HomeMy WebLinkAboutAgenda Statement 1986/05/06 Item 26 COUNCIL AGENDA STATEMENT
Item 26
'/ Meeting Date 5/6/86
ITEM TITLE: Resolution fa v 7 Accepting bids, awarding contract and
appropriating additional funds for purchase of ucks
SUBMITTED BY: Director of Financea
Director of Public Works/City Engineer
REVIEWED BY: City Manager / (4/5ths Vote: Yes X No )
Bids were received and opened at 3:00 p.m. on April 4, 1986 for the purchase
of the following trucks:
ITEM QUANTITY DESCRIPTION DEPARTMENT
1 1 Cab and Chassis Fire
2 1 Cab and Chassis with Dump Body Public Works/Streets
3 1 Cab and Chassis with Aerial Lift Public Works/Traffic
4 1 Pick-Up Truck with Utility Body Public Works/Sewer
RECOMMENDATION:
ITEM 1 - Cab and Chassis
That Council award bid to Dion International
ITEM 2 - Cab and Chassis with dump body
That Council award bid to Allen GMC and appropriate $14,445 from the
unappropriated reserve of the Equipment Replacement Fund.
ITEM 3 - Cab and Chassis with aerial lift
That Council award bid to Allen GMC and appropriate $10,383 from
unappropriated General Fund Reserves.
ITEM 4 - Pick-Up Truck with Utility Body
That Council award bid to Pacific Beach Ford
BOARDS/COMMISSIONS RECOMMENDATION: Not applicable.
DISCUSSION:
BIDDER UNIT PRICE SALES TAX ALLOWANCE AMOUNT
Dion International $34,275.00 $2,056.50 -$800 $35.531.50
El Cajon
The vehicle bid meets specifications and is acceptable to the Director of
Public Safety. The vehicle is budgeted in the 1985-86 Equipment Replacement
Fund.
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Page 2, Item 26
Meeting Date 5/6/86
ITEM 2 - Cab and Chassis with Dump Body
BIDDER UNIT PRICE SALES TAX TRADE-IN ALLOWANCE TOTAL AMOUNT
Allen GMC $33,061 .00 $1 ,983.66 -$ 600 $34,444.66
Laguna Niguel
Condor Carriage $33,510.04 $2,010.60 -$ 600 $34,920.64
El Cajon
Dion International $34,145.00 $2,048.70 -$1 ,200 $34,993.70
El Cajon
DeAnza Chevrolet $37,830.25 $2,269.82 -$1 ,500 $38,600.07
Riverside
The low bid of Allen GMC meets specifications and is acceptable to the
Director of Public Works/City Engineer.
The amount budgeted in FY 1985-86 for replacement of this vehicle is $20,000.
The lowest bid, as indicated above, is $34,444.66. The reason for the
difference is that the specifications for the vehicle changed substantially
from the time of the original budget estimate (April , 1985) to the time that
the bid requests were made (March, 1986).
The original specifications contemplated a gasoline engine, manual
transmission, and a cab and chassis only (utilizing the existing dump body).
These items were revised for the following reasons:
1 . The Equipment Maintenance Division has experienced good success with
diesel engines and revised the specification to read diesel engine instead
of gasoline. Diesel engines have a longer life span and cost less to
maintain. An under the hood auxiliary compressor to operate off the
engine was specified also. This compressor is used for application of the
bituminous (oils) in street patching.
2. The trade-in 1972 Truck has a manual transmission that has required eight
repair orders on clutch problems totaling $1 ,209 during the life of the
truck. The truck is used in a "creeping" method as repairs are being made
on the streets and required heavy usage of the clutch. An automatic
transmission is better suited for this application and, therefore, a heavy
duty transmission was included in the specifications.
3. It was originally planned that the existing dump body would be placed on
the new cab and chassis when purchased. However, after being utilized on
two different cab and chassis already and considering its present poor
condition, it was determined that it should be replaced. Specifications
were written for a newer type dump body that is insulated. The insulation
will help keep the hot asphalt mix in a condition that will enable a
better application and less waste of cold material .
Page 3, Item 26
Meeting Date 5/6/86
In summary, although the revised specifications resulted in higher bids than
budgeted for, the long-term maintenance costs will be lower and the
effectiveness will be much greater than the current truck. Sufficient funds
are available in the Equipment Replacement Fund unappropriated reserve to
cover the additional $14,445.
