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Home My WebLink AboutOES 36-06 CUq iJ~ '\ ') "'I L~( REPORT TO EXECUTIVE COMMITTEE Report Number: OES 36-06 Date: September 25, 2006 From: Everett Buntsma Director, Operations & Emergency Services Subject: Supply and Delivery of Street Sweeper - Q-41-2006/Q-41 A-2006 - File: A-2130 Recommendation: 1. That Report OES 36-2006 of the Director, Operations & Emergency Services regarding the supply and delivery of a Street Sweeper be received; 2. That Quotation No. Q-41-2006 submitted by Joe Johnson Equipment for the supply and delivery of an Elgin Eagle Waterless Street Sweeper Factory Stock Demonstration Unit Serial No. FW-2303-D in the amount of $240,500.00 (GST, PST extra) be accepted; 3. That the total gross purchase cost $274,170.00 and a net purchase cost of $259,740.00 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $240,000.00 to be financed by the issue of debentures through the Regional Municipality of Durham, over a period not exceeding five years, at a rate to be determined; (b) the balance amount of $19,740.00 to be funded from the general savings realized per project code - 5320-0607-6178 - Tiger Mower and 5320-0608-6178 - Hot Box, both paid from property taxes (c) the annual repayment charges in the amount of approximately $55,600 be included in the annual Current Budget for the City of Pickering commencing in 2007, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget d) the Director, Corporate Services & Treasurer has updated the City's 2006 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario, and would not cause the City to exceed the updated Limit, and therefore, Ontario Municipal Board approval was not required prior to City Council's authorization; r, f) U .' 'J ' .J" Report DES 36-06 Date: September 25, 2006 Subject: Supply & Delivery of Street Sweeper 0-41-2006/0-41 A-2006 Page 2 e) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The City of Pickering utilizes one street sweeper that is used seasonally to provide all municipal street sweeping services. The current unit is a 1995 model year and a replacement for this unit was approved in the 2006 Capital budget. Upon completion of a thorough market analysis and demonstrations of all current street sweepers models and street sweeping technologies, the field was reduced to two units that would meet the City's requirements. Two vendors were invited to bid and two bids were received. The unit that best meets the City's requirements is being recommended. In that this unit operates virtually dust free and removes an extremely fine level of particulate from the roadway, which would otherwise find its way into the watercourse, the unit that is recommended supports the City's commitment to a sustainable community and its commitment to stormwater quality control and the regeneration and rehabilitation of Frenchman's Bay. Financial Implications: 1. OUOT A TION AMOUNT 0-41-2006 GST PST Sub-Total GST Rebate Total $240,500.00 14,430.00 19.240.00 274,170.00 (14,430.00) $259,740.00 2. APPROVED SOURCE OF FUNDS Roads Capital Budget Item Proiect Code Source of Funds Available Required FUNDS AVAILABLE $240.000.00 $259,740.00 15,000.00 4,740.00 $259,740.00 $259,740.00 Street Sweeper 5320.0604.6178 5..Year Debt 5320-0607-6178 Paid from Prop. Taxes 5320.0608-6178 Paid from Prop. Taxes CORP0227-07/01 revised n I)" v v ,1 Report DES 36-06 Date: September 25, 2006 Subject: Supply & Delivery of Street Sweeper Q-41-2006/Q-41 A-2006 Page 3 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Background: The purchase of a Street Sweeper was approved by Council in the 2006 Capital Budget. Due to the diversity of street sweeper technology and associated pricing, Supply & Services in conjunction with Fleet Operations formed a committee to evaluate current street sweepers and street sweeper technologies. An evaluation rating system was established to determine which street sweeper and street sweeper technology would provide the best overall and long-term service to the City of Pickering. The following street sweeping technologies were evaluated: . Mechanical Street Sweeper - utilizes main broom and brushes to sweep debris onto a conveyer. . Pure Vacuum Street Sweeper -- utilizes main broom and brushes to direct debris to a vacuum pick up system. . Regenerative Air Street Sweeper - utilizes high pressure air blast to blow debris off