9.B.
City Council Meeting - FINAL
- Meeting Date:
- 05/17/2016
- From:
- Mark Richardson, Operations Manager
Information
TITLE:
Consideration and Approval of Sole Source Purchase: Purchase five (5) utility truck beds meeting the specifications for the Utilities Water Distribution and Wastewater Collection Sections.
RECOMMENDED ACTION:
Approve the purchase of five (5) heavy duty utility truck beds from Drake Equipment of Phoenix, Arizona for the amount $177,732 plus all applicable taxes.
Executive Summary:
City Council approved the replacement of 17 City owned diesel trucks, with new gas powered trucks at the May 11, 2015 council meeting item 9 D. Utility beds need to be equivalent to the existing units due to equipment and specialized functions. The approved vendor was unable to meet the requirements of the contract and agreed to allow the City to procure the utility beds outside of the original agreement. Drake Industries has designed a utility bed to meet the needs of the Water Services
Section and is the only manufacturer to meet our requirements therefore should be considered a sole source.
Section and is the only manufacturer to meet our requirements therefore should be considered a sole source.
Financial Impact:
The original PO 16-000784 City Council approved on 5/11/15 will be closed, and the remaining balance on the PO of $118,387 with additional funding of $59,345 will be used for this purchase. The budget funding of $177,732 for the purchase of the truck beds is in the Utility funds under accounts 202-08-303-1050-0-4401, 203-08-313-1130-0-4401, and 202-08-370-3177-0-4421.
Connection to Council Goal and/or Regional Plan:
3) 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:
Yes : May 19, 2015 Consent Item 9D. Council approved
Options and Alternatives:
Option 1.Award the contract to Drake equipment as a sole source bidder.
Option 2. Complete the vehicle trade, re-bid the utility bed, extend time without service vehicles.
Option 2. Complete the vehicle trade, re-bid the utility bed, extend time without service vehicles.
Background/History:
In FY 2016, each affected division initiated requisitions for the replacement vehicles. The utility service trucks required a heavy duty utility bed with additional reinforcing for the crane system. Original specifications were for the dealers to re-use the existing cranes, hydraulic pumps, and safety jack stands. After numerous discussions with the utility bed manufacturer selected by the auto dealer as part of his proposal, it was evident that they could not meet our requirements.
Key Considerations:
- The five cab & chassis have been received and are sitting without utility bodies.
- Water Services Section is limited in capabilities due to the lack of service trucks.
- One of the trucks replaces a vehicle that was totaled in FY2015.
- Existing vehicles (4) need to be traded back to the dealer per contract,
- Utility beds are specialized for Water Distribution and Wastewater Collection services.
- Drake Industries has designed a utility bed to meet the needs of the Water Services section and is the only manufacturer to meet our requirements therefore should be considered a sole source.
Expanded Financial Considerations:
The Utilities Division Water Services Section has been struggling with the loss of service vehicles, due to engine failure for the past two years. Crews are limited on capabilities based on the vehicles available. The beds need to be constructed with the proper reinforcement to withstand the long term work load. Additional items were added to the final proposal due to safety concerns ( emergency lighting, new safety stands for cranes, replace one old broken crane, New Hydraulic hoses, etc.) These items would need to be included at some point, when putting the vehicle in to service.
Community Benefits and Considerations:
Maintain a high level of service.
Community Involvement:
Inform