HomeMy WebLinkAboutR-2005-041 Sole Source Purchase - Refuse TruckRESOLUTION NO. R-2005- 41
A RESOLUTION authorizing the City Manager to purchase up to one (1) Peterbilt 320 refuse
truck with Wayne Engineering Curbtender Automated Side Loading
Refuse Body from Western Peterbilt, Inc. as a sole source purchase without
calling for bids for a purchase price of $206,507.66, including applicable
taxes.
WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima
Municipal Code Chapter 1.80 generally require that purchases over $25,000 be done by
competitive bidding, subject to certain exceptions; and
WHEREAS, the law recognized a "sole source" exception from these competitive bid
requirements when, due to unique service requirements, it would be futile to utilize
competitive bidding; and
WHEREAS, since 2001, the City of Yakima utilized an interlocal purchasing agreement
with the City of Tacoma to purchase two (2) Peterbilt 320 refuse trucks with Wayne
Engineering Curbtender Automated Side Loading Refuse Bodies from Western Peterbilt, Inc.;
and
WHEREAS, Tacoma's multi-year contract with Western Peterbilt, Inc. for the purchase
of said refuse trucks expired at the end of 2003; and
WHEREAS, for economic and service reasons, it was not desirable nor practical to have
a mixed fleet of automated side loading refuse trucks, and the Equipment Rental Division and
the Refuse Division strongly recommend that City continue to purchase Peterbilt 320 refuse
trucks with Wayne Engineering Curbtender Automated Side Loading Refuse Bodies for the
next two (2) years; and
WHEREAS, research done by City representatives demonstrated that it would be futile
to utilize a competitive bidding process for these refuse trucks as Western Peterbilt, Inc. is the
only vendor of Peterbilt 320 refuse trucks with Wayne Engineering Curbtender Automated
Side Loading Refuse Bodies; and
WHEREAS, in early spring 2004, the City Council passed Resolution No. R-2004-51
which authorized purchase of an additional Peterbilt 320 refuse truck with Wayne Engineering
Curbtender Automated Side Loading Refuse Body from Western Peterbilt, Inc. as a sole source
purchase without calling for bids on the basis of the above information; and
WHEREAS, the Refuse Division desires to purchase up to one (1) additional Peterbilt
320 refuse truck with Wayne Engineering Curbtender Automated Side Loading Refuse Body
from Western Peterbilt, Inc.; and
WHEREAS, an investigation by City representatives continues to demonstrate that it
would be futile to utilize a competitive bidding process for this refuse truck as Western
Peterbilt, Inc. is the only vendor of Peterbilt 320 refuse trucks with Wayne Engineering
Curbtender Automated Side Loading Refuse Body; and
WHEREAS, Western Peterbilt, Inc. represents that it is willing to sell the City of Yakima
an additional Peterbilt 320 refuse truck with Wayne Engineering Curbtender Automated Side
Loading Refuse Body for approximately $206,507.66, including applicable taxes; and
WHEREAS, the City Council finds that it is in the best interest of the City to authorize
the purchase of said refuse truck from Western Peterbilt, Inc. as a sole source purchase without
calling for bids, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to purchase one (1) Peterbilt 320
refuse truck with Wayne Engineering Curbtender Automated Side Loading Refuse Body from
Western Peterbilt, Inc. as a sole source purchase without calling for bids for a purchase price of
$206,507.66. The City Manager is further authorized to execute all necessary documents to
carry out said sales transaction with Western Peterbilt, Inc.
ADOPTED BY THE CITY COUNCIL this 15th of Fe . ry, 2005.
ATTEST: aul P. George, Mayor
K1
City Clerk
Feb 8, 2005
WESTERN PETERBILT, INC.
P.O. Box 24065
Seattle, Washington 98124
(206) 624-7383
Mr. Richard Wonner
Fleet and Facilities Manager
Public Works
2301 Fruitvale Blvd.
Yakima, WA 98902
REF: EXTENTION OF A VALID PRE-EXISTING CONTRACT TIED TO THE
INTERLOCAL PURCHASING AGREEMENT FOR RIDE -ON TO THE CITY OF
TACOMA BID #FLT -202-00, PURCHASE ORDER # PD -47368 -L -JS -003.
