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04-20-04 Item 134 1927 CITY OF SOUTH MIAMI Inter - office Memorandum r Ii TO: Honorable Mayor, Vice Mayor DATE: April 20, 2004 & City Commission FROM:. Maria V. Davis ,�" " AGENDA ITEM No. City Manager' RE: Authorizing the City Manager to purchase One Automated Garbage Truck RESOLUTION: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO FUND IN ADVANCE THE FIRST YEAR'S INSTALLMENT NOT TO EXCEED $34,185.07 FOR PURCHASE OF ONE AUTOMATED SIDELOADING GARBAGE TRUCK TO BE PURCHASED FROM GENERAL GMC TRUCK SALES AND SERVICES, INC., IN AN AMOUNT OF $155,383 TO BE CHARGED TO 2004 -05 PUBLIC WORKS DEPARTMENT LEASE PURCHASE - TRUCKS ACCOUNT NUMBER 001- 1720 -534 -4455; PROVIDING FOR AN EFFECTIVE DATE BACKGROUND & ANALYSIS: As approved with this year's budget, our Public Works Department has purchased two new Automated Garbage Collection trucks. During the last budget process, we discussed the need for a third (back -up) truck, which was postponed to be funded from next year's budget. Our vendor advised us that they only have one truck left of the current model and if we do not place the order for the truck now, the cost would increase by $10,500.00 (due to an increase in material cost of $7,000 and a new $3,500 EPA surcharge). The proposed spare truck will also be a HEIL truck, Python model, with a 9 -foot reach automated arm and a total capacity of 33 cubic yards (28 cubic yard body & 5 cubic yard hopper). General GMC Truck Sales & Services, Inc. submitted the attached March 5, 2004 letter explaining the additional cost and estimated delivery date. For the purchase of this truck, we intend to "piggyback" on our current contract for the two trucks already purchased. The estimated total cost of the truck, with a 5 -year extended warranty for engine and transmission and applicable financing fee, is $155,383.00. We recommend that the first year's lease payment not to exceed $34,185.07 be funded in advance from the 2004 -05 budget account number 001- 1720 -534 -4455. RECOMMENDATION: It is recommended that the City Commission approve the resolution. ATTACHMENTS: © Proposed resolution 0 LETTER FROM GENERAL GMC TRUCK SALES & SERVICES, INC. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 RESOLUTION NO. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO FUND IN ADVANCE THE FIRST YEAR'S INSTALLMENT NOT TO EXCEED $34,185.07 FOR PURCHASE OF ONE AUTOMATED SIDELOADING GARBAGE TRUCK TO BE PURCHASED FROM GENERAL GMC TRUCK SALES AND SERVICES, INC., IN AN AMOUNT OF $155,383 TO BE CHARGED TO 2004 -05 PUBLIC WORKS DEPARTMENT LEASE PURCHASE - TRUCKS ACCOUNT NUMBER 001 - 1720 -534 -4455; PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the Mayor and City Commission wish to purchase one Automated Side - loading Garbage Truck for the Public Works Department as a spare truck and; WHEREAS, the Mayor and City Commission wish to fund the first year's installment not to exceed $34,185.07 for the purchase of the Automated Side- loading Garbage Truck in advance from the 2004 -05 budget, and; WHEREAS, the Mayor and City Commission authorize the City Manager to execute purchase agreements and financing contracts in an amount of $155,383. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: Section 1: The City wishes to purchase one Automated Side - loading Garbage Truck for the Public Works Department Solid Waste Division. Section 2: The purchase will be funded, with one year's installment in advance, through the Public Works Department Lease Purchase — Truck account number 001 - 1720 -534 -4455 of the 2004 -05 budget. Section 3: That the Mayor and City Commission authorize the City Manager to execute a purchase agreement with General GMC Truck Sales and Services, Inc. and financing contract in an amount of $155,383.00, including estimated five -year engine and Transmission warranty cost. Section 4: This resolution shall be effective immediately. PASSED AND ADOPTED this APPROVED: CITY CLERK READ AND APPROVED AS TO FORM: CITY ATTORNEY day of , 2004. ATTEST: 1/N •-1 Commission Vote: Mayor Russell: Vice Mayor Palmer: Commissioner Birts- Cooper: Commissioner Wiscombe: Commissioner Sherar: DAVID STEGEMAN Sel SSG SSSO OH /05/04 11:24am P. 001 GENERAL GMC TRUCES SALES & SERVICE Inc. dba VOLVO TRUCKS OF PALM BEACH March 5, 2004 Mr. Ajibola Balogun REM City Of South Miami Mr. Balogun, I have one identical chassis in stock as the two you just purchased. I can have a body mounted and delivered in approximately 60 days. All terms and specifications will be the same. Thank you for allowing us to quote an additional truck. 1"40 1 : If you cannot submit an order for the third truck at this time it would have to be order for a later date, the cost will be approximately $7,000.00 more due to the increase costs of materials and new E.P.A surcharge of $3,500.00 per truck. Any questions please feel free to contact me. 360 South Military Trail West Palm Beach, Florida 33415 ^ Phone: 561 - 686 -6906 • FAX: 561 - 697 -6429