05 Staff Report - Equipment Purchase~owH of MEETING DATE: 1/18/05
ITEM NO. S~
F, COUNCIL AGENDA REPORT
~~3 ~G At~s
DATE: JANUARY 13, 2005
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: EQUIPMENT PURCHASE
ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
EXECUTE AN AGREEMENT WITH MUNICIPAL MAINTENANCE
EQUIPMENT FOR THE PURCHASE OF ONE NEW 2005 SCHWARZE
A9000 STREET SWEEPER IN THE AMOUNT OF $145,921.00 FROM THE
EQUIPMENT REPLACEMENT FUND.
RECOMMENDATION:
Adopt resolution authorizing the Town Manager to execute an agreement with Municipal
Maintenance Equipment (MME) for the purchase of one new 2005 Schwarze A9000 Street Sweeper
in the amount of $145,921.00 from the Equipment Replacement Fund.
BACKGROUND:
The current street sweeper that is used by the Town is over seven (7) years old with 100,000 miles
and 9000 hours on the auxiliary engine. The average life span for a new street sweeper ranges from
five (5) to seven (7) years based on the environment the machine is exposed to on a daily basis. The
unit serves as the front line piece of equipment sweeping Town streets, and specific locations in the
City of Monte Sereno, which is reimbursed on a quarterly basis. This sweeper shows signs of
extensive wear to major components and will need major overhaul for it to continue to be used
regularly. Staff has reviewed repair records and recommends replacement based on the prohibitive
costs associated with making the necessary repairs to the sweeper to ensure uninterrupted sweeping
services on a daily basis.
PREPARED BY: OHN E. CURTIS
Airector of Parks and Public Works
Reviewed by: Assistant Town Manager Town Attorney Clerk Administrator
Finance Community Development Revised: 1/13/05 10:29 am
Reformatted: 5/30/02 N:\B&E\COUNCIL REPORTS\street.sweeper.1-18-05.wpd
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
EXECUTE AN AGREEMENT WITH MUNICIPAL MAINTENANCE
EQUIPMENT FOR THE PURCHASE OF ONE NEW 2005 SCHWARZE A9000
STREET SWEEPER IN THE AMOUNT OF $145,921.00 FROM THE
EQUIPMENT REPLACEMENT FUND 9601-5842.
JANUARY 13, 2005
DISCUSSION:
As a prelude to considering replacement to the current sweeper, staff researched the concept of
contract sweeping and determined that it would not be cost effective for the Town to proceed with
that approach.
The difficulties with contract sweeping are many fold: the cost can be on the order of $1,000 per day
versus the estimated cost of operating an owned vehicle at $250 per day. With contracting, any
changes in the work, which are endemic to sweeping, will become extras in a contract agreement.
This limits flexibility in the use of sweepers. Contract sweepers are generally kept and maintained
off site and are not available on short notice as needed, such as on the Friday night after the Auto
Mall explosion, where crews used the Town's sweeper to clean up the glass and debris on Los Gatos
Boulevard. This is more generally true when crews are on storm patrol.
The lease option also has inherent difficulties. Firstly, there is an interest charged by the lessor. This
can be "written off' at tax time by private leasers, but not by a public entity. The leasing term for a
sweeper is usually four years, the time during which the lessor expects to recover his full costs. The
Town uses a seven year life for sweepers, which more closely matches the true life cycle for
sweepers. If the Town did not have a sinking fund to purchase a sweeper at the end of the
equipment's life cycle, leasing could be an available option. However, the Town does have an
equipment, and vehicle sinking fund and this makes leasing an unattractive option.
In July 2004, staff contacted three equipment suppliers GCS Western Power, MME, and Ricker
Machinery requesting demonstrations of their respective products. The intent of the demonstration
process was to evaluate equipment efficiency, capacity, and operator friendliness.
