The URL can be used to link to this page

Home My WebLink About2006-03-22 STAFF REPORTS 2A o�VALM Spy r °ronnrEo a x °q<,FOR�NP CITY COUNCIL STAFF REPORT DATE: March 22, 2006 CONSENT AGENDA SUBJECT: Approve Submittal of Bids to Purchase Surplus Heavy Equipment from the Regional Street Sweeping Program FROM: David H. Ready, City Manager BY: Assistant City Manager- Administration SUMMARY The Coachella Valley Association of Governments (CVAG) recently surplused several street sweepers and other pieces of heavy equipment that were used as part of the Regional Street Sweeping Program. CVAG has elected to make this equipment available to its member jurisdictions for purchase by sealed bid. This action would authorize the City Manager to submit sealed bids to purchase several pieces of heavy equipment from CVAG. RECOMMENDATION: 1. Adopt Minute Order No. authorizing the City Manager to submit sealed bids to purchase surplus heavy equipment from the Coachella Valley Association of Governments (CVAG) in an amount not-to-exceed $250,000. 2. Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA AMENDING THE BUDGET FOR THE 2005-06 FISCAL YEAR." 3. Authorize the City Manager to execute all necessary documents to effectuate this matter. STAFF ANALYSIS: The Coachella Valley Association of Governments (CVAG) developed and implemented a Regional Street Sweeping Program as a part of its Clean Streets Management Program in 1997. This program has been an integral part of the Valley's efforts to mitigate blow sand and its resultant PM10. Recently, CVAG decided to surplus several street sweepers and other pieces of heavy equipment that were no longer used as part n-EM NO. City Council Staff Report March 22, 2006 -- Page 2 Purchase of Surplus Equipment of the program. Specifically, the following equipment has been declared surplus by CVAG and is now available for purchase: • Two (2) Year 1999 Model Isuzu Street Sweepers (CNG Fueled) • One (1) Year 2000 Model Freightliner 4000 Gallon Water Truck (CNG Fueled) • One (1) Year 2000 Model Freightliner 13-yard Dump Truck (CNG Fueled) • One (1) Year 2002 Model Lee Boy Force Feed Loader (CNG Fueled) • One (1) Year 2003 Model Ford F-150 Pickup Truck (CNG Fueled) The surplus equipment is being made available to CVAG member jurisdictions through sealed bid. The deadline to submit bids is April 7, 2006. Any equipment not sold to member jurisdictions by the deadline will be put up for sale to the general public. All proceeds from the sale of this equipment will be used to offset the cost of the Regional Street Sweeping Program. Staff has evaluated all of the equipment that is being surplused. Although the surplus street sweepers are in excellent condition, the City currently contracts for street sweeping services and does not have an operational need for these sweepers. Staff has determined that the other pieces of heavy equipment, which are also in excellent condition, are very utilitarian and can be utilized by the Public Works Department for various purposes including sand removal from public streets after a major wind event. Last year, the City spent over 1,100 man-hours removing sand from Indian Avenue, Gene Autry Trail and Vista Chino following a series of major wind events that occurred in the spring. Due to the severity of these wind events and the volume of sand that had to be removed, the City was forced to close Indian Avenue and Gene Autry Trail for several days. In addition to its own staff and equipment, the City had to contract with a local construction company to assist in the removal of sand from these vital streets. In total, the City spent over $119,000 in staff time, equipment and contract related costs to remove sand from the streets. With spring approaching, staff is again concerned that another major wind event will occur, forcing the closure of these roads. Should this occur, staff believes that the force feed loader, which is designed to pick up snow, soil, milling and other windrowed materials, would significantly reduce the number of man-hours spent removing sand from these streets. Not only would this reduce the City's cost to remove the sand, but it should help expedite the reopening of these roads following a wind event. Staff is recommending that the City Council authorize the City Manager to submit sealed bids on the force feed loader, water truck and dump truck. The minimum bid for each piece of equipment is as follows: Force Feed Loader: Minimum Bid $90,000 Cost New $173,250 Water Truck: Minimum Bid $80,000 Cost New $128,000 Dump Truck: Minimum Bid $75,000 Cost New $130,000 City Council Staff Report March 22, 2006 -- Page 3 Purchase of Surplus Equipment It should be noted that all three vehicles operate on CNG fuel. As was previously indicated, the Fleet Operations staff has inspected each vehicle and finds them to be in excellent condition with relatively low mileage/hours of operation. Mileage Hours of Operation Force Feed Loader N/A 40 Water Truck 3080 N/A Dump Truck 32,750 N/A Although the minimum bid for all three pieces of equipment is $245,000, staff recommends that the City Council grant authority of up to $250,000. This will provide staff with some flexibility to adjust its bid amounts. i �! e FISCAL IMPACT: Finance Director Review: - Although this is not a budgeted expense, there is an unappropriated fund balance of $540,000 in the Motor Vehicle Replacement Fund. This purchase will leave a remaining balance of $290,000 in the Motor Vehicle Replacement Fund. Staff believes that this is a unique opportunity to acquire some very useful equipment that would otherwise be outside the reach of the City. In order to replenish the Motor Vehicle Replacement Fund, staff is also exploring the use of CSA 152 and Wastewater Treatment Plant funds as a possible funding source to supplement this purchase. rn David H. Ready, -C -WE nag oy L. Butzl t1istant City Manager Dave Barakian, Director of Public Works/City Engineer Attachments: 1. Minute Order 2. Budget Resolution MINUTE ORDER NO. AUTHORIZING THE CITY MANAGER TO SUBMIT SEALED BIDS TO PURCHASE SURPLUS HEAVY EQUIPMENT FROM THE COACHELLA VALLEY ASSOCIATION OF GOVERMENTS IN AN AMOUNT NOT-TO- EXCEED $250,000. I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order authorizing the City Manager to submit sealed bids to purchase heavy equipment from the Coachella Valley Association of Governments in an amount not-to- exceed $250,000, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 22Id day of March 2006. James Thompson, City Clerk RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR THE FISCAL YEAR 2005-06. WHEREAS Resolution 21283 approving the budget for the fiscal year 2005-06 was adopted on June 8, 2005; and WHEREAS, the City Manager has recommended, and the City Council desires to approve, certain amendments to said budget; NOW THEREFORE BE IT RESOLVED that the Director of Finance is authorized to record inter-fund cash transfers as required in accordance with this Resolution, and that Resolution 21283, adopting the budget for the 2005-06 fiscal year is hereby amended as follows: SECTION 1. ADDITIONS. Fund Activity Account Amount 5110 5475 50015 $250,000 MVR Fleet Specialized Equipment Purpose: Provide funding for security services at the parking garage. Reduce balance for parking garage camera system from $'100,000 to $81,500. SECTION 2. SOURCE. Fund Activity Account Amount $250,000 MVR Fleet Unappropriated Reserves ADOPTED this 22nd day of March, 2006. David H. Ready, City Manager ATTEST: James Thompson, City Clerk City Council Staff Report March 22, 2006 -- Page 6 Purchase of Surplus Equipment CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS ) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on February 1, 2006, by the following vote: AYES: NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California