DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Purchase of Street Sweepers
SUMMARY:
This ordinance authorizes the acceptance of a contract with Industrial Disposal Supply Company to provide the Transportation and Capital Improvements Department with seven street sweepers for a total cost of $913,581.00. Five street sweepers will be purchased utilizing funds available from the Equipment Renewal and Replacement Fund (ERRF) and two street sweepers will be purchased utilizing funds available from the Stormwater Operations Fund.
BACKGROUND INFORMATION:
A. Submitted for City Council consideration and action is the attached tabulation of three competitive bids to provide the Transportation and Capital Improvements Department with six sweepers for a total cost of $750,794.00. These units will be purchased from Industrial Disposal Supply Company on the basis of low responsive bid.
This purchase will provide six street sweepers, four are replacement street sweepers and two are additional units to the City’s fleet. These units will be utilized by Transportation and Capital Improvements Department. The life expectancy of the new equipment is 96 months. The sweepers will be used to sweep debris from City streets and parking lots. Heil of Texas bid a street sweeper that was undersize and did not meet bid specifications.
The Transportation and Capital Improvements Department fleet of 20 street sweepers is comprised of air regenerative type and mechanical broom sweepers. The department assessed their street sweeping needs over the past few years and through demonstration and evaluation developed the sweeper mix to fulfill their various street sweeping requirements.
B. Submitted for City Council consideration and action is the change order for an additional street sweeper for Item 1 submitted by Industrial Disposal Supply Company, which is a replacement vehicle that will be funded through the City’s ERRF Fund for a total cost of $162,787.00. The unit being replaced is a 2013 Elgin mechanical sweeper that was considered a total loss due to an onboard fire that occurred in December 2015. The City expects reimbursement from the City’s property insurance carrier less a deductible of $25,000.00. The new unit will be used by the Transportation and Capital Improvements Department and will have a life expectancy of 96 months. The sweepers will be used to sweep debris from City streets and parking lots.
ISSUE:
This contract will provide the Transportation and Capital Improvements Department with seven street sweepers, five are replacement street sweepers. One of the five replacement street sweepers is an unplanned replacement due to a fire loss. Two are additional units to the City’s fleet. The replacement of the street sweepers is consistent with the City’s ERRF.
The cab and chassis for Item 1 is covered by a two year unlimited miles warranty. The sweeper body is covered by a one year, 1000 hour warranty on parts and labor.
The cab and chassis for Item 2 is covered by a 36 month, unlimited miles warranty. The sweeper body is covered by a one year warranty.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods.
The recommended awards are to the lowest responsive bidder, who is also a local business. Therefore, application of the Local Preference Program was not required.
The Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current street sweepers scheduled for replacement have met or will meet their age and or mileage requirement cycles before they are replaced. The replacement date is considered the optimum time for replacement in that delay of the acquisition could result in the vehicles incurring higher maintenance cost as a result of age or high mileage. The damaged street sweeper due to fire is not repairable and only viable option is replacement. This could impact the City’s ability to provide essential services to the residents of San Antonio.
FISCAL IMPACT:
The purchase of these street sweepers is for a total cost of $913,581.00. Five sweepers will be funded through the City’s ERRF for cost of $588,007.00 and two sweepers will be funded through the Stormwater Operations Fund for cost of $325,574.00.
RECOMMENDATION:
Staff recommends the approval to purchase seven street sweepers from Industrial Disposal Supply for a cost of $913,581.00.
These contracts are procured on the basis of low bid and a Contracts Disclosure form is not required.