Title
Staff Report for a City of San Leandro City Council Resolution to Authorize the City Manager to Purchase a Haul Truck via the National Joint Powers Alliance (to be Used in Conjunction with the Cold Milling Machine) in an Amount Not to Exceed $213,457.17 and Appropriation of $213,457.17 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 haul truck to be used in conjunction with the recently approved cold milling machine (grinder) at a total cost of $213,457.17 (taxes and shipping costs included).
BACKGROUND
With the enactment of SB1 in 2017, the City is the recipient of 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.
Analysis
Because SB1 funds continue to be forthcoming, 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 in the amount of $673,628.69. In consultation with the City’s Purchasing Agent, staff recommends that the City Council approve and authorize the City Manager to purchase a haul truck through a National Joint Powers Alliance (NJPA) procurement. A haul truck is necessary to transport the new grinder when it is out in the field. The associated trailer that works in conjunction with the haul truck will come to the City Council separately for consideration.
Per the attached NJPA bid sheet, the haul truck would cost a total of $213,457.17, including taxes and shipping costs. The specs for the haul truck allow for flexibility in use, so that while it will primarily be utilized for paving operations, during the paving off-season it could be used for picking up illegal dumps and special in-house construction projects that require moving dirt and debris.
Budget Authority
Based on the purchase price of $213,457.17, staff request City Council approve an appropriation from the Gas Tax Fund Balance 140 to the Equipment Repair and Maintenance Fund - Vehicle Purchasing Account 690-16-002-7510 for the total amount of $213,457.17.
ATTACHMENTS
Attachments to Staff Report
• Equipment Quote
PREPARED BY: Debbie Pollart, Director, Public Works Department