Parks and Public works staff operated each piece of equipment in various conditions and concluded
that each sweeper performed satisfactorily. In addition to the demonstration process, the
department's Administrative Analyst conducted an equipment operators satisfaction survey with
about a dozen staff who had participated in the sweeper demonstration process. The intent of the
survey was to identify specific equipment needs of the department including capacity, truck chassis
configuration, operator visibility, and ease of maintenance service to major components. The street
sweeper has two main components: the truck chassis and the sweeper body. The survey results
indicated staff preference toward the conventional chassis but have no preference on the type of
sweeper body for operations and maintenance.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
EXECUTE AN AGREEMENT WITH MUNICIPAL MAINTENANCE
EQUIPMENT FOR THE PURCHASE OF ONE NEW 2005 SCHWARZE A9000
STREET SWEEPER IN THE AMOUNT OF $145,921.00 FROM THE
EQUIPMENT REPLACEMENT FUND #601-5842.
JANUARY 13, 2005
With the internal survey results, staff prepared a request for proposals and solicited quotations from
all three equipment suppliers. Vendors were required to submit a proposal based on their most
recent award of equipment to a local agency, as Town Code Section 2.50.130 provides for the
purchase of equipment without competitive bidding when the purchase is made through a county or
other public agency contract. The following table is a summary of the three bids received, and each
equipment's cubic yard capacity and cost per cubic yard:
Vendor Bid Price Cubic Yards Cost Per Cubic Yards
GCS Western Power
$128,659.46
7
$18,379.92
Ricker Machinery
$135,938.08
8
$16,992.26
MME
$145,921.00
9
$16,213.44
The above table indicates the cost per cubic yard decreases as the machine's capacity increases.
The sweeper offered by MME provides a three (3) cubic yard gain in volume over and above the low
bidder GCS Western Power and Equipment, consistent in capacity size and model with the current
unit operated by the Town's maintenance division.
An increased capacity from a larger sweeper will improve the Town's daily efficiency in sweeper
operations: the increased capacity is estimated to decrease travel time to off-load materials at an
average of 2.5 hours per day, and consequently increase the daily amount of roadway to be swept.
Additionally, during the review process, staff identified a need to improve efficiency through the
reduction in travel times associated with dumping materials throughout the day.
Purchasing a larger capacity sweeper is consistent with these findings. Due to these various issues,
the low bid concept for comparing the cost per cubic yard of capacity does meet the purchasing
policy of the Town and the Town's street sweeping needs.
By purchasing the larger capacity sweeper, staff is maximizing the operational efficiency for
sweeping. This will translate into better sweeping, better response to unique circumstances such as
storm patrol and problems that result from parking in areas to be swept. By enabling more time
during the work day for sweeping versus dumping, the larger capacity sweeper will enable these
efficiencies to be improved. The larger capacity machine meets the other tests it was subjected to,
including operator satisfaction, maneuverability, servicing issues, and quality of the sweeping.
Further, the cost per cubic yard of capacity is lower than the other sweepers that were tested.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION AUTHORIZING THE TOWN MANAGER TO
EXECUTE AN AGREEMENT WITH MUNICIPAL MAINTENANCE
EQUIPMENT FOR THE PURCHASE OF ONE NEW 2005 SCHWARZE A9000
STREET SWEEPER IN THE AMOUNT OF $145,921.00 FROM THE
EQUIPMENT REPLACEMENT FUND #601-5842.
JANUARY 13, 2005
CONCLUSION:
Staff recommends the purchase of the 2005 Schwarze
A9000 Street Sweeper from Municipal Maintenance
Equipment based on total cost per cubic yard and
enhanced efficiency. The purchase price of this sweeper is
based on a competitive bid through the City of Fremont.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
The 2004/05 Operating Budget provides for the purchase of one new Street Sweeper assigned to the
Parks and Public Works Department (Equipment Replacement Fund 6601-77220). The Equipment
Replacement list is developed yearly'as part of the Operating Budget. Equipment replacement is
based on cost per mile including age and overall condition of the unit being recommended for
replacement. The current sweeper can serve as a backup to augment daily sweeping operations
during the heavy leaf season and winter storm cleanup operations. There are sufficient funds in the
adopted FY 2004/05 Equipment Replacement Fund budget to purchase a new, replacement sweeper.
Attaclunent:
Resolution authorizing approval of agreement (Exhibit A) with MME.
