9.B.
City Council Meeting - DRAFT
- Meeting Date:
- 05/19/2015
- Co-Submitter:
- Steve Bergeron, Landfill Manager
- From:
- Matthew Morales, Project Manager
Information
TITLE:
Consideration and Approval of Purchase: Cinder Lake Landfill-GPS Unit for Heavy Equipment (Approve proposal submitted by RDO Integrated Controls in the amount of $66,657.11).
RECOMMENDED ACTION:
-
Approve the proposal from RDO Integrated Controls for $66,657.11 as a sole source procurement.
Executive Summary:
Global Positioning Systems (GPS) provide real-time tracking capabilities for heavy equipment operators and their supervisors. This unit would be installed on the future landfill dozer.
Financial Impact:
The GPS provides landfill staff with real-time ability to manage and measure productivity with regard to the following: compaction, fuel consumption, and other operational efficiencies. Budget appropriation is available in account 211-06-165-0631-0-4433.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Address key issues and processes related to the implementation of the Regional Plan
REGIONAL PLAN:
PF.2-Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Address key issues and processes related to the implementation of the Regional Plan
REGIONAL PLAN:
PF.2-Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Has There Been Previous Council Decision on This:
No Council decision has been made on this item.
Options and Alternatives:
Option 1-Approve the proposal from RDO Integrated Controls
Option 2-Not approve the proposal from RDO Integrated Controls
Option 3-Direct staff to conduct a formal competitive process
Option 2-Not approve the proposal from RDO Integrated Controls
Option 3-Direct staff to conduct a formal competitive process
Background/History:
Over the past ten years, the solid waste industry has been transformed by the use of GPS technology. In 2012, Cinder Lake Landfill acquired a new landfill compactor; a GPS unit was purchased as a bid option under the original contract. Subsequently the City purchased GPS hardware and software through RDO Integrated Controls (RDO). The existing maintenance agreement with RDO includes customer phone support, software support, and training.
Key Considerations:
RDO is supported by Carlson (hardware and software). RDO is the only registered North American dealer for Carlson equipment in the western United States. Staff considered inviting bids from other vendors. However the addition of different hardware would require additional maintenance agreements with different vendors on the same equipment and different companies do not integrate due to proprietary nature of the industry. Therefore, staff is proposing that the equipment be purchased under a sole-source contract.
Expanded Financial Considerations:
In 2012 the City paid $97k for the original GPS machine control unit. The current quote for GPS machine control equipment (including hardware and software) is almost $67k (see attached quote from RDO Integrated Controls).
The GPS system was not budgeted for this fiscal year. However, staff is proposing to use funds from a capital improvement project that has been cancelled ($150,000 for an overhead crane at the landfill maintenance building). The overhead crane will be re-considered when adequate power supply (3 phase power) becomes available at the facility. The budgeted money is in line item 211-06-165-0631-0-4433 (Improvements to Land).
The GPS system was not budgeted for this fiscal year. However, staff is proposing to use funds from a capital improvement project that has been cancelled ($150,000 for an overhead crane at the landfill maintenance building). The overhead crane will be re-considered when adequate power supply (3 phase power) becomes available at the facility. The budgeted money is in line item 211-06-165-0631-0-4433 (Improvements to Land).
Expanded Options and Alternatives:
Option 1-Approve the proposal from RDO Integrated Controls
Option 2-Not approve the proposal from RDO Integrated Controls
Option 3-Direct staff to conduct a formal competitive process
Option 2-Not approve the proposal from RDO Integrated Controls
Option 3-Direct staff to conduct a formal competitive process