Title
Staff Report for a City of San Leandro City Council Resolution to Approve and Authorize the City Manager to Purchase One EZ Liner Custom Paint Stencil Truck from EZ Liner for $221,578 Through Sourcewell, a Cooperative Contract Purchasing Agency; and to Appropriate $154,475 from the Equipment Repair and Maintenance Fund Balance to the Equipment Repair and Maintenance Fund Account 690-16-002-7510; and to Authorize an Appropriation of $67,103 from the Gas Tax Fund Balance to the Equipment Repair and Maintenance Operating Account 690-16-002-7510 for Fiscal Year 2020-21
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to purchase one replacement piece of equipment (replacing old step van and thermal plastic paint rig used in paving marking operations) at a cost of $221,578, through Sourcewell, a cooperative contract purchasing agency. Staff also recommends that for Fiscal Year 2020-2021 the City Council approve an appropriation of $154,475 from the Equipment Repair and Maintenance Fund Balance to the Equipment Repair and Maintenance Account 690-16-002-7510, and to authorize an appropriation of $67,103 from the Gas Tax Fund Balance to the Equipment Repair and Maintenance Operating Account 690-16-002-7510 in order to complete the $221,578 purchase.
BACKGROUND
The replacement piece of equipment will be housed in the Streets/Paving section of the Public Works Department. The new paint stencil truck combines and replaces two previously separate pieces of equipment: a box van (purchased in 2009 with a 10-year life expectancy) and a tow-along thermal plastic paint rig (purchased in 2004 with a 15-year life expectancy), both used for pavement marking operations throughout the City. Both pieces of existing equipment were scheduled for replacement in Fiscal Year 2019-20.
The double-yellow and broken white pavement markings found on City streets are refreshed using outside contractors. This leaves other pavement markings, such as the ‘STOP’ bars, intersection crosswalks, icons used for bike lanes, and arrows on speed humps refreshed in-house by Public Works staff. This is done as part of the rotating annual maintenance area work that covers one quarter of the City each calendar year. Additionally, all curb paintings (red, green, white, yellow, blue) and City parking lot striping/stencil work is also performed by Public Works staff.
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 EZ Liner for a new custom paint stencil truck that will greatly improve efficiency in staff operations by having a single set up all within one truck. With the current equipment setup (generic box van and towed paint rigs), a portable generator and air compressor must be brought, stencils are stacked one on top of the other inside the van, and a second truck must be used to tow the arrow board. Additionally, only one paint color can be used at a time, with staff having to come back to the corporation yard to clean the hoses out before going back out into the field with another color. With the new truck, vertical slots are provided to store the various stencils and multiple paint hoses are mounted to the truck, allowing for quicker completion of field work. The new truck also includes a roof-mounted arrow board, eliminating the need for a second truck to be deployed.
Given that Public Works is requesting replacement of old technology (generic box van and single-color paint rig) with a modern and more technical setup, the amount of replacement funds paid to date does not meet the full price of the new truck. The balance of funding will come from the Gas Tax-RMRA (SB1) fund.
Budget Authority
Staff requests an appropriation of $154,475 from the Equipment Repair and Maintenance Fund (690) balance to the Equipment Repair and Maintenance Account 690-16-002-7510. Staff also requests an appropriation of $67,103 from the Gas Tax Fund Balance to the Equipment Repair and Maintenance Operating account (690-16-002-7510) in order to complete the $221,578 purchase.
ATTACHMENT
Attachments to Staff Report
• Equipment Quote
PREPARED BY: Debbie Pollart, Director, Public Works Department