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HomeMy WebLinkAboutAgenda - 09-15-2015 - 6c 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 15, 2015 Action Agenda Item No. 6-c SUBJECT: Rural Recycling Trucks Procurement DEPARTMENT: Solid Waste Management PUBLIC HEARING: (Y/N) No Financial Services ATTACHMENT(S): INFORMATION CONTACT: Quotation Dealer Proposal Gayle Wilson, Solid Waste, 968-2885 Paul Laughton, Finance, 245-2152 PURPOSE: To consider approving the purchase of two (2) rural curbside recycling trucks from Southern Truck Service, Inc. of Charlotte, North Carolina utilizing the Sole Source exemption from the formal bidding requirement. BACKGROUND: As a result of review, collaboration and multiple discussions on recycling funding options with the Solid Waste Advisory Group (SWAG), the towns of Carrboro, Chapel Hill and Hillsborough in spring 2015 endorsed Orange County's implementation and administration of a single, county-wide fee funding mechanism for solid waste and recycling services. An element of this new funding mechanism was a planned three-year expansion of curbside recycling service to the remaining unincorporated portion of the county, or approximately 7,000 residences, not currently serviced by the rural curbside recycling trucks. Currently, the County provides curbside recycling services to approximately 14,900 residences in the unincorporated or rural portion of the County. The three-year phased expansion of rural curbside recycling service is proposed to commence by April/May 2016 for approximately half of the remaining residences not currently served (approx. 3,500 residences). The remaining residences will commence service no later than April/May 2018 after the County has gained experience along the new routes and resolved any collection or routing problems. Currently a rural recycling route optimization study is being conducted to provide for the most efficient routing schedule for the new areas. Once the study is completed, it is planned to send at least two direct mailings to the first service expansion area, one in October and one in November, as well as using other media outlets, to notify residents of this new service and for residents to request either a 95-gallon recycling roll cart or 18-gallon recycling bins to use at their residence. 2 The Solid Waste Department FY 2015/16 equipment replacement schedule calls for the replacement of one semi-automated curbside recycling truck to be funded from equipment replacement reserves and the purchase of one new semi-automated curbside recycling truck that will be debt financed. One of these new rural curbside trucks will service the new residences in the proposed expansion area with the other truck to act as a backup truck for all three rural curbside recycling trucks in case of mechanical failure or required maintenance. The trucks being proposed have compacting bodies enabling the Recycling Division to collect more homes while on route without having to break off-route to unload material, thereby creating more efficient routing. The cab and chassis being proposed is a low entry cab for employees to safely enter and exit the vehicle when required to collect 18 gallon recycling bins throughout the route. The truck is also capable of automated roll cart collection. Due to the nature of collection in the rural recycling program and the need for a capability for collecting both bins and carts, there are only a limited number of truck configurations that might address this necessity. The new trucks proposed for purchase are the same chassis and body type as the two original semi-automatic rural curbside recycling trucks authorized for purchase by the County Board of Commissioners at its January 23, 2014 meeting. These trucks have been servicing bins and recycling carts in the current curbside recycling service area since February 2015 and recycling and maintenance staff has been reasonably satisfied with their performance. The original trucks were sole source exemption due to the below stated reasons. The Labrie Expert 2000 is the only truck that has an arm that can reach 10 feet to collect carts off the curb and around difficult to maneuver cul-de-sacs and is also the only truck that can store the arm in the body's hopper for easy and ergonomically safe manual collection of bins. The Heil model has a maximum reach of six feet and the GS model has a maximum reach of eight feet. The longer collection arm has helped our drivers safely and efficiently collect carts that may not have been properly placed near or close to the edge of roadway. There are only two cab and chassis manufacturers (Mack and Crane Carrier) that make a cab- over engine cab with a curbside entry step as low as 18 inches from the ground. Due to the expected number of rural customers that have elected to continue using bins, the rural curbside drivers will continue to enter and exit the cab hundreds of times each day. Thus entry height for driver health & safety