Title
Resolution to Amend the Fleet and Facilities FY15 Budget by Appropriating Funds from Fleet Services Fund Balance and to Approve the Purchase of Dump Truck Bodies and Front Plows from Truck and Trailer Specialties (City of Rochester Hills RFP-RH-13-030 $170,114.00) (8 Votes Required)
Memorandum
The attached resolution authorizes the appropriation of funds and the purchase of a 10' dump truck body to be mounted to a single axle chassis, a 13' dump truck body to be mounted to a tandem axle chassis and two front mounting snowplows from Truck and Trailer Specialties, Dutton, MI for use by the Public Services Area, Field Operations Unit.
The dump trucks bodies listed in this resolution are to be mounted to two 2015 Freightliner chassis whose approval to purchase is presented on a separate resolution on tonight's Council agenda.
The City of Rochester Hills in cooperation with City of Auburn Hills, City of Farmington Hills, City of Madison Heights, City of Midland, City of St. Clair Shores, City of Troy and the City of Warren issued a Request for Proposal for the purchase of Single and Tandem Axle Dump trucks, parts, and related services. The proposal was developed with the intent of procuring Single and Tandem Axle Dump Trucks for Snow and Ice Removal Services meeting all of the entities specifications, and to create a contract that would offer a comprehensive list of chassis, truck equipment, parts and related services. The comprehensive cooperative contract is available for use by all MITN entities.
Of the five responses received, Truck and Trailer Specialties, Inc., Dutton, MI was selected unanimously by all participating communities as the most responsible responder to RFP-RH-13-030 for supplying and installation of truck equipment.
The RFP and award were designed to allow each municipality the flexibility to purchase equipment and material that matches the specification of their equipment. The City of Ann Arbor's specifications are based on the nine Street Maintenance single axle dump truck purchased in June of 2012 and included stainless steel dump bodies and salt spreaders.
The price breakdown is as follows, the ten foot dump body with salt spreader, pre-wet system, electronic spreader controls, underbody scraper, pneulogic joystick plow controller, hydraulic system, automatic greasing system, safety lighting and installation is $74,644.00. The thirteen foot body with salt spreader, pre-wet system, electronic spreader controls, underbody scraper, pneulogic joystick plow controller, hydraulic system, automatic greasing system, safety lighting and installation is $79,104.00. The two front mounting plows are $8,183.00 each. The total cost of all equipment, installed, is $170,114.00.
These units, when mounted to the chassis will replace a 2003 model year single axle dump truck with 6,610 hours of use which in the last five years has averaged over $20,800.00 in repair costs per year and a 2002 model year tandem axle truck with 9,825 hours of use which has averaged over $18,750.00 in repair cost per year over the last five years. The dump body of the tandem truck has rusted out to a point that requires it be replaced at an estimated cost of $30,000.00. Both trucks are averaging between 1.5 to 2.0 breakdowns per truck per month.
By specifying that these trucks have stainless steel bodies, we anticipated it will enable us to extend the service life of these trucks by 50% over the units they are replacing.
The two front plows will replace units purchased in 2001 and 2003 both of which were damaged this year requiring major repairs to the mounting system. The front mounting plows will be Monroe model MP41R10-CT and will be able to be mounted to any of the existing large plow trucks assigned to the Street Maintenance group.
The Fleet and Facilities Unit has adequate funds for the purchase of the thirteen foot dump truck body and the two front plow available in the Fleet Service Fund's fund balance. A tandem axle dump truck with a 13' body and two front plows where budgeted in FY14 but the funds were not expended and rolled into the fund balance. Funding for the purchase of the ten foot dump truck body will come from the FY15 amended Major Street Fund budget.
Truck and Trailer Specialties complies with the requirements of the non-discrimination ordinances.
Staff
Prepared by: Thomas A. Gibbons, Financial Analyst-Fleet and Facilities Unit
Reviewed by: Matthew J. Kulhanek, Manager Fleet and Facilities Unit and Craig Hupy, Public Services Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase replacement Dump Trucks and Front Mounting Snow Plows for the City's fleet;
Whereas, Purchasing the dump truck bodies manufactured of stainless steel will allow us to increase their service life by 50%;
Whereas, Truck and Trailer Specialties was the most responsible bidder to Rochester Hills RFP-RH-13-030;
Whereas, Adequate funds for the purchase of the thirteen foot dump truck body and two front plows are available in the Fleet Services Fund's fund balance;
Whereas, Adequate funds for the purchase of the ten foot dump truck body is budgeted in the FY15 amended Major Streets Fund budget; and
Whereas, Truck and Trailer Specialties complies with the requirements of the City's Non-Discrimination Ordinances;
RESOLVED, That the City Council approves an amendment to the FY15 Fleet and Facilities Unit budget by appropriating $95,470.00 from the Fleet Services Fund Balance, for the purchase one 2015 Monroe brand stainless steel thirteen foot dump truck body at $79,104.00 and two 2015 Monroe MP41R10 CT front plows at $8,183.00 each for a total of $95,470.00 from Truck and Trailer Specialties;
RESOLVED, That the City Council approves the issuance of a purchase order to Truck and Trailer Specialties for the purchase of one 2015 Monroe brand stainless steel ten foot dump truck body for $74,644.00 with funding from the FY15 amended Major Street Fund budget;
RESOLVED, That funds for these purchases be available without regard to fiscal year;
RESOLVED, That the dump trucks and plows being replaced (#s 4578, 4596, 4658, and 4663) be sold at auction; and
RESOLVED, That the City Administrator be authorized to take the necessary actions to implement this resolution.