Title
Staff Report for a City of San Leandro City Council Resolution to Approve and Authorize the City Manager to Execute a Sole Source Purchase with National Auto Fleet Group for Two 2021 Model Year Peterbilt Patch Trucks at Amounts Not to Exceed $280,871.10 and $242,633.11 and to Appropriate $110,090.21 from the Gas Tax - RMRA Fund to the Vehicle Replacement Fund
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to purchase two new patch trucks (used in paving operations) to replace two patch trucks that are due to go out of service. The price for the new 2021 model year trucks is $280,871.10 and $242,633.11 (taxes included).
BACKGROUND
As part of the City’s in-house paving operations, two patch trucks are regularly deployed in both performing pothole repairs and larger street paving operations. The trucks are driven to one of three local plants for asphalt material pick-up. The patch trucks keep the asphalt at the required temperature of approximately 270°F and include an on-board emulsion chamber to apply tack needed during pothole repairs.
The existing patch trucks were purchased in 2004 and 2005, with 15-year replacement schedules. One patch truck was due for replacement this current fiscal year and one next fiscal year, and because equipment pricing continues to escalate annually, staff recommends purchasing replacements one year ahead of schedule.
Analysis
With the advances made in paving technologies since 2004, and other new City paving equipment that has been purchased in the past two years in order to increase the amount of paving work, staff analyzed how the two patch trucks could make in-house pavement operations more efficient. One of the new trucks (the less expensive model) will be a traditional dump-style patch truck (like the City currently has), which allows for larger amounts of material to be emptied from the truck bed, which is useful for large-scale paving operations. The second new truck has an internal auger system in the bed, which allows for precise dumping and is especially helpful with smaller paving jobs and work locations in tight confines and around curves.
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.
Staff recommends a sole source purchase of the two Peterbilt patch trucks because it best maintains operational and maintenance consistency in terms of staff familiarity with the products. Per the attached proposals, the patch trucks will cost $280,871.10 and $242,633.11, including taxes.
Budget Authority
The Equipment Repair and Maintenance Fund - Vehicle Purchasing Account 690-16-002-7510 has $192,708 and $220,705 earmarked for these purchases. Staff is requesting an additional appropriation of $110,090.21 from the Gas Tax - RMRA Fund (140-31-057) to the Equipment Repair and Maintenance Fund to cover the remaining cost of the trucks.
ATTACHMENT
Attachment(s) to Staff Report
• Equipment Quotes (2)
• Sole Source Justification