HomeMy WebLinkAbout46-08 RESOLUTIONRESOLUTION NO. 46-08
A RESOLUTION AWARDING BID #07-70 AND APPROVING
THE PURCHASE OF ONE (1) AUTOMATIC TOUCHLESS
VEHICLE WASH SYSTEM FROM ARK -0 PETROLEUM OF
TONTITOWN IN THE AMOUNT OF $188,785.00 FOR USE BY
THE FLEET OPERATION DIVISION.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section I. That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of one (1) automatic touchless vehicle wash
system from Ark -0 Petroleum of Tontitown in the amount of $188,785.00 for use
by the Fleet Operation Division. .......... ffffff
PASSED and APPROVED this 4th day of March, 2008.
APPROVED:
By:
DAN COODY, Mayor
ATTEST
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CD E. SMITH, City Clerk/Treasurer
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David Bragg
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
—2149/28e8
—
City Council Meeting Date
Agenda Items Only
Fleet Operations
Division
Action Required:
•
Operations
lark Prfreicatnei
g/ -Firth foithi
Department
A resolution awarding bid #07-70 to Ark -0 Petroleum of Tontitown in the amount of $178,022 plus tax for the,
purchase of one automatic touchless vehicle wash system for use at Fleet Operations Division.
188 785 00
Cost of this request
9700.1920.5804.00
9700.1920.5801.00
Account Number
02121.1
06012.1
Project Number
Budgeted Item
35,360.00
169,776.00
Category/ Project Budget
Funds Used to Date
205,136.00
Remaining Balance
Budget Adjustment Attached
WashBay & Covered Storage Imprymt
Automatic Vehicle Wash
Program Category / Project Name
Building Costs
Fixed Assets
Program / Project Category Name
Shop Fund
Shop Fund
Fund Name
6StrilNitrtectvr-D
CDC), C4 Mom/ °/lA
-Pc...1 a. 4.ttai
Finance an nternal Service Director
I OeeaS
Date
(4/AT
Date
t -'5'-�r
M or
Date
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number
Received in City
Clerk's Office
Received in
Mayor's Office
Comments:
•
Revised April 16, 2007
nye teyille
Interdepartmental Correspondence
To: Mayor Dan Coody
Via: Gary Dumas, Director Of Operations
From: David Bragg, Fleet Operations Superintendent
Date: February 13, 2008
Subject: Purchase Of Fleet Vehicle Wash System
Background:
In June 1998, the City Council approved a contract with Dy -Chem International to
provide automatic drive through vehicle wash equipment at no charge and to exclusively
provide chemicals and supplies at a cost of $5.00 per gallon. That contract provided
automatic renewals through December, 2003. The contract has since been extended each
year through December, 2007.
Fleet Operations staff began a review of the existing contract and actively researching
alternatives in July, 2003.
The Dy -Chem system utilizes a two step low PH (acid), high PH (base) chemical process
to achieve a chemical "shock" to release dirt and film. This process is common in the
vehicle wash industry; however the Dy -Chem low PH product contains a very harsh and
dangerous hydrofluoric acid solution that leaves unpainted aluminum bright and shiny,
but is unfriendly to painted finishes, glass, and unpainted. galvanized and ferrous metals
as well as posing potential health and injury hazards
Fleet mechanical staff has complained that the chemical acid damages electrical
components since I first arrived in 2003. This product certainly does not comply with the
City of Fayetteville Environmental Purchasing Policy.
Wash process is dependent on the operator driving through at the proper speed. Proper
"dwell" time following each chemical application is essential to the cleaning process.
Chemical and water usage are also dependent upon travel speed. Results and supply cost
vary substantially from one operator to another. Removal of soot and road film from
painted surfaces is mediocre.
In mid 2005 we realized that many of our 3-4 year old vehicles had severe paint damage
— clear coat was gone. The only plausible explanation was the hydrofluoric acid. Zinc
plating on hydraulic lines was also gone and exposed steel lines were rusted — obviously
the result of acid. Though DyChem denied ever having a similar paint complaint, we
requested a replacement chemical.
Two high PH (alkaline) chemicals were supplied which do not clean well at all, but we
have not seen paint damage to vehicles purchased since the chemical change.
113 West Mountain
Fayetteville, Arkansas 72701
Office phone - 479-575-8330
Fax - 479-575-8257
E-mail - gdumas@eilayetteville.arms
Achieving a cleaner fleet without paint damage should increase resale value. A 5%
increase would net approximately $100,000 in 8 years.
For the past two years, we have continued to spend $5,500 per month for chemical that
does not work effectively.
