Title
Staff Report for a City of San Leandro City Council Resolution to Authorize the City Manager to Execute a Sole Source Purchase with Cozad Trailer Sales, LLC for a Lowboy Trailer at an Amount Not to Exceed $126,117.60 and Appropriation of $126,117.60 from the Gas Tax Fund to the Equipment Repair and Maintenance Fund
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to purchase a lowboy trailer to transport the cold milling machine (grinder) and the associated haul truck. The trailer will cost $126,177.60 (sales tax included).
BACKGROUND
With the enactment of SB1 in 2017, the City receives State monies (issued monthly) for maintenance projects located within the public right-of-way. The addition of modern equipment to the City’s fleet allows Public Works to increase the amount and complexity of asphalt repairs that can be accomplished in-house by staff. This enhances street maintenance, which aligns with the City Council’s goal to maintain and enhance the City’s infrastructure.
Analysis
The State Controller’s Office (SCO) estimates that the City will receive approximately $1.389M and $1.449M in SB1 funds during fiscal years 2019 and 2020, respectively. This is in addition to the $1.753M and $2.181M in Highway Users Tax Act (HUTA) monies (for Fiscal Years 2019 and 2020) that are shared between the Public Works and Engineering & Transportation Departments for use in road maintenance projects.
In January 2019 the City Council approved a rent-to-own agreement for a cold milling (grinder) machine for $673,628.69. In February, the City Council also approved the purchase (through a NJPA) of a haul truck for $213,457.17. This request represents the third, and last piece of equipment that will be utilized by staff to perform road maintenance work for a total cost of $1,013,263.46 (See attached representative photo of the haul truck, lowboy trailer, and grinder).
Per the attached bid sheet, the lowboy trailer will cost $126,177.60, including taxes. The recently-approved haul truck has Cozad-brand ramps specified. Because the ramps are sole sourced, staff proposes a similar sole source purchase for the corresponding lowboy trailer.
Budget Authority
Staff requests City Council approve an appropriation from the Gas Tax Fund Balance 140 for $126,177.60 to the Equipment Repair and Maintenance Fund - Vehicle Purchasing Account 690-16-002-7510 for $126,177.60.
ATTACHMENTS
Attachments to Staff Report
• Equipment Quote
• Representative Photo
PREPARED BY: Debbie Pollart, Director, Public Works Department