Western Peterbilt, Inc. would like to formally extend all bid prices, terms, and conditions
to the City of Yakima for the purchase of a fully automated sideloading refuse truck
through a pre-existing contract for a period of (1) one additional year that will be tied to
the last interlocal purchasing agreement with the City of Tacoma, reference P.O. # PD -
47368 -L -JS - 003. The above bid allows the succesful vender to pass on price increases at
our cost only. The following price breakdown includes those price increases at our cost
for the chassis and body. All other prices, terms, delivery, option prices and conditions
that applied to the City of Tacoma will apply to the City of Yakima. Please reference the
following exhibit from the City of Tacoma bid:
PRICE INCREASES/DECREASES
The City will consider price increase/decrease adjustments for any extended contract
period under the following conditions:
A. Under no conditions will price be adjusted during each of the twelve-month
contract periods.
B. The maximum amount of the increase/decrease allowed will be no greater than
the previous twelve-month Consumer Price Index, All Urban Consumers(CPI-
US), U.S. City Average, All items 1982-84+100.
C. Vender will be required to submit written proposed price increase/decrease
thirty (30) days prior to the end on the contract period.
D. Any proposed increase/decrease in price to contract line items must be beyond
the control of the vendor and supported by written documentation from the
manufacture, indicating new higher/lower cost adjustments in effect.
E. Prices will be adjusted only to the amount of cost increase/decrease to the
vendor.
F. No adjustment will be made for vendor profit margin.
G. The City reserves the right to accept of reject all such increases or decreases.
H. The City is entitled to any promotional pricing during the contract period
which is lower than our standard pricing as provided in bid.
I. Prices may be passed on if increase is due to technical mandated regulations.
3801 Airport Way South 2028 Rudkin Rd. 3443 20th Street, E. 3013 Walnut St. 6214 E Broadway 1435 E. Hillsboro St.
Seattle, WA 98108 Yakima, WA 98909 Fife, WA 98424 Everett, WA 98201 Spokane, WA 99212 Pasco, WA 99301
(206) 628-7383 (509) 453-3700 (253) 922-7383 (425) 257-9300 (509) 535-4241 (509) 545-3700
FAX. (206) 340-0416 FAX. (509) 457-0702 FAX. (253) 927-7931 FAX. (425) 257-3020 FAX: (509) 536-3949 FAX. (509) 545-1454
1-800-255-7383 1-800-734-7383 1-800-439-7383 1-888-755-7383 1-800-572-6219 1-888-330-7383
2200 Spar Ave.
Anchorage, AK 99501
(907) 276-2020
FAX: (907) 276-2164
This contract extention will be tied to this agreement and to the last purchase made by
the City of Yakima for (2) two of these units made in early 2003, which is represented
below.
Following, please find the breakdown of the base prices a
Yakima:
-Base bid price per unit.
(Third year extention.)
- Cummins ISM 320V engine. 10.8 Liter
- Delete Insta chain option
-Delete Tachograph
-Delete aluminum wheels
-Hub Pilot wheels
-Bridgestone tires in place of Goodyear
- Two handle Joy stick
- 30-60-90 gripper system
- Extended warranty for Transmission- 5 year
-Extended warranty for Engine- 5 year
-Body price increase
-Chassis price increase
-Telma AC82-45 Retarder
-Three (3) grp 33, 950 CCA batteries
In place of Standard batteries.
-200 amp Leece-Neville 4860J Alternator
In place of Standard.
-Air cab jack.
-Moto Mirrors both sides.
-Delete Auto neutral "AK" program.
- Additional set of electric in -cab, 3 -rocker
Switch controls under seat ground
Controls.
- Operate in gear system.
-Surface mount 7" lights on tailgate bar,
Alternate flash, high mount on tailgate.
-2nd Stobe light.
-Spare tailgate seal.
- Add for Tip -To -Dump option.
-Add for Air Operated Travel Cover
- Add for Steel Surcharge. (see below)
-Add for 2004-2005 Steel Surcharge
- Delete Wayne Automatic Grease system.
nd options chosen by the City of
$161,795.00
$ N/C
$ (1,133.87)
$(1,150.00)
$(1,236.95)
NC
$( 533.00)
NC
NC
$ 2,000.00
N/C
$ 8,160.00
$ 4,376.09
$ 8,102.00
$ 90.30
$ 246.25
$ 104.30
$ 174.00
$ (219.22)
$ 300.00
$ 550.00
$ 400.00
$ 250.00
$ 116.00
$ 3,500.00
$ 1,470.00
$ 1,000.00
$ 5,327.11
$(2,300.00)
Subtotal $ 191,388.01
State Sale Tax (7.9%) $ 15,119.65
Total (per unit) $ 206,507.66
This contract extention includes an upgrade to a Cummins ISM 320V engine offered at
no additional charge. The pricing also includes an increase in State Sale tax to 7.9%
reflective in a change made by the State of Washington in July of 2003.
