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Home My WebLink AboutCC AG PKT 2013-05-13 #I AGENDA STAFF REPORT 4 DATE: May 13, 2013 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby, P.E., Assistant City Manager/Public Works SUBJECT: FISCAL YEAR 2012-13 FLEET REPLACEMENT - PHASE 2 SUMMARY OF REQUEST: It is requested that the City Council adopt Resolution No. 6373: 1. Authorizing the City Manager to purchase replacement equipment for the City's fleet as follows: • Beach sand sanitizer from Kassbohrer All-Terrain Vehicles, Inc., in the amount of$62,588; • Parking lot sweeper from Tenant Sales and Service Company in the amount of$66,101.26; • Pier scrubber/sweeper from Tenant Sales and Service Company in the amount of$72,670.96; and • Trailer-mounted pressure washer from PSI in the amount of $11,684.52. 2. Approving Budget Modification No. 13-10-01 in the amount of $214,000 in additional funds for the purchase of replacement equipment. BACKGROUND AND ANALYSIS: On June 11, 2012, the City Council adopted the 2012 Fleet Management Plan and directed staff to implement the recommendations contained therein. Within that Fleet Management Plan, a scoring system was developed that identified when it is most cost efficient to replace vehicles within the fleet. On February 25, 2013, the City Council approved the purchase of 13 replacement vehicles and equipment as part of the Fiscal Year 2012-13 Fleet Replacement Phase 1 Program. At that time, there were 4 additional pieces of equipment which scored high enough to warrant replacement. Those replacements were not brought forward at that time as an evaluation was underway to find the most appropriate replacement equipment. Three of those pieces of equipment are being brought forward at this time. They include: a sweeper for the beach parking lots, a sand sanitizer to clean the Agenda Item I beach, and pressure washer. The existing equipment being used is of a sufficient age that new equipment had to be tested for performance and compatibility with the City's tractors and support equipment. In addition to the 3 pieces of equipment, there have been numerous requests to improve the cleanliness of the pier. Historically, the City washed down the pier on a weekly basis. However, nearly 10 years ago the Regional Water Quality Control Board (State of California) banned washing a pier unless all of the water could be captured and not enter into the ocean. A sweeper/scrubber has been identified and tested that can clean the surface of the pier while meeting environmental requirements to vacuum the debris and water. The minimum score for vehicle and equipment replacement is 23 points. A scoring summary of the recommended 4 purchases is as follows: Adopted Purchase Dept. Description Year Replacement Age Price Score Interval Public Tenant Sweeper 1995 12 18 $66,101.26 31 Works Public Tenant Sweeper/Scrubber N/A N/A N/A $72,670.96 N/A Works Public Rockland Beach King 1999 12 14 $62,588 28 Works Sand Sanitizer Public PSI Supra-Hot Pressure 1990 12 23 $11,684.52 37 W orks Washer Pier Sweeper/Scrubber Equipment options for a sweeper/scrubber unit offered by various manufacturers were evaluated. Given the restrictive nature of current water quality regulations, it was determined that a combination sweeper/scrubber with a vacuum system would allow for the pier to be effectively cleaned on a regular basis while complying with water quality regulations. A sweeper/scrubber combo unit that will meet the City's needs for use on the pier has been identified and tested on the pier with excellent results. The City does not currently own a similar piece of equipment and as such, will become a new addition to the City's fleet. Tenant Sales and Service Company manufacturers the unit that was tested for this purpose on the pier. Parking Lot Sweeper The City's existing pavement sweeper has been in service for 18 years and its motor has been rebuilt twice. Accordingly, this sweeper has exceeded its useful service life. Given the extended service life of this sweeper and the manufacturer's reputation for fabricating quality equipment, staff evaluated the new generation sweepers of the same manufacturer (Tenant Sales and Service Company) as a potential replacement for the City's existing sweeper. Staff was able to field test a new parking lot sweeper which worked very well for its intended application. This sweeper can also be placed on a trailer and towed to other locations for use around the City as needed. Tenant Sales and Service Page 2 Company manufactures and sells its own equipment direct to end-users rather than using a network of area sales representatives. Sand Sanitizer This piece of equipment is used to scarify, clean, and groom the beach and is typically used twice per week during the fall and winter, and 4 times per week during the summer months. The City's existing sanitizer is 14 years old and has exceeded its useful service life. For the past several months, staff has been testing and evaluating the new generation beach sand sanitizer and it has performed very well. The new technology allows the beach to be cleaned more proficiently in less time. The new sanitizer is shorter in length allowing for more maneuverability and includes a dust control system as well. The dust control will not only prevent sand from blowing into the homes, but keep this valuable asset on the beach. This machine also makes less noise than the City's existing sanitizer which will help reduce noise complaints from the public as it is typically only used during the early morning hours. Replacing the City's existing sanitizer with the same brand was considered, but is not recommended since the replacement model has a longer wheelbase (less maneuverability), and has a higher cost ($20,000 more than the unit proposed