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8.3 Vehicle & Equipment Purchas CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME OS/23/2005 4:00 P.M. AGENDA SECTION ORIGINATING DEPARTMENT: APPROVED FOR NO: 8 DEPARTMENT OF PUBLIC WORKS AGENDA: ITEM NO. 3 BY: Martha Tasker BY: Page 1 ITEM: Award of Contract for one 2005 Sewer Cleaner, one 2005 Main Break Response Truck and one Valve Exercising Machine. BACKGROUND: The 2005 Sewer Cleaner, 2005 Main Break Response Truck and Valve Exercising Machine bids were opened May 10, 2005. Attached are spreadsheets summarizing the bids along with the recommended purchase for each unit. Also attached is a summary of the 2005 Sub-CIP for Vehicles and Equipment for the Water/Wastewater Divisions. 2005 Sewer Cleaner The Sewer Cleaner is utilized by the Wastewater Division daily in the maintenance, cleaning and closed circuit TV work of the 215 miles of public gravity sanitary sewer within the city. In addition this is the primary piece of equipment utilized in the clearing of approximately 50 sewer stoppages that occur each year. This vehicle will replace the current Sewer Cleaner which is a 1995 model with nearly 7,000 hours of use. Bids were received on January 11, 2005 for the 2005 Sewer Cleaner for the Water/Wastewater Divisions. All bids were rejected due to not meeting the all weather conditions required by the Wastewater Division. Specifications were modified to include: enclosed rear compartment with heater, rotating reel, extra capacity reel, and hydraulic level wind. These value added features add approximately $15,000 to the cost of the unit. The staff recommendation for the Sewer Cleaner bid amount is $129, 225. The 2005 budgeted amount is $110,000, or $19,225 under the low qualified bid. 2005 Main Break Response Truck The Main Break Response Truck is utilized by the Water Division daily in the maintenance of the 315 miles of water piping, 2,300 fire hydrants and 4,000 valves in the water distribution system. In addition, this truck responds to approximately 120 main breaks each year and has the equipment on board to run electrical, pneumatic and hydraulic tools. This vehicle will replace the current Response Truck which is a 1971 model with over 50,000 miles, outdated equipment and considerable rust. The 2005 Main Break Response Truck included an Add Alternate for an Electric/Hydraulic Crane installed on the utility bed. The crane would be utilized to set valves, piping and fire hydrants. The bids were very favorable. Staff recommends the purchase of the Main Break Response Truck with the Electric/Hydraulic Crane for a bid amount of $82,128.45. The 2005 budgeted amount is $90,000, or $7,871.55 over the low qualified bid. 2005 Valve Exercisinq Machine The Valve Exercising Machine will be mounted on a pick-up flatbed and will be utilized to mechanically exercise (open/close) the 4,000 valves within the water distribution system. This machine will replace the current hand-held manual units that do not withstand the demands of this program. Valves require exercising to ensure that they will operate when needed. The staff recommendation for the Valve Exercising Machine bid amount is $14,950. The 2005 budgeted amount is $16,000, or $1,050 over the low qualified bid. CITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME OS/23/2005 4:00 P.M. AGENDA SECTION ORIGINATING DEPARTMENT: APPROVED FOR NO: 8 DEPARTMENT OF PUBLIC WORKS AGENDA: ITEM NO. 3 BY: Martha Tasker BY: Page 2 The total budgeted amount for the Vehicles and Equipment for the Water/Wastewater Divisions in 2005 is $482,000. With the above bid amounts and other remaining items in the program, the total cost for this portion of the Vehicle and Equipment Program is $457,590 which is $24,410 below the total budgeted amount. FISCAL NOTE: These vehicles and equipment will be purchased from funds in the 2005 Sub-CIP for Vehicles and Equipment for the Water/Wastewater Divisions. RECOMMENDA TION: Approve the Vehicle and Equipment purchases as follows: . 