R2012-168 ACCEPTING THE BID OF COE EQUIPMENT INC.

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Public Works Memorandum No. 2012—70 DATE: August 21 , 2012 TO: Honorable Mayor McElroy and City Council Members FROM: Ryan P. McCrady, City Manager Richard G. Marley, Public Works Director Deborah M. Perry, Purchasing Supervisor SUBJECT: Resolution Accepting the Bid of Coe Equipment, Inc., for the Purchase of One (1) Tandem Axle Truck Chassis with Sewer & Catch Basin Cleaner, Bid No. 1213-02 SUMMARY RECOMMENDATION: Staff recommends awarding a contract to Coe Equipment, Inc., Rochester, IL to furnish one (1) Sewer & Catch Basin Cleaner to be mounted on a Navistar, International Tandem Axle Truck Chassis provided by Prairie International Trucks, Inc., Decatur, IL for a total cost of$321,998.00. This unit of equipment is commonly referred to as the "Vactor Truck." BACKGROUND: This unit of equipment will be used by the Streets and Sewer Section of the Municipal Services Division. It will replace a 2004 International 7400 sewer and catch basin cleaner that currently is in service with 5,988 hours and 52,233 miles. The existing unit of equipment will remain in service for about 10 months longer while the new unit is manufactured and delivered. The sewer cleaner is an essential piece of equipment used by the Streets and Sewer Section to maintain the City's storm and sanitary sewers. The equipment maintains sewers by cutting and removing roots, high pressure water jetting and vacuum cleaning manholes and catch basins. This vehicle is one of two (2)that the City owns and must be available 24 hours per day, 7 days per week to provide essential sanitary and storm sewer maintenance functions. The City of Decatur has 385 miles of sanitary sewer and 215 miles of storm sewers to maintain. Coe Equipment submitted the sole bid for the Sewer& Catch Basin Cleaner with options for two different truck chassis. The bid utilizing a Freightliner, model 108SD, supplied by Truck Centers, Inc, Troy, IL was the low bid at $317,490. Upon review of the bid specification, the Freightliner chassis did not meet specification for strength and rigidity. The Navistar, International Tandem Axle Truck Chassis did meet all the specifications including chassis strength and rigidity. Additional considerations regarding the recommendation are: • The City's current truck fleet has many Navistar International trucks and no Freightliner vehicles. Current parts stocking and the mechanic staff familiarity Page I 1