The above pricing also includes two steel surcharges. Steel surcharges are being passed
on to most manufacturers due to the volitile steel market. This cost has been passed on to
Solid Waste Systems at a much higher amount. $1,000.00 is being added to the above
costs for 2004 and $5,327.10 for 2005. Please refer to the attached letter.
This document will serve as a legal contract between Western Peterbilt and the City of
Yakima.
Again, all other terms, prices, delivery quotations and all conditions will remain the same
as the Tacoma bid.
Thank you for the opportunity to earn your business!
Respectfully,
Stu Fox
Western Peterbilt, Inc.
Refuse Systems Division
CITY OF YAKIMA ACCEPTANCE:
Richard A. Zais, Jr.,
Atte
City Clerk
CITY CONTRAC r N0 , 2. o 0 SIa F
RESOLUTION NO:
ITEM TITLE:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. *1 C�
For Meeting Of February 15, 2005
A resolution authorizing the execution of a sole source agreement for
the procurement of an automated sideloading refuse truck between the
City of Yakima and Western Peterbilt, Inc.
SUBMITTED BY: Chris Waarvick, Director of Public Works
Sue Ownby, Purchasing Manager — 576 - 6695
CONTACT PERSON/TELEPHONE: Nancy Fortier, Refuse Manager— 576 - 6421
Richard Wonner, Fleet Manager — 576 - 6412
SUMMARY EXPLANATION:
Early in 2004, the City Council directed the Fleet and Facilities Manager and the Public Works
Director to review all the evaluation processes, used to determine the selection of the Peterbilt
320 / Wayne Engineering Curbtender automated sideloading refuse truck, with local vendors.
The purpose of this assignment was to determine the completeness and due diligence of the
process, to ensure that local vendors had the opportunity to compete for this business, and to
determine if any technological improvements had been developed that would convince the City of
Yakima to change from the equipment being procured over the past four years.
The Council directed assignment was completed and the findings may be found in the included
memo dated February 3, 2005. Based on the findings, staff recommends continuing this year
with the current equipment, we have used for the past four years, until such time as either a
significant technological change occurs or a pricing disparity is evidenced.
Resolution X Ordinance Other (Specify)
Contract Mail to (name and address):
Phone:
Funding Source: Refuse Divisio uipment Replacement Fund - $207,000 (one unit).
APPROVED FOR SUBMITTAL: City Manager
STAFF RECOMMENDATION: Staff respectfully recommends the City of Yakima purchase one (1)
Peterbilt 320 / Wayne Engineering Curbtender combination automated sideloading refuse truck
through a sole source agreement with Westem Peterbilt, Inc., as presented in their proposal dated
February 8, 2005 (attached). This offer is an official extension of the terms of the City of Tacoma's
official and legal Bid #FLT -202-00, Purchase Order #PD -47368 -L -JS -003.
COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2005-41
City of Yakima
Equipment Rental
Division
Memo
To: Dick Zais, City Manager
Chris Waarvick, Director of Public Works
From Richard Wonner, Fleet and Facilities Manager
Nancy Fortier, Refuse and Recycling Manager
Sue Ownby, Purchasing Manager
Date: 2/10/2005
Re; Automated Sideloading Refuse Trucks Meeting
Early in 2004, the City Council directed the Fleet and Facilities Manager and the Public Works Director to review all the
evaluation processes used to determine the selection of the Peterbilt 320 / Wayne Engineering Curbtender automated
sideloading refuse truck with local vendors. The purpose of this assignment was to determine the completeness of the
due diligence process, to ensure that local vendors had the opportunity to compete for this business, and to determine if
any technological improvements had been developed that would convince the City of Yakima to divert from the chosen
path.
At this point, the automation process is just over 50% implemented and will take another three years or so to complete.
The total automated fleet complement will be nine or ten trucks. Seven Peterbilt 320 / Wayne Engineering Curbtender
combinations have been purchased and are in service. Eighty percent of the automated fleet is in place and has been
standardized.
On January 14, 2005, a meeting was held with representatives of three local truck vendors. Factory representatives were
also present. The local companies were: Freedom Truck Centers and NC Machinery representing Freightliner; Mobile
Fleet Service representing Mack; and Western Peterbilt representing Peterbilt. Woodpecker Truck, representing
International trucks, had been invited to attend but declined because of not having a truck model available for our
application.
