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Home My WebLink AboutAGENDA REPORT 1993 0602 CC REG ITEM 08CACTION: REPORT CITY OF ••.• TO: The Honorable City Council ITEM q0- FROM: Ken Gilbert, Director of Public Works Balde'ar Troche, Public Works Management Analyst DATE: May 25, 1993 (Council Meeting 6 -2 -93) SUBJECT: Consider Purchase of a Street Marking Truck for Public Works OVERVIEW This requests approval of the acquisition of a Street Marking Truck. The budget for Fiscal Year 1992/93 includes $40,000 for the acquisition of a Street Marking truck to support the operation of the Public Works Department. As discussed during the consideration of the budget, the performance of street marking and stenciling by City forces instead of by contract services will be more cost effective over the long term and allow for a more timely response to unforeseen pavement marking needs. The bidding documents and specification for this piece of equipment were reviewed and approved by the City Council on April 7, 1993. Those documents request bids for a cab & chassis with a custom body and equipment fabricated to meet the specific needs of the City for this program. In order to provide for some flexibility in the price and the features of the final item, Add /Deduct Alternates are provided for the following items: 1. Equipped for Alternative Fuel; 2. Additional Tool Boxes; 3. Water Dispenser; and 4. Stencils In order to allow for some flexibility between various suppliers and manufactures, bidders were permitted to deviate from the stated specifications by noting any such deviation in spaces provided. Any such deviation is subject to approval of the City. The bidding stcltrk] Stencil Truck June 2, 1993 Page 2 instructions also stipulated make its selection based on merely price) and may select L63 G� • A. Bid Results that the City may reject any bid, may the perceived needs of the City (not any or all of the bid alternatives. Bidding documents were distributed to eighteen (18) selected stencil truck manufacturers, dealers and /or truck body companies. Three bids were received. B. Bid Sumary On May, 10, 1993, bids were received, opened and tabulated. A summary comparison of the bids received is attached as Exhibit A. C. Disqualification Stiles Truck and Body Equipment Inc. submitted an incomplete bid package. The bid did not include either the required Insurance Certificate or the required drawings of the proposed stencil truck. It is recommended that this bid be rejected. D. Bid Alternates 1. Equipped for Alternate Fuel -- The apparent low bidder, Roadline Products, Inc., did not submit a bid for this item. However, staff has located two other sources for converting the vehicle's fuel system to Propane. Since this work would be done by others subsequent to delivery, a decision regarding converting to an alternative fuel system need not be made prior to approval of the subject purchase. Staff continues to compile cost /benefit of various types c intends to present a report to in the very near future. If for such conversions will appropriation. information regarding the of alternative fuel systems and the City Council on this issue approved, any additional cost be funded by a separate 2. Additional Tool Boxes -- Roadline Products, Inc. will provide one (1) additional tool box at no charge. 3. Water Dispenser and Holder -- Roadline Products, Inc. will provide this item for $100.00. stcltrk2 Stencil Truck June 2, 1993 Page 3 4. Stencils -- The price bid by Roadline Products, Inc. for this item is $2,927.96. Staff has received lower price quotes from other sources and recommends, therefore, that this alternate not be approved. It would be the intent of staff to purchase the stencils, paint and other required equipment by separate purchase to be charged to the appropriate Operations and Maintenance account. D. Lowest Responsive Bid The apparent lowest responsive bidder is Roadline Products, Inc. of Downey, California. Their bid is summarized as follows: Item Base Bid Alternate Fuel Tool Box Water Dispenser Tax Total E. Sales Tax Bid Amount ($) 38,664.84 ** * ** 100.00 38,764.84 2,810.45 41,575.29 ** No Bid * ** Included at no cost The bid documents state that bid prices shall include all state sale taxes. The bid submitted by Roadline Products included a qualification that sales tax was not included in their bid price. Roadline Products agrees that they made an error in not providing a bid price which included sales taxes. They have requested, however, that their qualified bid (plus sales tax) be accepted or that they be allowed to withdraw their bid. The next bidder (Morton International: $52,353.80 plus tax) made the same bid error and presented a bid price which is significantly higher than the bid submitted by Roadline Products. It is the recommendation of staff, therefore, that the qualified bid (plus sales tax) presented by Roadline Products be accepted. stcltrk2 Stencil Truck June 2, 1993 Page 4 F. Qualifications Roadline Products, Inc. possesses the required insurance and is experienced in the fabrication of this type of equipment. Inquiries made to previous clients have been favorable. G. Funding Although the cost for the street marking truck exceeds the FY 1992/93 budget for this item, the total cost for the stencil truck and the 3/4 ton services body recently purchased for Public Works is less than the amount budgeted for both. A re- cap of these figures is as follows: Description Budget jSl Actual ($-I Stencil Marking Truck 40,000 41,576 and related equipment 3/4 Ton Service Body 25,000 17,500 Total 65,000 59,076 H. Delivery The bid package specified a new cab and chassis. Roadline's proposal cited a new 1994 GMC cab & Chassis. The estimated delivery date for a 1994 model is December 1993. • G-1; Staff recommends that the City Council take the following actions: 1. Reject the bid submitted by Stiles Truck & Body Equipment as being unresponsive. 2. Approve the purchase of a pavement marking truck from Roadline Products, Inc., to be constructed in accordance of the requirements of the specifications, for the purchase price of $41,575.29. 3. Direct staff to proceed with research regarding the cost /benefit of converting this and other vehicles to alternate fuel systems. stcltrk7 EXHIBIT A CITY OF MOORPARK BID RESULTS *Bids do not include sales tax. \vehicles \stnc2_93.rpt Bidder Roadline Products Inc. Morton Intl. Stiles Truck & Body Fquipment Item Descriotion Total Bid Total Bid Total Bid IA One New Cab and Chassis with stencil type body $38,664.84 $47,009.00 Incomplete Bid Package 2A One Alternate Fuel Powered Stencil Truck NO BID $ 2,275.80 2B Additional Tool Boxes 1 (No Charge) 0 2C Water Dispenser $ 100.00 $ 50.00 2D Stencil Set $ 2,927.96 $ 3,019.00 TOTAL $41,692.800 $52,353.800 Incomplete Bid Package *Bids do not include sales tax. \vehicles \stnc2_93.rpt