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER
TO EXECUTE AN AGREEMENT WITH
MUNICIPAL MAINTENANCE EQUIPMENT (MME)
FOR THE PURCHASE OF
ONE NEW 2005 SCHWARZE A9000 STREET SWEEPER
IN THE AMOUNT OF $145,921.00
WHEREAS, The 2004/05 Operating Budget provides for the purchase of one new Street
Sweeper assigned to the Parks and Public Works Department; and
WHEREAS, Town Code Section 2.50.130 provides for the purchase of equipment without
competitive bidding when the purchase is made through a county or other public agency contract;
and
WHEREAS, staff recommends the purchase of the 2005 Schwarze A9000 Street Sweeper
from Municipal Maintenance Equipment (MME) and
WHEREAS, staff prepared a request for proposal and solicited quotations from three
equipment suppliers; and
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Los
Gatos, County of Santa Clara, State of California, that (MME) is declared to be the satisfactory
vendor for the purchase of the 2005 Schwarze A9000 Street Sweeper; and
BE IT FURTHER RESOLVED that the Town Manager is hereby authorized and directed
to execute an agreement (Attached as Exhibit A) for the purchase of the Street Sweeper on behalf
of the Town in the amount of $145,921.00.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 18th day of January, 2005, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS/
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
AGREEMENT BETWEEN THE TOWN OF LOS GATOS AND
MUNICIPAL MAINTENANCE EQUIPMENT (MME)
FOR THE PURCHASE OF A 2005 SCHWARZE A9000 STREET SWEEPER
THIS AGREEMENT is made and entered into in the Town of Los Gatos, County of Santa
Clara, State of California, by and between the TOWN OF LOS GATOS, a municipal corporation
[hereinafter Town], and Municipal Maintenance Equipment [hereinafter Vendor], as ofthe
day January, 2005.
RECITALS
(A) Quotations were sought by the Town for the purchase described in this Agreement,
and Vendor was found to be a responsible supplier for this purchase.
(B) Vendor represents that it is a qualified and competent supplier of the items to be
purchased under this Agreement.
IT IS AGREED AS FOLLOWS:
i. Supplies and Terms. Vendor hereby agrees to deliver to the Town of Los
Gatos Parks and Public Works Department at 41 Miles Avenue, Los Gatos,
CA 95030 the items and materials described in Exhibit A hereto. The terms
and conditions are as follows:
(1) Price. Town shall pay Vendor the amounts defined in Exhibit A,
F.O.B., and which include sales tax and delivery charges. Payment
shall be net 30 days from delivery.
(2) Delivery. The delivery of the items and materials shall be no later
than May 31, 2005. Delivery shall be made between 7:00 a.m. and
3:30 p.m. on weekdays that are not Town holidays.
2. Time of the Essence. Prompt delivery of the items and materials is essential to this
Agreement.
3. Equal Employment Opportunity. Vendor warrants that it is an Equal Opportunity
Employer and shall comply with applicable regulations regarding equal employment opportunity.
Vendor shall not discriminate in the employment of any person because of race, color, national
origin, ancestry, mental or physical disability, medical condition, marital status, sex, age, or sexual
preference, unless based upon a bona fide occupational qualification pursuant to the California Fair
Employment and Housing Act.
4. Notices. All notices to be given with respect to this Agreement shall be addressed
as follows:
Exhibit A
To Town: To Vendor:
Town of Los Gatos Municipal Maintenance Equipment
Parks and Public Works Department 2360 Harvard Street
41 Miles Avenue Sacramento, CA 95815
Los Gatos, CA 9503021 ATT: Bob Egli
5. Waivers. Waiver of a breach or default under this Agreement shall not constitute a
continuing waiver or a waiver of a subsequent breach of the same or any other provision of the
Agreement.
6. Modifications. No modification, waiver, termination, or amendment to this
Agreement is effective unless made in writing signed by the Town and the Vendor.
7. Severability. If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
8. Entire Agreement. This Agreement sets forth the entire understanding between the
parties.
Contractor shall supply equipment per Town's Request for Proposal Dated December 2, 2004
referenced in Exhibit A.
IN WITNESS WHEREOF, the Town and the Vendor have executed this Agreement on the
date above written.
