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CR 2004-069 Award Of Bid For Automated Refuse Truck , CITY OF ~ May 11, 2004 J-fOPK1NS Council Report 2004-069 . AWARD OF BID FOR AUTOMATED REFUSE TRUCK Proposed Action Staff recommends adoption of the following motions: "Motion awardinQ the cab and chassis portion of the bid to Allstate Peterbuilt for the purchase of a model 320 Peterbuilt Cab and Chassis at a cost of $75,952." "Motion awardinq the Automated Packer portion of the bid to McQueen Equipment for the purchase of one Rapid Rail 22 yard packer at a cost of $85.923." Overview The bid opening for one Automated Refuse Truck was held at Hopkins City Hall on May 10, 2004. The truck specification allowed for three different option bids, The first option was for a bid on only the cab and chassis portion of the vehicle. The second option was for a bid on only the automated packer portion of the vehicle. The third option was for a bid on a complete unit: cab, chassis and packer. The amount budgeted in 2004 for the purchase is $148,000. . The reason the specification was written this way was to insure that the completed unit would be made to fit our type of application, Also there is a cost savings by having the City purchase the cab and chassis instead of the body manufacturer, as the body manufacturer would not receive a government discount. A bid was received from Allstate Peterbuilt for the cab and chassis portion of the bid. A bid was received from Heil Corporation for the refuse packer portion of the bid, We did not receive any bids for a complete unit. We also solicited bids for trading in our used refuse truck. No bids were received. We will attempt to sell it outright after delivery of the new unit. Staff's recommendation for purchase of the Peterbuilt cab and chassis and the Rapid Rail refuse packer are based on compliance to specifications, past experience, the specialized usage of this vehicle and overall best interest in long term costs. Primary Issues to Consider . Is the award to Allstate Peterbuilt for the cab and chassis in the best interest of the city? . Is the award to McQueen for the Rapid Rail automated packer in the best interest of . the City? . Are the bid amounts within the budget amount? 4 . Council Report 2004-069 Page 2 . SupportinQ Information . Detailed Background . Analysis of Issues . Copy of 2004 ERP . Bids for cab, chassis and packer /j, / J' / /,.' e .. '// , /' / ,< ....--- <. - '- ., .,~~- ..' ... Norb Kerber Equipment Service Superintendent . Financial Impact: $ 161 ,875 Budgeted: l Source: Refuse Utilitv Related Documents (GIP, ERP, etc.): . Notes: Council Report 2004-069 Page 3 . Detailed Background Currently the Sanitation Division of Public Works uses three refuse trucks for the collection of refuse and yard waste for the City. The 2000 Volvo with a Rapid Rail (Heil) automated loader is utilized as the primary refuse truck and is on a 4 Day, 10 hour shift schedule for collection. The1994 Peterbuilt with a Rapid Rail (Heil) automated loader is utilized as a backup unit The third truck, a 1977 Ford with a rear loading refuse packer, is currently used for yard waste collection, bulk pick up, and as a backup for the automated trucks. Because of the small alleys in the City we need to specify a truck and packer that will work in our type of use. The Peterbuilt Cab has the cab space and visibility to the side that is needed when a driver has to turn his body to watch the dump arm hundreds of times a day. And the Rapid Rail (Heil) arm system provides us with the reach needed to collect the refuse containers that are set back from the alleys. It is because of this environment that the Specifications were written around this equipment The five-year replacement schedule is based on the severe use of this truck and . packing assembly. The vehicle currently picks up 2,943 stops per week. This requires the vehicle to stop, pick up, dump, return can and proceed to the next stop, We find that after the five year cycle the repair costs rise dramatically. Also the replaced vehicle is retained as a spare for the five-year period and is also utilized during holiday weeks and when the primary truck is out of service. Analvsis of Issues . Is the award to Allstate Peterbuilt for the cab and chassis in the best interest of the City? Public Works staff has reviewed the bid. The cab and chassis bid by Allstate Peterbuilt supplies the City with a very reliable and proven piece of equipment Parts availability is excellent for the cab and chassis bid. The specifications were written around the Peterbuilt Model 320 because