roadway into a high pressure vacuum system Representatives of the following sweeper manufacturers were requested to provide equipment demonstration: . Elgin Eagle Waterless Mechanical Street Sweeper . Elgin Whirlwind Pure Vacuum Street Sweeper . Tymco Model DST -6 Regenerative Air Street Sweeper . Schwarze ABOOO Regenerative Air Street Sweeper . Schwarze M6000 Mechanical Street Sweeper The committee unanimously agreed on the final evaluation ratings and a summary is attached with the memo from Supply & Services. From the information gathered by the demonstrations of these units, the committee has identified three integral street sweeper components that must be included in the sweeper design, to provide the City with effective and efficient street sweeping. These components are: 1. Air Quality Management District (AQMD) Rule 1186 Certified PM-10 Efficient California's South Coast Air Quality Management District has certified certain street sweepers to be efficient and capable of removing PM-10 from the roadway and from within pavement cracks and irregularities, without allowing this fine particulate to be strewn into the atmosphere during the sweeping or off-loading functions. PM-10's are 10 micron or smaller particulate matter that contains heavy metals and non- point source pollutants, which can be conveyed by stormwater runoff to creeks and streams. CORP0227-07/01 revised ''\'. L't\J Report OES 36-06 Date: September 25, 2006 Subject: Supply & Delivery of Street Sweeper Q-41-2006/Q-41 A-2006 Page 4 2. High Dump Hopper The hopper can be raised to off-load directly into a dump truck so as eliminate the need for the sweeper to leave the sweep site to travel to the dumpsite to unload. 3. Dry Sweeping Capability Must be able to efficiently dry sweep, while effectively controlling dust including PM-10 particulate, to permit a 12-month street sweeping operation. After completing the evaluations based on each unit demonstration, the committee reduced the choice to two street sweepers that fulfilled all requirements. . Elgin Eagle Waterless Mechanical Street Sweeper . Schwarze A8000 Regenerative Air Street Sweeper Each of the above units utilizes different sweeping technologies, therefore, two formal quotations, Q-41-2006 and Q-41A-2006 were issued based on the specific make and model stated, including standard options required. Bidders were asked to include pricing on demonstrator units if available. The following two Ontario distributors were invited to submit a formal quotation: . Joe Johnson Equipment Inc. - Elgin Eagle Waterless Mechanical Street Sweeper . Amaco Construction Equipment Inc. - Schwarze A8000 Regenerative Air Street Sweeper A summary from Supply & Services is attached. Quotation Evaluation - Elgin Eagle Waterless Mechanical Street Sweeper Joe Johnson EQuipment Inc. Joe Johnson Equipment Inc. has submitted pricing on one (1) new machine and four (4) demonstration machines. The quotation submitted for a factory in-stock demonstrator machine, Q-41-2006 Demonstrator Unit 0, in the amount of $240,500.00 (PST, GST extra) has been deemed best value. This machine is being offered at a saving of $3,500.00 compared to their bid on a new built unit machine and includes a full factory warranty and delivery within two weeks of the placement of an order. This machine has been used for demonstration purposes but has not been put into active service and is virtually new. The Elgin Eagle Waterless Mechanical Street Sweeper scored the highest point evaluation based on demonstration performance and complies with all aspects of the City's requirements for effective and efficient street sweeping. The Elgin Eagle Waterless Mechanical Sweeper provides excellent sweeping performance with exceptional dust control and since this unit will sweep effectively without requiring water, it can be utilized late into the fall and during the winter months, which will significantly reduce the time spent on spring cleanup. Its mechanical sweeping action combined with a dust control vacuum system out performed all other demonstrated units with sweeping speed, picking up heavy wet mud and sand while also CORP0227-07/01 revised Report OES 36-06 Date: September 25, 2006 04i Subject: Supply & Delivery of Street Sweeper 0-41-2006/0-41 A-2006 Page 5 providing satisfactory pick up of PM 10 fine particulate. This machine is able to provide all of the City's sweeping