Town of Los Gatos, by:
Debra J. Figone, Town Manager
Municipal Maintenance Equipment
Signature
Recommend by:
John E. Curtis
Director of Parks and Public Works
Print Name
Approved as to form:
Orry P. Korb, Town Attorney
Attest:
Town of Los Gatos, Los Gatos, California
Marlyn Rasmussen, Clerk Administrator
M ME
Municipal Maintenance Equipment
2360 Harvard Street • Sacramento, CA 95815 - (916) 922-1 101 • Fax: (916) 922-1034
1061 N, Shepard Street, Unit E • Anaheim, CA 92806 • (714) 632-2871 • Fax: (714) 632-2874
December 27, 2004
Town of Los Gatos
Parks and Public Works
41 miles Ave
Los Gatos, CA 95030
Attention: Steve Regan
We are pleased to provide the following information to the Town of Los Gatos for the
purchase of the Schwarze A9000 9.6 cubic yard capacity or Schwarze A7000 8.4 cubic
yard capacity Regenerative Air Power Sweeper.
Per our recent meeting and in field demonstration, the Town of Los Gatos has determined
the need for specific equipment to meet operational requirements for the Town of Los
Gatos.
I have attached a copy of a recent bid and purchase order Number 24758 dated 6/24/2004
from the City of Fremont for (2) Schwarze A9000 Street Sweepers for your review. The
City of Fremont bid price was $132,794.00 each plus sales tax.
The Town of Los Gatos may wish to purchase an additional Schwarze A9000 or A7000
utilizing a cooperative purchase with the City of Fremont. The Town of Los Gatos
specified options for the sweeper and chassis will be added to the proposal and any
options, which were in the City of Fremont specifications but not required by the Town
of Los Gatos will be removed.
Thank you for your interest in this fine product. We appreciate the opportunity to offer
the Schwarze A9000 and A7000 Street Sweepers for your review. Should you have any
questions or need additional information, please call.
Sincerely,
Municipal Maintenance Equipment, Inc.
i
Bob Egli
Vice president
"Customer Satisfaction is Our Goal" Exhibit A
Town of Los Gatos
Page 2
The price for the proposed cooperative purchase utilizing the City of Fremont Bid per
their Purchase Order Number 24758 dated 6/24/2004 plus the deleted and added options
to meet The Town of Los Gatos requirements will be as follows.
One (1) 2005 Schwarze A9000 mounted on a 2005 Freightliner M2 Chassis per the Town
of Los Gatos specifications.
Unit Price
Sales Tax 8.25%
Total delivered price
$138,300.00
11,409.75
$149,709.75
One (1) 2005 Schwarze A7000 mounted on a 2005 Freightliner M2 Chassis per the Town
of Los Gatos specifications.
Unit Price $130,580.00
Sales Tax 8.25% 10.772.85
Total delivered price $141,352.85
In order to meet Town of Los Gatos chassis engine specification requirements (225 HP),
we have included in our bid pricing a CAT C7 230 HP chassis engine and Allison 3000
RDS Transmission. The CAT C7 230 HP engine exceeds the torque rating of the Allison
2000 transmission specified.
If a CAT C7 210 HP chassis engine with Allison 2500 RDS is acceptable in lieu of
the 230 HP engine with Allison 3000 RDS please deduct $3,500.00 from unit price.
Please see attached clarifications page to Town of Los Gatos specification requirements
Delivery 90-120 days A.R.O.
F.O.B. Los Gatos, CA.
Price includes training
Municipal Maintenance Equipment will provide registration and exempt vehicle license
plates
Sincerely,
Municipal Maintenance Equipment, Inc.