to be purchased). In addition, the size of this particular sanitizer does not allow for it to be stored in the garage while attached to the tractor, which impacts employee productivity. The BeachTech sand sanitizer is also manufactured and sold direct to end-users by the manufacturer as opposed to utilizing area sales representatives. Pressure Washer The City's existing trailer-mounted pressure washer is 23 years old and has outlived its useful service life. This pressure washer is used for cleaning of graffiti throughout the City. The compressor motor recently failed and the unit has been removed from service. The pressure washer performed well and was in service for almost double its useful service life. Since this particular unit has performed so well, it is recommended that it be replaced with the same model. This piece of equipment is also sold direct from the manufacturer; however, its cost is comparable to similar pressure washing units. The final recommended vehicle for replacement in the Fleet Management Plan that scored high enough to warrant replacement is a sewer vacuum truck. The replacement of this vehicle will be proposed within the FY 13/14 budget and will be funded by the Sewer Enterprise Fund and not impact the Vehicle Replacement Fund. As recommended in the Fleet Management Plan, the entire fleet will be evaluated and scored annually. The vehicles/equipment with scores high enough to warrant replacement will be listed in the annual budget document. Procurement Process The City's purchasing and contract policies are defined within the City's Municipal Code and Charter. The cost for goods or services to be purchased dictates how they are procured. In the past, the City has purchased vehicles Page 3 through statewide bids as well as solicited bids from local dealers. The City's purchasing and contract policies also allow for sole-source purchases if the goods or services to be purchased are only available through one vendor. All of the equipment noted above is sold direct by the manufacturers and as such, are only available through one source. In addition, this equipment was not available for purchase through statewide bids. The equipment being replaced will be sent to auction and the proceeds will be deposited in the Vehicle Replacement Fund. ENVIRONMENTAL IMPACT: There is no environmental impact associated with the purchase of replacement equipment for the City's fleet. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: The total cost for the proposed purchases is $213,044.74. Budget Modification No. 13-10-01 in the amount of $214,000 is recommended to provide sufficient funds to replace the equipment noted above. The list of the expenditures for FY 12/13: • Vehicle Replacement Fund Cash Balance as of 7/1/12 $1,895,100 • Garage Improvement Project (BG1207) ($ 100,000) • Right Drive Jeep Wranglers ($ 60,000) • Fleet Purchase (Phase 1) ($ 442,641) • Fleet Purchase (Phase 11) ($ 213,045) • Annual Contribution to Vehicle Replacement Fund $ 310,000 Estimated Vehicle Replacement Fund Cash Balance as of 6/30/13 $1,389,414 The expenditures per funding source for FY 12/13 purchases: • Vehicle Replacement Fund (Account 021-980-48075) $815,686 • Water Operations (Account 017-900-48075) $55,732 • Sewer Operations(Account 043-980-48075) $54,436 The budget modification (13-10-01) funding: • Vehicle Replacement Fund (Account 021-980-48075) $102,878 • Water Operations (Account 017-900-48075) $55,732 • Sewer Operations(Account 043-980-48075) $54,436 Page 4 RECOMMENDATION: It is recommended that the City Council adopt Resolution No. 6373: 1. Authorizing the City Manager to purchase replacement equipment for the City's fleet as follows: • Beach sand sanitizer from Kassbohrer All-Terrain Vehicles, Inc., in the amount of$62,588; • Parking lot sweeper from Tenant Sales and Service Company in the amount of$66,101.26; • Pier scrubber/sweeper from Tenant Sales and Service Company in the amount of $72,670.96; and • Trailer-mounted pressure washer from PSI in the amount of $11,684.52. 2. Approving Budget Modification No. 13-10-01 in the amount of $214,000 in additional funds for the purchase of replacement equipment. SUBMITTED BY: NOTED AND APPROVED: Sean P. Crumby, P.E. Jil Ingram, Citf Ma ager Assistant City Manager/Public Works Prepared by: Luis Estevez, Deputy Director of Public Works, Maintenance & Utilities Attachment: A. Resolution No. 6373 Page 5 RESOLUTION NUMBER 6373 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING THE PURCHASE OF REPLACEMENT EQUIPMENT FOR THE CITY'S FLEET, BUDGET MODIFICATION 13-10-01 IN THE AMOUNT OF $214,000, AND THE SURPLUSING OF EXISTING EQUIPMENT FOR FISCAL YEAR 2012-13 WHEREAS, the City Council adapted the 2012 Fleet Management Plan on June 12,2012; and WHEREAS, the Fleet Management Plan established a vehicle and equipment replacement schedule and scoring methodology to evaluate the condition of vehicles and equipment requiring replacement; and WHEREAS, 28 vehicles were evaluated and 17 were determined to require replacement. NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE: Section 1. The City Council hereby approves the purchase of 4 replacement pieces of equipment for a total cost of$214,000. Section 2. The City Council hereby authorizes the City Manager to approve purchase orders for the replacement equipment. Section 3. The City Council hereby authorizes the City Manager to surplus existing equipment. Section 4. The Council hereby approves Budget Modification No. 13-10-01 and directs the Director of Finance to modify the Fiscal Year 2012/2013 budget. PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 13th day of May, 2013 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6373 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 13th day of May 2013. City Clerk