requirements and it's compliance with AOMD certification for control of PM10 fine particulates, and augments the City's commitment for a sustainable community and best management practices for stormwater quality control. Although the cost of this sweeper exceeds the 2006 Roads Capital Budget allocation by an amount of $19,740.00, the Treasurer has confirmed this amount of could be funded from the savings realized in the projects identified in the Financial Implications. Joe Johnson Equipment Inc. is aware of our interest in this machine, but availability is not guaranteed. Therefore, the sooner Council approval is received and the order placed, the better the chance of the City receiving delivery. Quotation Evaluation - Schwarze A8000 Reaenerative Air Street Sweeper Amaco Construction Equipment Inc. Amaco Construction Equipment Inc. has submitted pricing on one (1) new machine and three (3) demonstration machines. The Schwarze A8000 Regenerative Air Street Sweeper scored the second highest point evaluation based on demonstration performance and complies with all aspects of the City's requirements for street sweeping. Even though Amaco Construction Equipment Inc. has submitted the lowest quotation - Q-41A-2006 Demonstration Unit A, in the amount of $192,078.00 (PST, GST extra), the City may not be satisfied with the overall performance of a regenerative air sweeper. The Schwarze A8000 Regenerative Air Street Sweeper can provide municipal street sweeping, but the sweeping action is much slower due to the slow travel speed required for a vacuum system to effectively pick up heavy materials such as sand and mud. The vacuum system must also maintain a positive seal on the roadway in order to provide the adequate suction required to pick up material. Where the municipal roadways are broken, uneven or bumpy, the vacuum seal may be lost and large areas of the roadway may not be swept or may require numerous passes. This unit could be used in conjunction with a mechanical sweeper to provide a complete municipal street sweeping service, but may not perform adequately as a stand-alone unit and is therefore not recommended. This machine is only recommended if budget over-expenditure is not approved for the purchase of the Elgin Eagle Waterless Street Sweeper. Upon careful examination of the results of the committee's evaluation based on equipment demonstrations and the quotations received by Supply & Services, the Municipal Property & Engineering Division recommends the acceptance of the bid from Joe Johnson Equipment in the amount of $240,500.00 (GST, PST extra) and that a total net purchase cost of $259,740.00 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. CORP0227-07/01 revised '\ 4 " c .~ Report OES 36-06 Date: September 25, 2006 Subject: Supply & Delivery of Street Sweeper 0-41-2006/0-41 A-2006 Page 6 Attachments: 1. Supply & Services Memorandum Prepared By: (' ,,{~/> Vera Felgemacher Manager, Supply & Services ~.~ <;;:::;:'.::"~' ~ . '-Gillis . Paterson Director, Corporate Services & Treasurer RH:BK:ds Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit Co ",. CORP0227-07/01 revised '~CHMENT#__L.., TOREPORT# O~S" jG,-0\p I"" 3 at __g."._ CORPORATE SERVICES DEPARTMENT 04'= I \.J MEMORANDUM September 15, 2006 To: Richard Holborn Division Head, Municipal Property & Engineering From: Bob Kuzma Senior Purchasing Analyst Subject: Quotation No. Q-41-2006, Supply & Delivery of One (1)- Elgin Eagle Waterless Street Sweeper - Closing - Friday, Sept. 8, 2006 Quotation No. Q-41 A-2006, Supply & Delivery of One (1)- Schwarze - A-8000 Regenerative Air Street Sweeper - Closing Tuesday, September 12, 2006 Quotations have been received for the above project. Two (2) companies were invited to participate and two (2) have responded. Quotations shall be irrevocable for 60 days after the official closing date and time. Due to the diversity of street sweeper technology and associated pricing, Supply & Services in conjunction with Fleet Operations formed a committee to evaluate current street sweepers and street sweeper technologies. The following street sweeping technologies were evaluated: · Mechanical Street Sweeper - utilizes main broom and brushes to sweep debris onto a conveyer. . Pure Vacuum Street Sweeper - utilizes main broom and brushes to direct debris to a vacuum pick up system. · Regenerative Air Street Sweeper - utilizes high pressure air blast to blow debris off roadway into a high pressure vacuum system Representatives of the following sweeper manufacturers were requested to provide equipment demonstration: · Elgin Eagle Waterless Mechanical Street Sweeper . Elgin Whirlwind Pure Vacuum Street Sweeper · Tymco Model DST -6 Regenerative Air Street Sweeper · Schwarze A8000 Regenerative Air Street Sweeper · Schwarze M6000 Mechanical Street Sweeper 04 't ,i' Q-41-2006/Q-41A-2006, Supply & Delivery ot One (1) Street Sweeper r'lEN', 1+_._1.,., TOREPORT# 6E.S- '3G,;oG::. 