is a major concern. While the Mack has an initial entry height of 18 inches, it has a second step making the total height over 30 inches. The Recycling Division currently operates Crane Carrier cabs, and it is the only cab manufacturer the makes a low entry cab that has such driver friendly low entry capability that is truly only 18 inches. After researching and testing the trucks, the Recycling Division found the best option to be the Crane Carrier cab and chassis with Labrie Expert 2000 drop frame bodies. North Carolina General Statute (NCGS) 143-129(e) lists the authorized exceptions to the formal bid procedures. NCGS 143-129(e)(g) allows for purchases of apparatus, supplies, materials, or equipment to be purchased using sole-source exception when: (i) performance or price competition for a product are not available; (ii) a needed product is available from only one source of supply; or (iii) standardization or compatibility is the overriding consideration. After thorough research, no new heavy truck manufacturer since 2014 has been able to provide or offer a similar truck chassis or body in accordance with the requested specifications and as such, the Crane Carrier cab and chassis with the Labrie Expert 2000 drop frame body is a sole 3 source item and a competitive acquisition is precluded. Also, the Recycling Division would like to take advantage of three warranty options as outlined in the attached quote. FINANCIAL IMPACT: The total cost of the two recycling trucks is $598,366 ($299,183 each). Sufficient funds have been appropriated in the FY 2015-16 Solid Waste budget to purchase the replacement truck. The second truck will be debt financed for a period of 59 months, and debt service payments will be included as part of the FY 2016-17 Solid Waste budget. SOCIAL JUSTICE IMPACT: The following two Orange County Social Justice Goals are applicable to this agenda item: • GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY The fair treatment and meaningful involvement of all people regardless of race or color; religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic background; age; military service; disability; and familial, residential or economic status. • GOAL: ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. These recycling trucks will help ensure that curbside recycling service will be available to all residents of the County. RECOMMENDATION(S): The Manager recommends that the Board approve a Sole Source exemption purchase from Southern Truck Services, Inc. of Charlotte, North Carolina to procure two (2) rural curbside recycling trucks at a cost of for $299,183 each ($598,366). The Manager further recommends that the Board authorize the Finance Director to proceed with debt financing for one of the new trucks in the amount of$299,183. - 4 CRANE CARRIER COMPANY Chassis Quotation 2015 Pricing E Regional Sales Manager: Butler P.O.#: E-Mailed: United States Date:7/30/2015 Purchaser: Southern Truck Service,Inc For Sale To: Orange County,NC OEF#: Address: P.O.Box 36483 Address: PO Box 17177 Rev: Date: CityISTIZIP: Charlotte,NC 28236 CityISTIZIP: Chapel Hill.NC 27516 SIN: Attn: Jim Easley Attn: Eric Gerringer Qty: 2 (Two) Telephone: 704-372-1980 Telephone: 919-968-2800 Model: LDT2-26 Standard Cab Fax: 704-372-1983 Fax: Spec#: Mod.2016 Vocation lie.FL,RL,ASL,MSL,RO): ASL (Body Make: Labrie (Body Model: Expert 2000 w/Help H. Engine/Torque @ RPM: CUMMINS-ISL9-330 1000@ 1400 RPM Cab Construction: LDT2 RH,Sit-Down Dual Drive,Tilt/Telescopic Column Accessories: 10 Gal.Heated DEF Tank Standard Location RH Side Cab/Tilt Pump: Standard Cab Manual Cab Tilt Assist Pump Accessories: FEPTO Adapter 1350/1410 Accessories: Accessories: Cab Exterior. Dual Tone,Air Horn Under Cab Block Heater: Block Heater 1,000 Watt w/Red Indicator Light 120V Accessories: Air Compressor: Cummins-Wabco,18.7 CFM Accessories: Cooling System: Remote 1814 Sq.In. -34 F Below Zero XL Accessories: Accessories: Cab Interior: Dual Cab Fans Accessories: Air Conditioning: Air Conditioning,Integral Accessories: Stereo: AM/FM Stereo CD Player w/Weather Band Air Intake: Parker 13"Steel Intake Accessories: Accessories: Doors I Windows: LH Bi-Fold Sliding Accessories: RH Bi-Fold Sliding Exhaust: LH Vertical Flared Elbow,Painted Mirrors: LH 16"x 7"S/S West Coast w/Combo"A" Accessories: RH 16"x 7"S/S West Coast w/Combo"A" Accessories: Spot Mirrors: LH&RH (1)8"Round Convex Spot,(2)Total 1-Each Side Battery Box/Batteries: Steel (2)Two GRP 31,925 CCA Ea. Seats: Accessories: Standard Location LH Side LH Sears C2 Air Ride,Asphalt Gray Accessories: RH Forward Sears C2 Air Ride,Asphalt Gray Accessories: Flaming River Disconnect Starter: Heavy Duty Soft Start Alternator: Leece-Neville 160-AMP Instrumentation: Fuel Tank: 50 Gallon Steel Narrow Single Tank Accessories: Accessories: Standard Location Accessories: Accessories: Accessories: Filter/Separator Cummins Branded 12V Heated Filter Accessories: Trans.I Retarder: 3000RDS 6-Speed - Windshield Wiper(s): Intermittent