Title
Community Development Agency, Transportation Division, recommending the Board consider the following:
1) Make findings in accordance with Section 3.12.160.B. of the El Dorado County Ordinance Code exempting the competitive bidding process due to "the unique nature of the property or services required precludes competitive bidding";
2) Authorize the sole source acquisition of one (1) Tymco Model 500X/BAH High-Dump Sweeper (fixed asset) through GCS Environmental Equipment Services, Inc.; and
3) Authorize the Purchasing Agent to issue a purchase order in the net amount of $293,945.88.
FUNDING: Road Fund Discretionary. (No Federal Funds)
Body
BUDGET SUMMARY: |
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Total Estimated Cost
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$293,946 |
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Budget - Current FY
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$300,000 |
Budget - Future FY
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|
|
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New Funding
. |
$0 |
Savings
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Other
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Total Funding Available
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$300,000 |
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Change To Net County Cost
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$0 |
Fiscal Impact/Change to Net County Cost
No change to the Net County Cost. Costs associated with the recommended purchase will be provided by the Road Fund. This purchase is on the approved Fixed Asset List for Fiscal Year 2014/2015.
Background
In 2013, the Community Development Agency, Transportation Division (Transportation) went out to bid for an Air-Regeneration Design Sweeper and two bids were received, one from GCS Environmental Equipment Services (GCS Environmental) and one from MME Equipment. The Tymco model provided by GCS Environmental was selected as the only machine that met specifications and was awarded the bid. This sweeper was subsequently purchased by the County for Tahoe area operations.
The Schwarze Industries model provided by MME Equipment was rejected for not meeting the specification requirements and offered 34 exceptions to the bid specifications including a letter requesting the bid specifications be changed during the bid process to remove certain specifications that the MME Equipment could not comply with. After researching changes to the Schwarze model since last year's bid, there have been no changes that will bring the Schwarze model (specifically, the broom) into complinace if this year's purchase was put out to bid.
The designs of several areas on the Schwarze broom are considered unacceptable or will require extensive and expensive maintenance that will not be required if the Tymco sweeper is purchased:
· There is no standard center power broom offered on the Schwarze model. This is a specification requirement. The Schwarze broom does offer an aftermarket center power broom. The problems with an aftermarket broom are two-fold. First, if the aftermarket company goes out of business or quits manufacturing the part, the County could be reduced to manufacturing its own parts, which could remove the broom from service for an entire season. Second, the aftermarket brooms staff has seen in the past are not quick change and would require two mechanics a minimum of two to three hours to change. The Tymco broom offers a quick change unit which reduces labor replacement time to 30 minutes.
· The blower fan on the Schwarze broom is standard metal with no corrosion or wear protection and its bearings require grease daily. It is anticipated that this fan will require replacement every five years at a cost of approximately $5,000. The Tymco blower fan is rubber coated with sealed maintenance-free bearings that should last substantially longer.
· The Schwarze blower fan continues to run at high speed when the hopper is raised causing dirt to be blown into the air and into the engine coolers. This design requires regular cleaning of the radiators and is a safety concern for anyone or anything passing near the machine. The Tymco blower fan automatically stops turning when the rear debris hopper is raised to dump preventing the blowing of dirt into the air and engine coolers.
The Tymco sweeper purchased last year is primarily operating in the Tahoe Basin. It has been effective and has required very little down time for routine maintenance and has incurred only two minor warranty issues with the truck. By purchasing another sweeper of the same make and model, it will help Transportation in standardizing the purchase of sweeper maintenance parts and consumable items for inventory instead of adding another manufacturer's line to the total number of parts in inventory. It would also provide price breaks in bulk order to cover two machines.
Transportation recently sent two mechanics and two operators to training at the Tymco factory at a cost of approximately $3,000 total. Purchasing a Schwarze unit would require the need to duplicate this training effort. Transportation has owned both of these makes of sweepers and has many years of experience in the sweepers' operations and maintenance. The Tymco sweeper is best suited for Transportation's needs and meets all the requirements of the Division's developed specifications.
Reason for Recommendation
GCS Environmental has factory area protection and is the authorized dealer for the Sacramento Region for the Tymco Model 500X/BAH. GCS Environmental has offered to hold the 2013 bid price as quoted in the awarded bid #13-760-059 until December 31, 2014. The next generation engines will be in production after this time to meet the next Tier level in Air Resources Board emission regulations which will drive all manufacturers' prices up substantially in 2015.
Because there are only two sweepers on the market that are both regenerative air and high dump and because the Tymco Sweeper model 500X/BAH is the only sweeper that meets all the required specifications, Transportation recommends approval of a sole source purchase of the Tymco model 500X/BAH High Dump Sweeper from the Sacramento Region authorized dealer, GCS Environmental for the amount of $293,945.88.
Clerk of the Board Follow Up Actions
None
Contact
Bard R. Lower
Transportation Division Director
Community Development Agency
Concurrences
N/A