the cab design allows the most room, comfort and visibility for the driver, The overall reliability of this model has greatly exceeded other brands that have been used over the years. . Is the award to McQueen Equipment for the automated packer in the best interest of the City? . Council Report 2004-069 Page 4 . Public Works staff has reviewed the bid. The Automated Packer bid by McQueen Equipment supplies to the City a very reliable and proven piece of equipment. The City has utilized this Refuse Packer Body for approximately 18 years and has the knowledge and expertise to maintain this highly sophisticated piece of equipment. . Are the bid amounts within the budget amount? The City budgeted $149,000 in the 2004 Equipment Replacement Plan for the replacement of this Refuse Truck. The money budgeted for this purchase is from the Refuse Utility Fund and is supported by Refuse Fees. The total cost of the complete unit is $161,875. The difference of $12,875 can be attributed to a 6% surcharge to the Packer portion and a 5% surcharge to the Cab and Chassis. The surcharge is a result of the increase in the cost of steel. If you deduct these surcharges and the lube system that was added, the cost for this vehicle would have been within the budgeted amount. . . ;*: [;I;J ~ '..0 '" ~:, ~ ':;: ~~' ~ i'i 8 S.g '" ~'.'~'.,';i fii'~, ~ ',~.., ~e'!,> '~; !.: ~ ;.0 ,." p ~ ~. '" o:Q ~ -3 w 'I t" "P2",0"1"- 'Il z~ o :~.:.?; .~ ~ 9 b;.,;r' ;r{ii '0.'-' ..b. ~ ~ ;;0 Vl .~ t""' b1 ~ 0:;< ,z"'" g'<: '.;"i 2 :~ ~ ~:,:~ Jd',~ .* ~ g ~~:,~~' ~ ;0 ",_ o~'" s: '2")> g" Si o "1 (") '2' ('J 1:3 ... '" ..,- g: ~ ',~,. ~ a;', -i icP:'~ ~,:.i p !Ot Cl ':1: o~ ' 0; ~ ;>>< ~~ '" Q ." Cl' i :.:.:'~ .. ('J- -i trl -i.-w""'" ~ t::r:l ..., ,m.' 0 '~. -0 ,-... Uj ~ ;;; ~ f;l ~ ",,0 Cl" -l ~. ,."r ~'" $ ~~,',,'" 'Gi',. > 2 "' I)l :<.. ~ ~ '" :> "'."i =l If,; ~r m "'0 :g rrl to')'~ tr.l ~~ t"rl ~ ~ ~ ~ ("i ,,<~~..r c:. ::;; ;::. ~.~" '" ~ ~~: ~ .;~~i; :;!}:; ~ ~ :",'~ \'i I" ~r ' t:;J ?' ~ "i C'l c. ~ I :::I 'is .;<: -=-, , ' ' :::I ~ ":.;;t~,! :-.,: . .,. ,~~~ ~'" :'. I " '.,' o , ~= I ;:; .. ."",.- '" ;;; .. "." - .. " ' ;" ~ ~ I ,.' ~ , ~ '" r ,... '" i :a i I '" I co co I ~ I ~ '" 'g ~ ... '" g '" '" '" '" '" co 0 I. ~ 'c 8 '" '" '" '" .g i3 ... ~ .,. ~ '" '" '" '" '" '" ~ '" -g s t5\ .,.,. '.i~i' .. '" ':'~ ,.'-";-', t;:j... '~I .:1li~ ~ 8\ ,... 0 " ~:~ Q: ..-.' " t,. ""'\ h J.- '" =:. I ... I I '" '" '" ~ ~8 w '" '" S ~g '" '" '" '" 0 . N '" '" ... '" ~ ,:.;;. '" .'" ;_ -..0:0. W 'ol \,o,l,C_N t-Jo g ~g'.-g -~" '" '" tj Refuse Truck Specs Page 20 . BID"l" CAB AND CHASSIS MAKE MODEL $ NO BID F.O.S. DELIVERY DATE Days after award Delivery Point/Allowance BtD"II" AUTOMATED REFUSE BODY MAKE Heil MODEL Rapi d Ra il $ 85 ,923.00 F.O.B. Hopkins ,MN DELIVERY DATE 60 Days after Delivery Point receiving cab and chassis BID "III" COMPLETE UNIT CAB & CHASSIS MAKE MODEL REFUSE BODY MAKE MODEL . F.O.B. MN $ NO BID Delivery Date Delivery Date days after Award. BID IV TRADE IN Trade in will be released day of delivery of new unit to the City of Hopkins. The City reseliles the right to accept or reject any bid if not in the best interest of the City. The amount of this bid may have an effect on the final bid award. 1994 Peterbilt refuse truck, Serial #1XPZH78X7R0707871. Vehicle can be viewed at City of Hopkins Public Works, 11100 Excelsior Boulevard, Hopkins. (952) 935-1382. $ NO BID NAME OF BIDDER Macqueen Equi pment. I nc. ADDRESS 595 A 1 d iDe Stree t S t Pau1 M~ 55101 j ! ! ~ SIGNED BY Dan Gaqe -f~, ~ j . 7 . TITLE Vi ce Pres i dent BID ACCEPTED BY BIDBOND CK Refuse Truck Specs Page 20 BID "I" . CAB AND CHASSIS 1 '2'; (ls:) ~"' MAKE fe~ &~ a, ,I:/ MODEL 3AJ I ~ J'Y\' ~'-IN /. 0'" , Days after award F.G.B. <;j S- OA~,-,L. DELIVERY DATE '20 Delivery P intlAllowance BID "II" AUTOMA TED REFUSE BODY \ (3 LLJ MAKE ~ I!\ MODEL $ . v i..) F.G.B. ,MN DELIVERY DATE Days after Delivery Point receiving cab and chassis BID "III" COMPLETE UNIT CAB & CHASSIS MAKE rJ:J IJ I J) MODEL REFUSE BODY MAKE MODEL . F,Q.B. MN $ Delivery Date Delivery Date days after Award. BID IV TRADE IN Trade in will be released day of delivery of new unit to the City of Hopkins. The City reserves the right to accept or reject any bid if not in the best interest of the City. The amount of this bid may have an effect on the final bid award. 1994 Peterbilt refuse truck, Serial #1 XPZH78X7R0707871. Vehicle can be viewed at City of Hopkins Public Works, 11100 Excelsior Boulevard, Hopkins. (952) 935-1382. $ d\) Iv r:3 j ,.L) NAME OF BIDDER ADDRESS SIGNED BY TITLE . BID ACCEPTED BY BIDBOND CK - -- --- - --- ..----------- ,.--..