1- ,ot 3 September 15, 2005 Page 2 The committee evaluated each street sweeper to assess the cab and chassis, sweeping system performance and after sale support. An evaluation rating system was established to determine which street sweeper and street sweeper technology would provide the best overall and long- term service to the City of Pickering. The committee unanimously agreed on the final evaluation ratings and the summary is attached. From the information gathered by the demonstrations of these units, the committee has identified three integral street sweeper components to provide the City with effective and efficient street sweeping. These components are: 1. AQMD Rule 1186 Certified PM-10 Efficient California's South Coast Air Quality Management District has certified certain street sweepers to be efficient and capable of removing PM-10 from the roadway and from within pavement cracks and irregularities, without allowing the this fine particulate to be strewn into the atmosphere during the sweeping or off-loading functions. PM-10's are 10 micron or smaller particulate matter that contains heavy metals and non- point source pollutants, which are added to the storm-water runoff stream. 2. High Dump Hopper Hopper can be raised to off-load directly into a dump truck so as eliminate the need for the sweeper to leave the sweep site to travel to the dumpsite to unload. 3. Dry Sweeping Capability Must be able to efficiently dry sweep, while effectively controlling dust including PM-10 particulate, to permit a 12-month street sweeping operation. After completing the evaluations based on the unit demonstrations and the established integral components, the committee reduced the choice to two street sweepers that fulfilled all requirements. 1. Elgin Eagle Waterless Mechanical Street Sweeper 2. Schwarze ABOOD Regenerative Air Street Sweeper Each of the above units utilize different sweeping technologies, a formal quotation based on the specific make and model demonstrated, including standard options required was requested. Bidders were asked to include pricing on demonstrator units if available. Copies of the quotations are attached for your review along with the summary of costs. ( Q-41-2006/Q-41A-2006, Supply & Delivery ot-._.3" One (1) Street Sweeper !<E f\'"1 ;-OREPORT# .3,""- 6 e: S .3C.-otp September 15, 20060 4~) Page 2 Vendor Amount G.S.T. P.S.T. Total Joe Johnson Ltd. New $246,700.00 $14,802.00 19,736.00 $281,238.00 Joe Johnson Ltd. Demo A $225,850.00 $13,551.00 $18,068.00 $257,469.00 Joe Johnson Ltd. Demo B $239,950.00 $14,397.00 $19,196.00 $273,543.00 Joe Johnson Ltd. Demo C $236,312.00 $14,178.72 $18,904.96 $269,395.68 Joe Johnson Ltd. Demo D $240,500.00 $14,430.00 $19,240.00 $274,170.00 Summary Q-41-2006 Amaco Equipment New $193,748.00 $11,624.88 $15,499.84 $220,872.72 Amaco Equipment Demo A $192,078.00 $11,524.68 $15,366.24 $218,968.92 Amaco Equipment Demo B $200,106.00 $12,006.36 $16,008.48 $228,120.84 Amaco Equipment Demo C $200,785.00 $12,047.10 $16,062.80 $228,894.90 Summary Q-41 A-2006 In accordance with Purchasing Policy Item 04.05 revised, an award exceeding $81,000 is subject to Council approval. Include in your report to Council: 1. the appropriate account number(s) to which this work is to be charged and the budget amount(s) assigned thereto 2. Treasurer's confirmation of funding 3. related departmental approvals 4. any reason(s) why the low bid of Amaco Equipment in the amount of $192,078.00 (taxes extra) is not acceptable, and 5. related comments specific to the project Bidders will be advised of the outcome. Please do not disclose pricing to enquiring bidders. Subject to Council approval, an approved "on-line" requisition will also be required to proceed. If you require further information or assistance during the evaluation phase of this quotation call, contact me at extension 2131. /bk Attachments