Title
Staff Report for a City of San Leandro City Council Resolution to Approve and Authorize the Interim City Manager to Purchase One Ford F-350 Chassis Truck with a Perkins Lifter Unit Sole Sourced from Arata Equipment Company for $99,472.01; and to Appropriate $99,472.01 from the Equipment Repair and Maintenance Fund Balance to the Equipment Repair and Maintenance Fund Account 690-16-002-7510
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the Interim City Manager to purchase (sole source) one replacement piece of equipment (replacing old F-350 truck and a Rake-O-Vac unit used in parks maintenance) at a cost of $99,472.01. Staff also recommends that for Fiscal Year 2020-2021 the City Council approve an appropriation of $99,472.01 from the Equipment Repair and Maintenance Fund Balance to the Equipment Repair and Maintenance Account 690-16-002-7510.
BACKGROUND
The replacement piece of equipment will be housed in the Parks section of the Public Works Department. The new F-350 chassis-mounted solid waste collection unit replaces a Ford F-350 truck with a dump bed (purchased in 2008 with a 10-year useful life) and a tow-along Rake-O-Vac (purchased in 2001 with a 15-year useful life), both used for parks maintenance throughout the City. Both pieces of existing equipment were scheduled for replacement in Fiscal Year 2018-2019.
Analysis
The existing F-350 truck with a dump bed is used to remove trash bags from City parks, with staff manually lifting bags and putting them into the dump bed. Historically the Rake-O-Vac was used to perform leaf pick-up in grass and non-grass areas. In the interim since its purchase, staff has implemented Bay Friendly guidelines that encourage leaving leaf material in non-grass areas as a natural kind of groundcover that also helps minimize run-off and reduces the amount of pesticide usage. Additionally, all existing City mowers are mulching mowers which mulch leaf material without the need to first pick the leaves up (old mowers in use when the Rake-O-Vac was purchased were not mulchers).
The new unit has a 6-yard capacity while staying narrow and compact for Parks pathways (current dually trucks are wider and only have a 2.5 to 3-yard capacity). All staff can operate the equipment with a Class C drivers license, including the part-time staff who primarily work on the busy weekends. Having the trash covered helps minimize trash blowing onto the streets when travelling back to the corp yard to dump, and the can lifting/dumping unit is a very helpful feature that both reduces staff time in servicing the garbage cans and reduces the risk for back/shoulder injuries.
Replacement funds paid to date for the two pieces of equipment equate to $59,404 for the F-350 and $54,884 for the Rake-O-Vac, which together more than cover the price of the new replacement vehicle/equipment.
Budget Authority
Staff requests an appropriation of $99,472.01 from the Equipment Repair and Maintenance Fund (690) balance to the Equipment Repair and Maintenance Account 690-16-002-7510.
The manufacturer, Perkins, only sells through one company in northern California, Arata Equipment Company, which is located in San Carlos. Staff did look at other manufacturer options, but none were able to meet the requirement of having service within 30 miles. A Sole Source form is included as an attachment to the staff report.
ATTACHMENT
Attachments to Staff Report
• Equipment Quote
• Example Equipment Photo
• Sole Source Form
PREPARED BY: Debbie Pollart, Director, Public Works Department