After extensive conversation with the local vendors, the following information was forthcoming.
• Neither Mack nor Freightliner had any trucks in Washington state with a Wayne Engineering Curbtender
body.
• Peterbilt 320 / Wayne Engineering Curbtender combinations represent approximately 90% of the
automated sideloader market in the state of Washington.
•
Municipalities, in addition to Yakima, that have selected the Peterbilt / Curbtender combination as a
standard include: Tacoma, Spokane, Olympia, Port Angeles, Richland, Toppenish, Granger, Grandview,
Shelton, Mount Vernon, Oak Harbor, and Walla Walla.
• Private carriers with the same standard include: LeMay Enterprises, Murray's Disposal — Waste
Connection, Basin Disposal, and University Place Refuse.
• In all instances, Western Peterbilt was awarded these contracts, after competing in a completely public,
formal, open bid process, as the lowest qualified bidder.
• Local Mack and Freightliner reps have limited experience with refuse packer bodies and therefore must rely
on other remotely located representatives for operational and technical support.
• Standardization is recognized, by this and many other industries, as an important and valuable policy to
follow
•
With regard to standardization, Mack in particular, has proprietary components, available only through Mack
dealers. This severely limits the acquisition of spare parts and technical and maintenance support as well
as creating potential for pricing issues.
• Vendors were requested to provide documentation with regard to formal certification and compliance with
the federal Environmental Protection Agency's 2004 emissions standards.
Western Peterbilt provided a formal letter from the EPA, certifying the Cummins diesel engine, our current
engine of choice.
Similar credentialing was not presented by either Mack or Freightliner for the Mack or Caterpillar engines,
leaving considerable concern.
• Anecdotal information, provided through the industry, indicates that the current Mack engine will be
eliminated prior to the 2007 EPA deadline.
• The Caterpillar C —11 engine is an unproven engine in this application.
• It is not in the best interest of the City of Yakima to purchase any engine that is not certified compliant by
the EPA.
•
•
There has been no significant technological change in the design of either the cab and chassis or the
packer body by any manufacturer in the industry that would lead one to alter a long standing acquisition
plan that included standardization as a major consideration.
During 2004, the Mack LE Series cab and chassis was demonstrated to the Refuse and Recycling staff.
Staff rejected the unit for ergonomic reasons. Specifically, the overall operator work space was too small,
especially for the larger people. In this application, the driver must operate the unit for eight to ten hours
per day and the size issue is of utmost importance in cab selection. Requiring a driver to maintain any
cramped or confined position for extended periods is unacceptable.
• Western Peterbilt, Inc. had participated in an open bid process where all of the truck manufacturers had
been given the opportunity to participate and had been awarded the contract as the lowest qualified bidder.
• The purchasing process used by the City of Tacoma was scrutinized by Sue Ownby, the City of Yakima
Purchasing Manager, for completeness and compliance with state and local purchasing guidelines.
• Westem Peterbilt has offered to extend the 2003 base pricing schedule to the City of Yakima 2005
acquisition request.
• The City of Yakima took advantage of a similar offer in 2004. Therefore, this current offer should be
considered an extension of a valid pre-existing contract rather than a sole source purchase.
Staff respectfully requests that we continue on the previously determined path to immediately purchase a Peterbilt 320 /
Wayne Engineering Curbtender combination automated sideloading refuse truck through Western Peterbilt, Inc., as
presented in their proposal dated December 22, 2004. This offer is an official extension of the terms of the City of
Tacoma's Bid #FLT -202-00, Purchase Order #PD -47368 -L -JS -003. Further delay of this transaction will negatively effect
the implementation of the 2005 automation objectives and equipment costs.
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City of Yakima
Equipment Rental Division
Request for Information
Automated Sideloading Refuse Truck
December 29, 2004
Scope:
Information is being requested as to the features and design of equipment to aid in the
development of technical specifications, in particular a complete automated sideloading
refuse truck.
The purpose of this Request for Information (RFI) is to solicit contractors who are
interested in contracting with the City for this project and to invite said contractors to
submit technical and performance information, including their estimated cost.
Responses should identify, at a minimum, the company and name of contact person with
the company, product/services offered, experience and qualifications of the firm, and
estimated cost of the services requested herein.