2005 Sewer Cleaner to be purchased from Key Equipment and Supply Co., Kansas City, Kansas for $129,225. . 2005 Main Break Response Truck with Electric/Hydraulic Crane to be purchased from Kansas Truck Center, Wichita, Kansas for $82,128.45. . Valve Exercising Machine from Pacific Tek, Inc., Santa Ana, California for $14,950. en t- ..J ::::) en w ~ c .... M (1)t-~ I.W CWOZ t- ~~~> Z - U) W 0 ~~ :E ~ ~~ c.. ~ ~~ 3~ a.~ all) wg olJN W (1) ..J c: 00 - :E: W > an o o N z ~-- 0> .....9 co w o ~ a.. ..... c( I- o I- >- o C! o ~ 00 ..q- ~ ~ th it Z o C! 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'- .E Q) c :E CJ ca ::E tD C -Ci) -u '- Q) >< W G,) .2:: ca > Q) c o '- .E...; -c Q) .- E .c c Q) Q) s;. Q) .....0 tDQ) .5 > "tJca . _ .... s;. c ca en o ~ c ~ ca 0 ca-c; -c c ca C Q) CJ Q)Ett: E .- E E ~ o 0 c. CJ CJ en Q)Q)- ~~C( City of Salina 2005 Sub-CIP 5/1912005 VEHICLES & EQUIPMENT Estimated YTD/Bid Fund DepUDiv. Description Cost Cost Difference PH Notes General FD Self-contained breathing apparatus $14,000 $14,000 Further review General FD ALS Monitor/Defib. $18,000 $16,850 $1,150 1 Sole Source General PR 12 passenger van $25,000 $18,267 $6,733 1 General PR (2) Trucksters $25,000 $19,190 $5,810 1 General PR (2) Out-Front 72" mowers $36,000 $27,381 $8,619 1a Rebid 2/14/05 General PR 72" Mid-mount mower $16,000 $10,900 $5,100 1 General PD (4) Patrol Units $100,000 $75,797 $24,203 1 Traded all. General PW-FL Tractor Mounted, Power Box Rake $7,500 $6,623 $877 1 General PW-FL 5' Boom Mount Rotary Mower Attachment $6,125 $6,215 ($90) 1 General PW-ST 3/4 Ton Pickup $21,000 $17,201 $3,799 1 Purchased w/o Trade General MC Patrol Unit $25,000 $19,313 $5,687 1 General SEVERAL 2005 Digital Aerial Photos (1/2) (Kucera) $15,000 $10,400 $4,600 Balance for possible contours BUDGET: $350,000 TOTAL GENERAL: $308,625 $228,136 $80,489 Gas Tax PW-ST Asphalt Vibratory Roller wfTrailer $27,000 $30,236 ($3,236) 1 Gas Tax PW - ST 65 HP Concrete Saw $18,500 $12,900 $5,600 1 Gas Tax PW - ST Salt Spreader $9,500 $8,178 $1,322 1 BUDGET: $60,000 TOTAL GAS TAX: $55,000 $51,314 $3,686 Golf Course GC 21 Rental Carts $25,000 $46,265 ($21,265) 1 BUDGET: $48,000 TOTAL GOLF COURSE $25,000 $46,265 -$21,265 Sales Tax PD Digital in-car video systems $100,000 $100,000 Sales Tax PW-ST (2) Dump Trucks $125,000 $136,848 ($11,848) 1 Sales Tax PW-ST Backhoe $60,000 $44,469 $15,531 1 Sales Tax PW-ST Street Sweeper $100,000 $108,753 ($8,753) 1 BUDGET: $400,000 TOTAL SALES TAX: $385,000 $290,070 $94,930 Sanitation PW 20 Cubic Yard Low Entry Refuse Unit $112,000 $94,769 $17,231 1 BUDGET: $112,000 TOTAL SANITATION: $112,000 $94,769 $17,231 Solid Waste PW - UT 65 PTO HP Tractor, Engine HP 81 $29,000 $20,500 $8,500 1 Solid Waste PW-UT Alternate Daily Cover Tarp $3,000 $3,100 ($100) 1 Sole Source Solid Waste PW-UT 90" Groomer Mower $4,200 $3,097 $1 ,103 1 BUDGET: $36,200 TOTAL SOLID WASTE: $36,200 $26,697 $9,503 WaterlWW UT-WT (2) 3/4 ton pickup,utility bed/ext.cab $53,000 $48,452 $4,548 1 WaterlWW UT-WT 3/4 ton pickup w/utility bed $23,000 $16,160 $6,840 1 WaterlWW UT-WT 2 ton response truck w/equipment $90,000 $82,128 $7,872 WaterlWW UT-WT Valve turning machine (truck mounted) $16,000 $14,950 $1,050 WaterlWW UT-WT Fire Hydrants Control Valves $20,000 $20,000 $0 WaterlWW UT-WT Water Meters $80,000 $80,000 $0 WaterlWW UT-WW High Pressure Sewer Cleaner $110,000 $129,225 ($19,225) WaterlWW UT 2005 Digital Aerial Photos (1/2) $15,000 $10,400 $4,600 Balance for possible contours WaterlWW UT-WW Vacuum Machine Trailer Mounted $75,000 $56,275 $18,725 1 BUDGET: $485,000 TOTAL WATERlWW: $482,000 $457,590 $24,410 TOTAL BUDGET: ESTIMATED COST TOTAL: Phase 1 Estimate: Phase 1 Total Bids Phase I Budget Savings YTD/BID COST: REMAINING BUDGET: $1,491,200 $1,403,825 $907,825 $820,357 $87,468 $1,194,841 $296,359