Since 1998, the City has paid Dy -Chem $575,854 for hazardous chemical pumped
through their "free" equipment.
Search for Alternatives:
Fleet Operations staffunderstands that our mission includes maintaining a clean and
attractive fleet that positively represents the image of our City.
No known touchless automatic wash equipment does a perfect job of getting a dirty truck
clean. They do get them cleaner and do a good job of maintaining a clean vehicle when
used regularly.
The Dy -Chem hydrofluoric acid product cleans, but is too dangerous to personnel and
harmful to the vehicles. The current chemicals do not clean. Overall operating cost is
high.
Hand washing is the most effective method of providing the best available wash,
however, no cost effective way of providing this service on the time schedule required
has been found. A hot high pressure hand wand system is used by operators for
occasional heavy cleaning, however labor cost for regular cleaning is not cost effective
compared to automated systems. A trial contract with an on site mobile wash contractor
during January and February, 2004 did not effectively meet the needs of the vehicle
operating divisions. Environmental concerns further dictated elimination of this
alternative
Tokens are being purchased for Spot -Not commercial drive through touchless facilities
for sedans and pickup trucks without overhead racks or equipment. However, there is no
available commercial facility that will accommodate larger trucks and equipment.
The varied configuration of the City's fleet essentially prevents use of brush type wash
equipment.
Automatic touchless equipment that moves over a parked vehicle at a programmed rate
and capable of accommodating the complete size range of the City fleet appears to be the
most viable alternative.
An RFP to provide wash equipment, chemicals and services on a pay per wash basis for a
60 month term was opened August 13, 2004. Limited responses were received and those
were not cost effective due to the short term and limited number of wash cycles in which
contractors had to recover their equipment and installation costs. The better proposal
would have provided an improved wash quality and the City would have owned the
equipment after 60 months. However, the cost per wash was 12% greater than the Dy -
Chem system and was not approved by the Equipment Committee.
A cost analysis was performed using an 8 year depreciation schedule for purchased
equipment resulting in a per wash cost lower than the cost of using the Dy -Chem system.
Funds were budgeted in FY2006 for the wash equipment purchase. Bids were opened in
July 2006, however all were rejected for various general contractor discrepancies.
113 West Mountain
Fayetteville, Arkansas 72701
Office phone - 479-575-8330
Fax - 479-575-8257
E-mail - gduinas@ei.layeiteville.ar.us
Bids were restructured and opened again August 16, 2007. The bid from Ark -0
Petroleum of Tontitown was approved by the Equipment Committee on January 29,
2008.
Throughout this process, Fleet Staff (David Bragg, Jesse Beeks, Barbara Olsen) and Solid
Waste Staff (Ronnie Caudle) have visited automatic equipment installations at Hot
Springs, AR; Ft. Leonard Wood, MO; Chicago, IL; Pittsburg, TX; and Dallas, TX.
Equipment from three manufacturers was inspected including two different installations
of the Belanger V -Max equipment proposed by Ark -0. Age of inspected equipment was
from one to eight years.
The equipment proposed to be purchased
• has a useful life of at least 8 years (96 months). At 96 months, adequate funds
will have been recaptured through depreciation payments to recover the
equipment purchase cost;
• does not utilize dangerous chemicals;
• does utilize substantially less water per wash 153 gallons vs 260 gallons with the
Dy -Chem system;
• does reduce wastewater utilization to 153 gallons per wash;
By owning the equipment, the City of Fayetteville can choose the most effective and
environmentally preferable cleaning agents available from any supplier.
