Department: Resource Management
Staff Contact: Mary Jaeger/Amy Tharnish
Subject: Acceptance of bid and consideration of award of contract to Key Equipment & Supply Company, Inc for the design and construction of automated CNG side-loaders for the Public Works Department.
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Item Description:
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Acceptance of bid and consideration of award of contract to Key Equipment & Supply Company, Inc for the design and construction of automated CNG side-loaders for the Public Works Department.
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Summary:
On August 30, 2019 three (3) proposals were received from firms who could design and construct automated CNG side-loaders for the Public Works Department.
Purchasing a Solid Waste Collection Truck (such as an automated CNG side-loader) is a multi-step process. The vendor doing the design work, works alongside two different manufacturers. One company to manufacture a cab and one to manufacture the chassis and then working with one or both manufacturers to merge the cab and chassis together. The lead-times on the cab and chassis are unpredictable. By awarding this three-year, design-build contract, it will allow the vendor adequate time to plan for the lead-times necessary to create the desired vehicle. More importantly, this will provide Solid Waste (SW) and Vehicle Maintenance (VM) Fleet standardization moving forward.
The RFP evaluation process provided an in-depth understanding of the overall construction of the units along with the services that will be provided upon receipt of the equipment. An evaluation team of SW and VM staff assessed the proposals based on familiarity with the types of products and services being requested, design, build, quality and vehicle performance (best value added), service and maintenance plans, and cost. Key Equipment & Supply Company, Inc was the highest scoring respondent.
This contract will allow the City to purchase replacements over the next three years. The following list is contingent upon available funds, need for replacement, and annual review with VM Superintendent, Resource Management, and City Manager’s office. In Fiscal Year 2020, Vehicle# 2070157 & 2070159, both 2013 Side Loaders, are up for scheduled replacement. The replacements in Fiscal Years 2021 and 2022 will be similar in make and model and will be approximately three (3) unit replacements per fiscal year.
Staff recommends a three (3) year contract with annual review with Key Equipment & Supply Company, Inc. No Olathe vendors could provide these services.
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Financial Impact:
Estimated annual expenditures over the next three years will be $2,975,850 (approximately three (3) units per year, at $330,650 per unit) and will be funded by the Vehicle and Equipment Replacement Fund.
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Action Needed:
Award of contract to Key Equipment & Supply Company, Inc.
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Attachment(s):
A. Composite Score Sheet