ITEM 3 - Cab and Chassis with Aerial Lift
BIDDER UNIT PRICE SALES TAX TOTAL AMOUNT
Allen GMC $42,814.00 $2,568.84 $45,382.84
Laguna Niguel
DeAnza Chevrolet 45,488.00 2,729.28 48,217.28
Riverside
Dion International 45,965.00 2,757.90 48,722.90
El Cajon
Condor Carriage 48,126.85 2,887.61 51 ,014.46
El Cajon
California Truck Equip. 51 ,999.66 3,119.98 55,119.64
Downey
Bebco 52,670.00 3,160.20 55,830.20
El Cajon
As part of the Montgomery annexation budget, $35,000 was authorized for the
purchase of a second aerial lift for the maintenance of traffic signals and
street lights. This figure was based on the replacement cost of the City's
existing aerial lift. The lift has a working height of 27 feet.
Upon annexation of the new area, it was determined that the safety lights over
the traffic signals are five feet higher than the ones in Chula Vista. These
lights are 38.5 feet high. A lift with a working height of 40 feet is
required.
Currently, the Street Tree Maintenance Division lends an aerial lift, when
available, to Traffic Signal and Street Light Maintenance Division. Their
lifts have a 45-foot working height. However, the heavy workload of the Tree
Maintenance Division often precludes the lending of the aerial lift when
needed. As a consequence, some of the safety lights in the City are not
replaced as rapidly as staff would like.
Purchase of the aerial lift will enable the Traffic Signal and Street Light
Maintenance Division to repair these lights on a more timely and responsive
basis and reduce the City' s liability exposure.
Page 4, Item 26
Meeting Date 5/6/86
An additional $10,383.00 appropriation is needed from the unappropriated
General Fund Reserves for the purchase. This appropriation will be considered
as part of the Montgomery supplemental budget.
ITEM 4 - Pick-Up Truck with Utility Body
TRADE-IN
BIDDER UNIT PRICE SALES TAX ALLOWANCE TOTAL AMOUNT
Pacific Beach Ford $9,778.00 $586.68 -$1 ,500 $8,864.68
San Diego
DeAnza Chevrolet 9,783. 70 587.02 -$1 ,200 9,170.72
Riverside
Bebco 9,808.00 588.48 -$1 ,000 9,396.48
El Cajon
Pearson Ford 10,256.00 615.36 -$1 ,000 9,871 .36
San Diego
Allen GMC 10,410.00 624.60 -$ 300 10,734.60
Laguna Niguel
Condor Carriage 10,465.69 627.94 -$ 300 10,793.63
El Cajon
The low bid of Pacific Beach Ford meets specifications and is acceptable to
the Director of Public Works/City Engineer. The vehicle is budgeted in the
1985-86 Equipment Replacement Fund.
FISCAL IMPACT:
On Item 2, the FY 1985-86 budget provides $20,000 in the Equipment Replacement
Fund for purchase of the Cab and Chassis with dump body. Additional funds in
the amount of $14,445 need to be appropriated from the unappropriated reserves
of the Equipment Replacement Fund for a total purchase of $34,445. So far in
FY 1985-86, the Equipment Replacement Fund has received almost $24,000 in
revenue from the sale of replaced equipment and vehicles. These are the
monies that would be used for the additional $14,445 appropriation.
On Item 3, the FY 1985-86 budget provides $35,000 in Account No. 100-1431-5565
for the purchase of the one Cab and Chassis with aerial lift. Funds need to
be appropriated from the unappropriated General Fund Reserve in the amount of
$10,383 to Account No. 100-1431-5565 for a total of $45,383 for the purchase.
Page 5, Item 26
Meeting Date 5/6/86
Funds are available for the purchase of the trucks as follows:
ADDITIONAL
BUDGETED APPROPRIATION
ITEM ACCOUNT NO. AMOUNT FY 1985-86 RECOMMENDED
1 705-7050-5565 $35,531 .50 $40,000.00 0
2 705-7050-5565 34,444.66 20,000.00 14,445 (Equip.
Replace. Fund)
3 100-1431-5565 45,383.00 35,000.00 10,383 (General
Fund)
4 705-7050-5565 8,864.68 11 ,660.00 0
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by ¶is Cit'y� (�--.1:'Il of
Chula Vista, C.:;;i�,i; a
Dated 5 ,6. "(6
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