Title
Staff Report for a City of San Leandro City Council Resolution to Approve and Authorize the City Manager to Purchase Two- 2020 Model Year Ford Super Duty F-350 XL 2WD Regular Cabs from National Auto Fleet Group at a Price of $53,700.16 and $58,816.68; to Purchase One Effer Model 175/5S Articulating Crane Truck with Altec Industries, Inc. for $205,925.00; and to Purchase One 2021 Model Year International MV607 SBA Chassis with Peterson Trucks, Inc. for $134,800.79, all Four of Which Will Be Purchased Through Sourcewell, a Cooperative Contract Purchasing Agency; and to Appropriate $237,948.64 from the Equipment Repair and Maintenance Internal Service Fund Balance to the Vehicle Replacement Fund
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to purchase four replacement vehicles (replacing existing vehicles that are due or past due for replacement), with three different vendors and all through Sourcewell, a cooperative contract purchasing agency. The total purchase amount for all four vehicles is $453,242.63. Staff also recommends that the City Council approve appropriation of $237,948.64 from the Equipment Repair and Maintenance Internal Service Fund balance to the Vehicle Replacement Fund in order to complete the purchases.
BACKGROUND
The replacement vehicles are located in four separate Public Works sections: Waste Water Collections (sewer rodder truck purchased in 2004 and due for replacement in 2017); Plant Maintenance (crane truck purchased in 2004 and due for replacement this year); Streets (1/2 ton truck used for illegal dump pick-ups, purchased in 2008 and due for replacement in 2019); and Facilities (1-ton stake bed truck, purchased in 2006 and due for replacement in 2019).
The Garage section was understaffed for much of last year, which resulted in a delay in preparing replacement vehicles specifications for Fiscal Years 2018 and 2019. Additionally, equipment is sometimes deferred if the existing stock is in good running condition, has low mileage/usage, or perhaps if a new product specification is coming in a future model year. In the current Fiscal Year, the City has already purchased $1.1 million in vehicles and equipment and has encumbered $1.3 million for vehicles and equipment for a total year-to-date amount of $2.4 million in vehicle and equipment purchases. Adding this request for approval, the City will expend a total of $2.8 million for vehicles and equipment in Fiscal Year 2019-20.
Analysis
Sourcewell (formally known as the National Joint Powers Alliance - NJPA) is a municipal contracting agency that creates cooperative contract purchasing solutions on behalf of over 50,000-member entities including government, education and non-profit agencies nationwide. Utilizing Sourcewell, staff procured a bid from National Auto Fleet Group located in Watsonville, CA for the Streets and Facilities trucks; procured a bid from Altec, a national company with a local office in Dixon, CA for the Plant Maintenance crane truck; and procured a bid from Peterson Trucks, Inc. located in San Leandro for the Collections rodder truck (chassis only - the existing mounted equipment will be placed onto the new chassis).
The two trucks will be Fords, which a majority of the City’s light-duty vehicles are. All of the crane trucks purchased in the past few years have been Altec’s, and the large hauling truck purchased last year for paving operations was an International. Having a consistent fleet make-up helps keep maintenance costs in check by being able to purchase equipment parts in quantity.
Budget Authority
The Vehicle Purchasing Account 690-16-002-7510 has a balance of $215,293.99. Staff requests an additional appropriation of $237,948.64 from the Equipment Repair and Maintenance Fund balance to the Equipment Repair and Maintenance Fund to cover the remaining cost of the replacement vehicles. Combined, these funds will cover the total cost of the vehicles of $453,242.63
ATTACHMENT
Attachments to Staff Report
• Equipment Quotes (4)