Bob Egli
Vice President
MME
Town of Los Gatos Chassis/Sweeper Specifications with
Clarifications
Sweeper Specifications
1. John Deere Power Unit Shall be Rated at 115 Horse Power, Turbo
Charged, Tier Two Compliant, with Fuel Water Separator and Sound Attenuated
2. Power Unit shall be Equipped with High/Low Engine Oil Shut Down Includes low
coolant level shutdown
3. Throttle Control for rear Engine shall be Linear Actuated
4. Debris Body Minimum 7.3 Cubic Yards Capacity A9000 9.6 cubic yards / A7000 8.4
cubic yards
5. Body White Powdered Coated or Emron
6. Dump Configuration Either Raker Bar or Standard Dump Is Acceptable
7. Amber Strobe Mounted Top Rear of Body With Limb Guard
8. LED Arrow Stick Mounted on Rear Door with Cab Controls (Federal Signal or
Whelen, Dealer Specific Model) Whelen Model TAL 85
9. Two Rear Work Lights shall be on the ~ atside of the Rear Door
10. Body Wash Deluge System
11. Hopper Interior Shall be Coated with an Anti-Wear/Anti-Seize Coating or Polly lined
12. In Cab Hopper Dump
13. Blower Housing shall be Sound attenuated
14. Water Pump shall be Either Cat 290 or Electric Motor Driven Roller Type
15. Minimum Water Capacity shall be 220 Gallons 250 Gallon Capacity
16. High output Water System
17. Standard Pickup Head with No Broom Heavy Duty Carbide Runners Warranted for
Two Years
MME
18. Sweeper shall Have Sweeps in Reverse and Automatic Resume Option
19. Gutter Brooms shall Have in Cab Adjustments for Down Pressure and Tilt In-cab
adjustment for down pressure not available
20. Left and Right Gutter Broom Work Lights
21. Each Gutter Broom .shall Have Lateral Flexibility to Swing 15" Under the Chassis to
Scrub Heavy Debris
22. Center Deflector shall be Provided to Direct Debris thrown by the Gutter Brooms Into
the Path of the Pickup Head
23. Water System shall Incorporate a Front Spray Bar Mounted Under the Chassis Front
Bumper
24. Sweeper shall Have an Auxiliary Hand Hose with Extension Tubes for Cleaning
Remote Areas Mounted on the Sweeper Rear Door
25. Auxiliary Hand Hose Shall be Hydraulically Operated
26. Hand Hose Shall 8" in Diameter and Minimum of 10' long
27. Leaf Bleeder Door Electronically or Manually Actuated
28. Self Dumping Air Filter Separator
29. Tool Box
30. Sweeper Shall Be PM "10" Certified
31. All External Lights Shall be LED Type Wherever Possible
32. Colored Video camera, camera shall be mounted at the rear sweeper door, video
monitor shall be dash mounted in cab Safety Vision Color System with swivel bracket
for monitor
MME
Chassis Specifications
33~. CAT C7 225 HP Diesel Engine (Electronic) 230 HP
34. Allison 2000 Automatic Transmission (Electronic) Allison 3000 MS
35. 12,000 lb. Front Axle w/12,000 lb. Front Springs
36. 21,000 lb. Rear Axle, Two Speed
37. 23,000 Rear Flat Leaf Springs w/Helper Spring and Radius Leaf
38. Chicago Rawhide (Scot) Oil Wheel Seals - Front & Rear
39. Integral power assisted steeringw/cruise control, 19" steering wheel, dual gauges
18" steering wheel
40. Air Brake Dryer
41. Air Brakes, Cam Type, Q-Plus w/15.2 CFM Air Compressor - Air Tanks mounted between rails
13.2 CF M Vi air compressor
42. Anti-Lock Brake System, Automatic Slack Adjusters & Front Shock Absorbers
43. Adjustable, High Back Air Seats - Driver and Passenger (Bostrom Talladega)
44. Alternator - 130 Amp
45. AM/FM Stereo Radio with Weather band and Clock
46. (6) 11 Rx22.5 14 Ply Tubeless Radial Tires - Duals in Rear
47. (6) 10 Hole Disc Wheels - 22.5 x 8.2 5, Hub Piloted (Painted White)
48. Tinted Glass
49. Dome Light
50. External Grab Handles - Left & Right w/standard Interior Grab Handles
51. Mirrors - Western type
52. Electric Intermittent Windshield Wipers with Washers
MME
53. Dual Gauges: Voltmeter, Coolant Temperature, Oil Pressure, Tachometer, Hour Meter,
Transmission Temperature
54. Frame - 5/16" x3" x 10-1/8" Steel; 50,000 PSI; 12.501 SM; 625,000 RBM
55. 50 Gal. Fuel Tank
56. Air Conditioner
57. Freightliner installed Dual Steering w/Dual Gauge Package.
58. Color: White (N077OHN) N0006HN
59. Heated, electric adjustable break away mirrors
60. Vendor shall Provide Shortest Possible Turning Radius for Conventional Truck Chassis
MJML-KE