CONCLUSION:
The Belanger proposal is the best alternative considering cost and wash quality that we
have found in four years of study and research
113 West Mountain
Fayetteville, Arlcansas 72701
Office phone - 479-575-8330
Fax- 479-575-8257
E-mail - gdumas e@eiSayetteville.ar.us
EFFECTS OF DY -CHEM CHEMICALS TO FLEET WASH BAY
WASH BAY WALL ADJACENT TO HYDROFLUORIC ACID ARCH
WALK DOOR IN WASH BAY NEAR DY -CHEM CHEMICAL ARCHES
EFFECTS OF HYDROFLUORIC ACID ON STEEL GRATES AND CONCRETE
FLEET WASH SYSTEM BID EVALUATION
Bid No. 07-70
Base Bid
Underbody Spray
Rocker Panel
2 Hand Wands
Bid Total
Deductive Alternate: 45' Length
Revised Total
Additional installation cost
TOTAL
Total Units in Service
Wash Pressure
Life in Months
Monthly Depreciation
30' Truck
Washes per Month
Water Consumption - Gallons
Sewer
Electric - KwH
Water per Month
Sewer per Month
Electric per Month
Monthly Total Water/Sewer/Electric
Chemical
Gallons per wash
Price per gallon
Chemical Cost per wash
Chemical per month
Total Monthly Cost
ARK -0
Belanger V -Max
$ 179,518.00
$ 2,045.00
$ 2,557.00
$ 10,902.00
$ 195,022.00
$ (17,000.00)
$ 178,022.00
$ 9,000.00
$ 187,022.00
Par 2.3 25
96
900
1100 PSI
$1,948.15
153
153
1.02
$333.23
$280.91
$54.44
$668.58
$1.79
$1,611.00
$4,227.72
Auto Coin Op
Ryco Atlantis
$ 165,955.95
$ 10,670.00
$ 3,535.00
$ 13,400.00
$ 193,560.95
$ (3,000.00)
$ 190,560.95
$ 9,000.00
$ 199,560.95
20
350 PSI
$2,078.76
926
926
3.91
$2,016.83
$1,700.14
$208.67
$3,925.63
0.350
$4.00
$1.40
$1,260.00
REVISED Feb -08
Current
DYCHEM
No Cost
100 PSI
260
260
Unknown
$566.28
$477.36
Unknown
$1,043.64
$ 5.00
$5,174.54
$7,264.39 $6,218.18
FLEET OPERATIONS
Fayetteville 1525 S. Happy Hollow Road
Fayetteville, AR 72701
ARKANSAS
(479) 4444495 FAX (479) 444-3426
-11.1.1,1 'NI I I IS
Interdepartmental Correspondence
TO: MAYOR/CITY COUNCIL
THRU: GARY DUMAS, DIRECTOR OF OPERATIONS
FROM: DAVID BRAGG, FLEET OPERATIONS SUPERINTENDENT
DATE: JANUARY 30, 2008
SUBJECT: PURCHASE OF AUTOMATIC TOUCHLESS VEHICLE WASH
RECOMMENDATION: That City Council approve the purchase of one automatic touchless vehicle
wash system per bid #07-70.
BACKGROUND: Bid #07-70 was opened on October 12, 2007 for one automatic touchless vehicle
wash system for the Fleet Operations Division. Four bid responses were received. A detailed
tabulation sheet is attached.
The lowest bid from Interclean Equipment does not meet specifications. An automatic system which
moves around a parked vehicle in a controlled program is specified. Unit bid is a drive through type
dependent upon driver controlled speed for wash dwell time. This is the type of equipment currently
in use that does not operate satisfactorily.
The second lowest bid from Powerain Systems does not meet specifications (Par 2.2) requinng the
unit bid to have been in commercial production for a minimum of 5 years and a minimum of 15 units
currently in operation. Powerain has produced only one of the units bid and it has been in operation
approximately two years. This is not an acceptable track record for equipment of this complexity.
The two remaining bids meet specifications. With the deductive altemate for 45' maximum length,
the bid from Ark -0 Petroleum for a Belanger V -Max is the lowest bid. There are only two tractor
trailer vehicles in the fleet that require additional length, and the 45' unit bid will wash the tractor
portion without removing the trailer.
Three Fleet Staff members recently visited a City of Dallas Sanitation facility and observed a
Belanger V -Max in operation. This unit is approximately two years old and performed well in
washing a vanety of vehicles. The wash quality is much better than the drive through unit currently in
use.
Additionally, the utility operating cost of the Belanger V -Max is one forth the utility cost of the Ryko
Atlantis bid by Arkansas Coin Canivash, and two thirds the utility cost of the existing unit.
I recommend acceptance of the bid from Ark -0 Petroleum of Tontitown in the amount of
$178,022.00 plus tax. Funds are available for this purchase in the Fleet Special Project 06012 —
Automatic Vehicle Wash, and Project 02121 — Wash Bay Improvement
The purchase of this unit was approved by the Equipment Committee on January 29'h, 2008.
•
RESOLUTION NO.
A RESOLUTION AWARDING BID #07-70 AND APPROVING
THE PURCHASE OF ONE (1) AUTOMATIC TOUCHLESS
VEHICLE WASH SYSTEM FROM ARK -0 PETROLEUM OF
TONTITOWN IN THE AMOUNT OF $188,785.00 FOR USE BY
THE FLEET OPERATION DIVISION.
•••
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of one (1) automatic touchless vehicle wash
system from Ark -0 Petroleum of Tontitown in the amount of $188,785.00 for use
by the Fleet Operation Division.
