Item 4 - Authorization to Purchase 1 Medium-Duty Service Truck, 2 Dump Truck Bodies & Appropriation of FundsDATE:
TO:
FROM:
CONTACT:
SUBJECT:
Summary:
AGENDA RE PQ RT City of Poway
CITY COUNCIL
November 7, 2023 Honorable Mayor and Members of the City Council Eric Heidemann, Director of Public Worksi(f Michael Obermiller, Public Works Operations Ma nag� (858) 668-4722 or mobermiller@poway.org ./]/V'1'<J'
Authorization to Purchase One (1) Medium-Duty Service Truck Utilizing State of California Department of General Services State Contract #1-22-23-20F, Two (2) Dump Truck Bodies by Open Market Competitive Bid and Appropriation of Funds
The City of Poway's approved Fiscal Year 2023-24 Capital Replacement Equipment Fund budget and certain other operating budgets include funding to purchase one (1) medium-duty service truck and two (2) dump truck bodies. The City participates in and is a member of several cooperative purchasing organizations, including the State of California Department of General Services (DGS), which establishes and provides nationwide competitively solicited purchasing contracts which can be utilized by member agencies, such as the City of Poway.
Through the DGS State Contract, Downtown Ford Sacramento (Contract #1-22-23-20F) presented optimal pricing for the one (1) medium-duty service truck in the amount of $66,119.88. The vehicle meets the City's service requirements and specifications.
The City used the three-quote process for two (2) dump truck bodies. Quotes were solicited from D&H Truck Equipment, Inc., Abacor, Inc., and Bedco Truck Equipment. The lowest competitive bid came from Bedco Truck Equipment in the amount of $37,820.39 per dump truck body, which meets the City's service requirements and specifications.
The total purchase price for the service truck and dump truck bodies is $141,760.66.
Recommended Action:
It is recommended City Council adopt a resolution authorizing the purchase of the following equipment: 1)One (1) Medium-Duty Service Truck ($66,119.88) from Downtown Ford Sacramento utilizingDGS State Contract #1-22-23-20F;2)Two (2) Dump Truck Bodies ($75,640.78 total) from Bedco Truck Equipment by Open MarketCompetitive Quote;
1 of 5 November 7, 2023, Item #4
November 7, 2023, Item #43) Authorize an appropriation of $48,764.84 to the various account numbers shown in the Fiscal Impact section of this report; and 4) Authorize the City Manager to execute any necessary documents. Discussion: The City operates and maintains over 125 street-legal vehicles and other heavy equipment for the purpose of inspecting, maintaining and operating City facilities and infrastructure. Annually, several of these vehicles and pieces of equipment must be replaced as they have exceeded their useful life or have excessive mileage. The current budget contains funding to replace one (1) medium-duty service truck and two (2) dump truck bodies. The City has one (1) 22-year-old medium-duty service truck that has exceeded its useful life and is scheduled for replacement. The truck is utilized by the Fleet Maintenance division to conduct on-road repairs and refueling of city-owned vehicles and equipment. It is recommended the truck be replaced through the DGS State Contract utilizing Downtown Ford Sacramento. The quote for the new medium-duty truck is within the budgeted amount. Staff reached out to local Poway dealerships, and they were non-responsive to quote requests. All agreements offered through the DGS State Contract have been awarded via a thorough Request for Bid (RFB) competitive solicitation program by a public agency/government entity (e.g., state, city, county, public university or school district). The program provides a streamlined and effective procurement option by establishing agreements with manufacturers and suppliers currently on an existing multiple award schedule with a competitive procurement procedure. Section 3.28.110 of the Poway Municipal Code permits the use of cooperative purchasing programs for procurement of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner. The quote for the one (1) medium-duty service truck is as follows: UNIT AVAILABLE QUOTE DGS STATE VENDOR FUNDS CONTRACT NO. Medium-Duty $100,000 $66,119.88 1-22-23-20F Downtown Ford Service Truck Sacramento Two (2) cab and chassis for dump trucks were previously approved for purchase at the October 3, 2023 City Council meeting. At that time, City staff stated the dump truck body quotes would be brought back for approval at a later date. Since then, City staff collected quotes for the two (2) dump truck bodies from D&H Truck Equipment, Inc., Abacor, Inc, and Bedco Truck Equipment. It is recommended the dump truck bodies for the previously approved cab and chassis be replaced by the lowest competitive bid which came from Bedco Truck Equipment. The two (2) dump truck bodies exceed the amount budgeted for their replacement by $48,764.84. The quotes for the two (2) dump trunk bodies are as follows: UNIT D&H Truck Abacor, Inc. Bedco Truck Equipment, Inc. Equipment Two (2) Dump Truck Bodies $76,922.72 $85,734.00 $75,640.78 *Bolded number for the awarded quote. 2 of 5
