CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 20-069, Unit 829 Equipment Replacement, to Exprolink for an amount not to exceed $115,619
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Unit 829 was reviewed and approved by the Fleet Economic Committee and Fleet Services Manager for replacement in the 2020 budget. Vehicles and equipment are evaluated for replacement based on four criteria: age, usage, condition, and repair costs. A unit must typically receive a score of 28.0 or greater to be recommended for replacement. This equipment does not meet replacement criteria as outlined in the table below:
|
Unit # |
Year |
Amortized Life Cycle |
Replacement Age |
Minimum Criteria |
Scored Criteria |
Hour Guidelines |
Usage Hours |
Repair Costs |
|
829 |
2013 |
7 years |
7.3 years |
28.0 |
20.79 |
6,000 |
2,083 |
$87,264.72 |
Although the unit does not meet the usual criteria for replacement consideration, the Fleet Economic Committee approved replacement because the unit is costly to maintain, is often out of service for extended periods, there is no back-up unit when this unit is down, and the unit is needed to sweep the highly-visible Central Business District.
DISCUSSION:
Unit 829 is a Johnston CN101 sidewalk sweeper used by the Department of Public Works (DPW) Central Business District (CBD) division to safely and efficiently remove litter and debris in the downtown parking decks, surface parking lots, and curb lines of the streets.
Equipment operators in DPW’s CBD division are responsible for the clean-up and maintenance of the highly-visible downtown area, which consists of over 300 businesses, including 50 restaurants, 10 ice-cream/candy stores, seven coffee shops, 125+ specialty stores and spas, and 100+ services businesses. These numbers will increase over the next few years.
The current unit is used daily for approximately four to six hours per day. Due to the rigorous use the sweeper endures, it is frequently down for repair due to the many moving parts (i.e., brushes, vacuums) associated with it. In the 7.3 years DPW has owned the small sweeper, it has required 187 repairs that were not preventive maintenance. Of the repairs required on this unit, 52% have been non-scheduled, emergency, or road-call repairs. Lifetime repair costs on this unit exceed $87,200.
The typical lead-time for service and repair parts is two weeks when shipped from the distributor in North Carolina. When parts are unavailable at the North Carolina distributor, they must be shipped from England and order lead-times can reach one month. This has led to lengthy out-of-service times on the unit. When this sweeper is out-of-service, equipment operators must pick-up debris in the CBD by hand, which is a slow and arduous process.
Unit 829 will be replaced with a Madvac LS175 mini-sweeper and will be used in the same capacity as the current sidewalk sweeper. The lead-time for service and repair parts on the replacement unit is just two days. Additionally, the replacement sweeper uses standard hydraulic hoses that are easily sourced, and Fleet Services has the resources and expertise to fabricate the hoses for the replacement sweeper in-house. The reduced lead-time for parts will mean reduced out-of-service time on the replacement unit and more efficient removal of the debris in the CBD.
Staff has identified an approved cooperative Contract, Sourcewell Cooperative Contract # 122017-EXP through Exprolink, for the procurement of the Madvac LS175 as specified for $115,619.
|
List Price |
Less Sourcewell Discount |
Total Price |
|
$134,050.00 |
($18,431.00) |
$115,619.00 |
The current sweeper will be sold by one of the City’s contracted auction service provider.
Order to delivery lead-time for the Madvac LS175 is three to four months.
FISCAL IMPACT:
CIP #: VEH002
Vehicle replacements for the Central Business District are expensed to the Vehicles and Equipment account listed below. A total of $130,000 was budgeted for the replacement of Unit 829 in 2020. The requested award is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31254300-551505 |
SSA #26 |
$130,000 |