Wipers Controls: Dual Pushbutton Cab Elec./Lighting: CCC Daytime Running Lights NIS/Auto Neutral: Auto Neutral System/"AG'Function Accessories: LED Cab Clearance,Marker&Turn Signals Accessories: Accessories: Accessories: Accessories: Accessories: Accessories: Propshafts: Spicer Life Series SPL-170 Accessories: Front Axle: D2000F Back-Up Alarm: Warn or Equal 107 dB(A) Accessories: Misc.Equipment: Triangle Warning Kit,Mounted Brakes: 16.5 X 7 Wide Brake Package Accessories: 101b.Fire Extinguisher,Mounted Slack Adjusters: Automatic Accessories: Spare Keys(2)Additional,Total 4 Accessories: Accessories: Wheels: Hub-Steel Disc 22.5 X 9.00 Accessories: One Additional set of CD manuals Tires: 315/80R22.5 Bridgestone M860 L/20 Accessories: Dash Mounted Filter Minder Indicator Spare Wheel: 1 Hub-Steel Disc 22.5 X 9.00 Accessories: Spare Tire: No Accessories: Front Suspension: Parabolic Taper-Leaf 20k Accessories: Steering Position: RH,Sit-Down Dual Drive,Tilt/Telescopic Column Accessories: Accessories: Accessories: Rear Axle: S26-190 Finish Paint: Color: Color/Code: Accessories: Cab: Green DuPont#L0367EB Brakes: 16.5 x 8.62 Wide Brake Package Single Upper Cab Stripe:No Wheels: Hub-Steel Disc 22.5 X 8.25 Lower Cab Stripe:No Tires: 11R22.5 Bridgestone R250ED H/16 Bumper: Black N0001 Ratio/Max.Speed: 5.57 Ratio 72 MPH Limit Speed:65 MPH Bumper Stripe:No Slack Adjusters: Automatic Frame: Black N0001 Accessories: Battery Box: Spare Wheel: 1 Hub-Steel Disc 22.5 X 8.25 Fuel Tank: Black N0001 Spare Tire: No Clear Coat: No Retarder: Front Wheels: 2-Sided White PC Accessories: Rear Wheels: 2-Sided White PC Rear Suspension: RD-209 60/40 Steerable Tandem Suspension Spare Wheel(s): 2-Sided Tag/Pusher: Additional Charges I Warranties(Non-Discounted): Wheels: Single Hub-Steel Disc 22.5 x 9.00 Standard Chassis Warranty 12 Months 12,000 Miles Tires: Single 315/80R22.5 Bridgestone M860 L/20 Standard Frame&Crossmember Warranty-5YR/100K Mi(pro-rated after 36 Mo/30K Mi) Accessories: Bendix ABS/ATC Automatic Traction Control Extended-5 Year,100M Miles DC1 w/AT3 Cummins Engine Warranty Frame: Labrie/SHU-PACK REM:See Price Book Extended-5 Year Allison Unlimited Mileage Transmission Warranty Bumper: Painted Steel Standard-2 Year Dana Axle Warranty Accessories: INCLUDED:LABRIE 31YD EXPERT 2000 w/HELPING HAND and LH CART TIPPER Accessories: Wheel Base: 224" CA/CT=200" AF= 40" ABS System: 6S/6M Air Tanks: (3)Three Steel Tanks Drain Valves: Pull Cords: Centralized Drain Valves Air Dryer: Bendix B/W AD-9EP,Heated Accessories: Accessories: Accessories: I TOTAL PRICE PER VEHICLE 299,183 Requested Delivery Date:ASAP(165 to 210 days ARO) TAXABLE TRANSACTION NO XX YES Notes: Customer may take a partial payment discount of$2,550 per truck for payment of chassis only,at the time of completion and shipment to Labrie. Balance would be due at Body Options:Under Seat Body Controller delivery of Trucks to Orange County. 1951 Reiser Avenue SE . New Philadelphia, OH 44663 . 918.836.1651 e www.cranecarrier.com TRUCjrt!k 5 y Southern Truck Service, Inc. 704/372-1980 WO s T MP.O.Box 36483•Charlotte,N.C.28236 1-77 At Remount Road•Charlotte. N.C.28203 OyKykOTTE 1�O August 3, 2015 Mr. Eric Gerringer Recycling Programs Operations Manager Orange County Solid Waste management PO Box 17177 Chapel Hill, NC 27516-7177 Re: Refuse Truck Proposal Dear Mr. Gerringer, It is my privilege, as representative of Southern Truck Service Inc. to present Orange County with this revised proposal for the purchase of two Crane Carrier Low Entry Drop-Frame cab chassis with Labrie Expert 2000 Automated/Semi Automated refuse bodies, please see attached. As the primary vendor supplying this equipment, Southern Truck Service will be responsible for coordinating the mating of chassis with bodies and delivery to Orange County ready for service. Southern Truck Service will also be the point of contact for all warranty work, including body warranty and all accessories. Attached you find total unit pricing in "Line Sheet" format that will include the additions requested in the July 23rd meeting. You will also find all standard warranty, requested extended warranty, and product literature. Because of the lengthy body co. delivery schedule, and the amount of interest that will accrue during that period, I would like to offer a partial payment discount to Orange County for payment of the completed, and verified delivery of, the Crane Carrier Chassis to Labrie Body Co., of$2,550.00 per unit, total discount for two (2) units, $5,100.00 This amount was reduced from the previous quote to reflect Labrie's new shorter delivery schedule. The remaining balance for the body portion of the total price, will be invoiced at delivery of the complete unit to Orange County. Southern Truck Service looks forward to the opportunity to supply this equipment to Orange County and requests that you contact us if you have any questions or we can be of service in any way. Si cerely, James C. Easley Sales Manager, STS Inc.