PASSED and APPROVED this 19th day of February, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
1
ARKANSAS
FLEET OPERATIONS
1525 S. Happy Hollow Road
Fayetteville, AR 72701
Equipment Committee Correspondence
t•
TO:
City of Fayetteville, Equipment Committee
Bobby Ferrell, Chairman Adella Gray
Kyle Cook
Lioneld Jordan
FROM: David Bragg, Fleet Operations Supt
•DATE: January 22, 2008
SUBJECT: Award of Bid 07-70
Bid #07-70 was opened on October 12, 2007 for one automatic touchless vehicle wash system for
the Fleet Operations Division. Four bid responses were received. A detailed tabulation sheet is
attached.
The lowest bid from Interclean Equipment does not meet specifications. An automatic system which
moves around a parked vehicle in a controlled program is specified. Unit bid is a dnve through type
dependent upon driver controlled speed for wash dwell time. This is the type of equipment currently in
use that does not operate satisfactorily.
. he second lowest bid from Powerain Systems does not meet specifications (Par 2.2) requinng the
unit bid to have been in commercial production for a minimum of 5 years and a minimum of 15 units
currently in operation. Powerain has produced only one of the units bid and it has been in operation
approximately two years. This is not an acceptable track record for equipment of this complexity.
The two remaining bids meet specifications With the deductive alternate for 45' maximum length, the
-bid from Ark -0 Petroleum for a Belanger V -Max is the lowest bid. There are only two tractor trailer
vehicles in the fleet that require additional length, and the 45' unit bid will wash the tractor portion
without removing the trailer.
Three Fleet Staff members recently visited a City of Dallas Sanitation facility and observed a
Belanger V -Max in operation. This unit is approximately two years old and performed well in washing
a variety of vehicles. The wash quality is much better than the drive through unit currently in use.
Additionally, the utility operating cost of the Belanger V -Max is one forth the utility cost of the Ryko
Atlantis bid by Arkansas Coin Carwash, and two thirds the utility cost of the existing unit.
I recommend acceptance of the bid from Ark -0 Petroleum of Tontitown in the amount of $178,022.00.
Funds are available for this purchase in the Fleet Special Project 06012 — Automatic Vehicle Wash,
and 02121 —Wash Bay Improvement
;c:
Gary Dumas
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Finance & Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager:
Special Instructions:
Amount of Tax is capped. We.will have to apply for rebate.
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Unit Cost
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Tax: 10,762.57
Total: 188,784.57
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From:
To:
Date:
Subject:
Attachments:
Clarice Pearman
Bragg, David
3.7.08 12:24 PM
Res. 46-08
46-08 Ark -0 Petroleum.pdf
CC: Audit
David:
Attached is a copy of the above resolution passed by City Council. I will forward to Purchasing your requisition. Please let
me know if there is anything else need for this item. Have a good weekend.
Thanks.
Clarice
Clarice Buffalohead-Pearman, C.A.M.C., C.M.C.
City Clerk/Treasurer Division
113 West Mountain
Fayetteville, AR 72701
479 575 8309
cpearman@ci.fayetteville.ar.us
113.7.0EQ, Clarice
Pearman -Res.
46-08
Patti
From:
To:
Date:
Subject:
Attachments:
Clarice Pearman
Bragg, David
3.7.08 12:24 PM
Res. 46-08
46-08 Ark -0 Petroleum.pdf
CC: Audit
David:
Attached is a copy of the above resolution passed by City Council. I will forward to Purchasing your requisition. Please let
me know if there is anything else need for this item. Have a good weekend.
Thanks.
Clarice
Clarice Buffalohead-Pearman, C.A.M.C., C.M.C.
City Clerk/Treasurer Division
113 West Mountain
Fayetteville, AR 72701
479 575 8309
cpearman@ci.fayetteville.ar.us
3.7.08 Clarice Pearman
Fwd: Res. 46-08
Page 1
From:
To:
Date:
Subject:
Attachments:
Clarice Pearman
Vice, Peggy
3.7.08 12:26 PM
Fwd: Res. 46-08
46-08 Ark -0 Petroleum.pdf
Sony. I forgot to cc you Have a good weekend.
>» Clarice Pearman 3.708 12624 PM »>
David:
Attached is a copy of the above resolution passed by City Coundl. I will forward to Purchasing your requisition. Please let me know
if there is anything else need for this item. Have a good weekend.
Thanks.
Clarice
Clarice Buffalohead-Pearman, C.A.M.C., C.M.C.
City Clerk/Treasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
coearmarecilavetteville.ar.us
•