Responses should contain a full description of the company's ability and qualifications to
successfully complete the work described herein. Estimated cost should include alt labor,
parts, and shipping charges to and from the contractor's rebuild facility. Transportation
terms shall be F.O.B. City of Yakima Equipment Rental Division for pickup and delivery.
Respondents are directed to attend a meeting, date, time, and location specified on the
last page of this request. Time will be allowed to present your material.
EVALUATION CRITERIA: Equipment will be evaluated based on the following (no order
of importance):
• Safety
• Engine Design and Performance
• Versatility
• Job Compatibility
• Accessibility for Service Work
• Quality of design and Workmanship
• Ergonomics
• Component Performance and Compatibility
• Dealer, Service and Parts Support
• Manufacturer and Dealer, established reputation and longevity
• Visibility
• Maneuverability
• Accessibility for Operator Service Work
• Hydraulic Performance
1
DEMONSTRATION OF EQUIPMENT MAY BE REQUIRED FOR EVALUATION:
Interested Vendors may be required to demonstrate their equipment, and at no cost to,
the City. The purpose of the demonstration will be to observe the equipment in an
operational environment and to verify its capability, suitability, and adaptability vis-a-vis
the performance requirements stipulated in the RFI. The City shall be the sole judge of the
acceptability of the equipment in conformance with the Specifications and its decision shall
be final. The equipment used for the demonstration shall be the same as the
manufacturer's model identified in the Vendor's Response.
General Design:
Style: Low cab forward, single right hand drive ONLY.
GVWR: 60,000 pounds.
Wheelbase: determined and specified by manufacturer.
Axle configurations: determined and specified by manufacturer.
Service duty:
Body capacity:
Hopper capacity:
Body dumping options:
Able to pick up 30, 60, 90 gallon containers.
27 cubic yards, exclusive of hopper.
4 cubic yards MINIMUM.
determined and specified by manufacturer.
Engine: MINIMUM 10.8 liter diesel (specify engine manufacturer and
model).
MUST be fully certified to meet 2004 federal EPA emissions
standards,
AND
MUST be fully compliant with 2004 federal EPA emissions
standards.
(Formal certification and compliance documentation is required).
A complete description of the technology applied to meet the 2004
EPA emissions standards is required.
Describe technology proposed to meet 2007 federal EPA emissions
standards.
Detailed Technical Information Required:
Describe technical standards observed in construction and assembly of cab and
chassis and body.
Describe material types, sizes, thicknesses, and construction methods applied,
(both cab and chassis and body).
Describe all systems design and operation (suspension, drive, braking, cooling,
electrical, hydraulic, lighting, and controls).
2
Detailed Technical information Required (continued):
Other:
Describe wheel and tire manufacturers, types, sizes, and quantities.
Provide body information, (manufacturer and model, material specifications,
construction methods, overall dimensions, operating speeds and pressures).
Total weight of body, packer, lifting arm, and associated equipment.
Total weight of complete unit.
Provide weight distribution and center of gravity study results.
Provide inside dimensions of cab, including the operator location.
Provide any ergonomic standards used in the design of the operator
compartment and controls.
Describe flexibility provided to specify component manufacturer and model,
i.e.: engine, transmission, retarder, axles, etc.
Completely describe all component and complete unit warranties (standard and
extended) with associated costs and effective dates. Contractor's ability to respond
to service calls during\and after warranty periods will be an important factor in
award of contract. Any or all warranty work/repairs, including any incidental
transportation, lodging, or consultation charges associated therewith, shall be at no
cost to the City.
Identify location of factory parts warehouse and technical service support and
usual response times.
Describe type and quantities of manuals provided and cost of additional copies.
Approximate delivery time after receiving a formal order.
Describe all options available.
Discuss price stability from year to year.
Provide any additional information deemed pertinent in the overall design,
construction, or operation of this unit.
Provide a listing of organizations, with contact names and job title, mailing
addresses, telephone numbers, or e-mail addresses within the state of Washington,
who have purchased this unit within the past three years. Public agencies are
preferred.
3
Responses:
All responses or questions prior to the meeting should be directed to:
Richard Wonner
Fleet & Facilities Manager
2301 Fruitvale Blvd
Yakima, WA. 98902
509-965-6296
e-mail: rwonnerAci.yakirnaewa.us
Please be prepared to attend a group presentation meeting on Friday, January 14,
2005,
at the Public Works Administration Building (Katy Annex), 2301 Fruitvale Blvd, in
the
Large Conference Room, from 9 A.M. until 10 A.M..
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