November 7, 2023, Item #4Copies of all quotes are on file with the Public Works Department. Environmental Review: This action is not subject to review under the California Environmental Act (CEQA). Fiscal Impact: The City proactively plans for the replacement of its vehicles and equipment by annually setting aside a portion of the anticipated replacement costs along with inflationary costs adjustments to account for increases in equipment costs. The purchase will be made with funds from the Capital Replacement Fund (115010-61040) along with the division's operating budget (split-funded), for the purchase of one (1) medium-duty service truck and two (2) dump truck bodies. Due to inflation and national supply chain issues, equipment costs have increased beyond what was set aside for vehicle replacements. The total cost of the vehicles and equipment to be purchased as a result of this action is $141,760.66. A portion of the cost in the amount of $92,995.82 will come from Fiscal Year 2023-24 Capital Replacement Fund (115010-61040). Additional appropriations are requested for $48,764.84 from the General Fund Unassigned balance to be split between Streets Maintenance (411040-61040) for $37,820.39 to purchase one (1) dump truck body and the remainder of $10,944.45 to Storm Water & Flood Control (412040-61040) for the purchase of the second (1) dump truck body. Public Notification: None. Attachments: A. Resolution Reviewed/Approved By: Wendyaserman Assistant City Manager 3 of 5 Reviewed By: Alan Fenstermacher City Attorney Approved By: Chffdb City Manager
November 7, 2023, Item #4RESOLUTION NO. 23-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF ONE MEDIUM-DUTY SERVICE TRUCK, TWO DUMP TRUCK BODIES AND AN APPROPRIATION OF FUNDS WHEREAS, the City of Poway (City) operates and maintains over 125 street-legal vehicles and other heavy equipment for the purposes of inspecting, maintaining and operating City facilities and infrastructure and to provide public safety services; WHEREAS, each year several of these vehicles and pieces of equipment must be replaced as they exceed their useful life or have excessive mileage; WHEREAS, the City proactively plans for the replacement of these vehicles and pieces of equipment by accumulating resources in the Capital Replacement Equipment Fund through annual rent charges to the various departmental operating budgets associated with the use of such vehicles and equipment; WHEREAS, any additional amounts estimated to be required to replace vehicles and equipment in the year of the planned replacement that are in excess of the amounts accumulated in the Capital Replacement Equipment Fund are funded through additional amounts budgeted in the various departmental operating budgets associated with the use of such vehicles and equipment, thereby helping to ensure the financial sustainability of the Capital Replacement Equipment Fund; WHEREAS, the Fiscal Year 2023-24 adopted operating budgets include amounts budgeted in both the Capital Replacement Equipment Fund and in various departmental operating budgets for the purchase or replacement of various vehicles and equipment; and WHEREAS, Poway Municipal Code Section 3.28.110 provides for the use of cooperative purchasing programs for the purchase of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: SECTION 1: The purchase of one medium-duty service truck from Downtown Ford Sacramento utilizing the California Department of General Services State Contract No. 1-22-23-20F, at total cost of $66,119.88 is authorized. SECTION 2: The purchase of two dump truck bodies from Bedee Truck Equipment by Open Market Competitive Bid, at cost of $75,640.78 is authorized. SECTION 3: The City Council authorizes the following appropriations: $37,820.39 from the General Fund Unassigned Fund Balance to Streets Maintenance account number 411040-61040 for the purchase of one dump truck body; $10,944.45 from the General Fund Unassigned Fund Balance to Storm Water & Flood Control account number 412040-61040 for the purchase of one dump truck body. 4 of 5 ATTACHMENT A
November 7, 2023, Item #4Resolution No. 23-Page 2 SECTION 4: The City Manager is hereby authorized to execute any documents necessary for these purchases. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Poway, California on the 7th day of November, 2023 by the following vote, to wit: AYES: NOES: ABSTAINED: ABSENT: DISQUALIFIED: Steve Vaus, Mayor ATTEST: Carrie Gallagher, CMC, City Clerk 5 of 5