices. Shipment must be packaged so as to permit efficient handling and provide adequate
protection. Damage resulting from improper packaging will be charged to the seller,
5 DELIVERY
If delivery of items or rendering of services is not accomplished at the time or times indicated in this order or promised by seller, the City of Escondido
reserves the right, without liability, and in addition to its other rights and remedies to terminate this order by notice effective immediately upon receipt by
the seller or as othenwise stated hereon. The City of Escondido reserves the right without liability to purchase goods and services for those not
delivered and to charge the seller with any loss incurred. No provision of this order for the delivery or rendering of goods and services in installments
shall be construed as making the seller's obligations severable. Shipments sent CCD. without the City of Escondido's express written consent will not
be accepted and will be at seller's risk. Notwithstanding the foregoing, neither party shall be liable for damages for any delay arising out of cause
beyond its reasonable control and without its fault or negligence, including but not limited to. acts of God, acts of the other party, acts of civic or military
authonty. labor disputes fire, riots, war. embargoes, epidemics, floods, or other unusually severe weather, or shortages of power. Seller shall notify the
City of Escondido forthwith upon learning of any event which may result in any delay,
6, PROPERTY
Unless otherwise agreed in writing, all special tools, dies, templates, patterns and so forth and all drawings, designs, specifications and other property
furnished to the seller or made and paid for by the City of Escondido as a part of this order, shall become the property of the City of Escondido and shall
be subject to repossession and/or removal by the City of Escondido, When so instructed, the seller shall deliver such property to the City of Escondido
in good condition, ordinary, wear and tear expected,
7- LIABILITY
In no event shall either party's liability for any breach or alleged breach of this order by either party exceed the total extended pnce or prices shown
herein nor shall either party be liable for any special or consequential damages resulting from any such breach,
8 COMPLIANCE WITH LAWS
The seller certifies and represents that in the performance of this order it will comply with the provisions of all applicable federal, state, and local laws,
regulations, rules and order. Seller agrees to submit reports, certifications and other documents as required,
9, RESERVATION OF RIGHTS
No failure by either party to insist upon strict compliance by the other party with any of the terms, provisions or conditions of this order in any instance
shall be construed as a waiver or relinquishment by either party ofthe other party's right to insist upon strict compliance therewith in,
10 TERMINATION
The City of Escondido may terminate this order in whole or in part at any time upon the City's wntten notification to the seller (a) for any reason at the
convenience of the City of Escondido, (b) for any default by the seller involving the seller's failure to deliver the Items or render the services specified by
this order within the time designated herein, (c) in the event the seller becomes the subject of any proceeding under state or federal law for the relief of
debtors or otherwise become insolvent or bankrupt or makes assignment for the benefit of creditors. In the event of termination by the City of Escondido
due to the seller's default pursuant to (b) above, or any reason described in (c) above, the City of Escondido shall have no liability to the seller as a result
of such termination.
11 WARRANTY
By accepting this order seller hereby warrants that the items and services to be furnished hereunder will be in full confonnity with the City's
specifications, drawings and data, or seller's samples, and that items furnished hereunder will be fit for use intended by the City. Seller agrees that this
warranty shall survive acceptance of the items Said warranties shall be in addition to any warranties of additional scope given to the City by seller,
12, PATENTS
Seller undertakes and agrees to defend at seller's own expense, all suits, action, or proceedings in which the City of Escondido or the users of any of the
City's products are made defendants for actual or alleged infringement of any U.S, or foreign letters patent resulting from the use or sale of the items
purchased hereunder (except infringement, necessarily resulting from adherence to specifications or drawings, other than those of seller's design or
selection, originally submitted to seller by the City) and further agrees to pay and discharge any and all judgments or decrees which may be rendered in
any such suit, action or proceedings against such defendants therein,
13, HOLD HARMLESS
Seller agrees to indemnify, defend and save harmless the City of Escondido, its officers, agents, and employees from any and all loss, damage, liability.
cost or expense, however, same may be caused, that may arise during or be caused in any way by the performance of seller,
14 ANTI-ASSIGNMENT CLAUSE
All payments made pursuant to this contract are not assignable and shall only be made payable to seller.
FI/P0203-01 ^ . »
NOTICE TO BIDDERS
Date. December 11, 2013
BID NUMBER: 13-07, 2014 Combination Vacuum/Sewer Jet Truck
Notice IS hereby given that the City of Escondido, hereinafter referred to as "City," is
seeking bids for a combination vacuum/sewer jet truck to include bid price, excluding
applicable state and federal taxes, on the items listed on the enclosed bid form. Bid
price must include delivery/freight fee (free on board) to the City of Escondido,
California. Bidders shall sign and return one onginal bid plus one complete copy for the
City's Evaluation Team. All submitted bids and information attached will become public
record upon their delivery to the City. Bids shall be in a sealed envelope labeled
"Request for Bids #13-07, 2014 Combination Vacuum/Sewer Jet Truck" Bids
should be mailed or hand delivered to the City of Escondido, Purchasing Department,
201 N Broadway, Escondido, CA 92025, on or before the closing date and time. Any
bids received after the closing date and time will be returned unopened to the
bidder. Faxes will not be accepted. Bidders not submitting a bid packet should submit
the bid form indicating "No Bid" otherwise their name may be removed from the bidders
list.
Bid Closing Date: January 7,2014 Time: 2:00 p.m
Bid Closing Location: City of Escondido,
Purchasing Division,
Finance Conference Room
201 North Broadway
Escondido, CA 92025
Each bid shall be in accordance with specifications, instructions, and information
contained in this bid package. The City reserves the right to accept or reject any or all
bids for any reason it deems necessary and to waive defects or irregularities in any bid
at its sole discretion. This bid does not commit the City to award a contract or to pay
any costs incurred in the preparation of a response to this request.
Sincerely,
Blanca Wolf
Purchasing Supervisor