Title
Recommendation to Authorize the Purchase of a Pothole Truck in the Amount of $171,881; an Aerial Lift Truck in the Amount of $149,365; and a TYMCO Sweeper in the Amount of $254,851 for a Total of $576,097 and Authorize the City Manager to Execute All Necessary Documents (Public Works 070120)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Interim City Manager
Re: Authorize the Purchase of a Pothole Truck in the Amount of $171,881; an Aerial Lift Truck in the Amount of $149,365; and a TYMCO Sweeper in the Amount of $254,851 for a Total of $576,097 and Authorize the City Manager to Execute All Necessary Documents
BACKGROUND
The Public Works Department is responsible for the Managed Vehicle and Equipment (fleet) Replacement Program. On May 2, 2006, the City Council adopted Resolution 13951 establishing guiding principles for the management of the City’s fleet vehicles and equipment. The replacement program is based on the City’s fleet replacement criteria, which consider the useful life of vehicles and equipment in terms of age, mileage (hours), and usage. Vehicles and equipment scheduled for replacement are also reviewed and analyzed for safety history and operating performance to determine if it is appropriate to replace a vehicle or piece of equipment at a later date. In addition, vehicles and equipment are reviewed to determine if the minimum use guidelines have been met. As required by the Managed Vehicle Replacement Program, the Public Works Department has reviewed the maintenance repairs and criteria replacement for the pothole truck, aerial lift truck, and TYMCO sweeper and determined that they warrant replacement.
DISCUSSION
The Public Works Department maintains the City’s streets (averaging 400 cubic yards of asphalt annually to fill potholes), 87 traffic intersections and the banner program (using the aerial lift truck to safely work the high areas), and cleans 37,000 street miles annually (removing an average of 4,000 cubic tons of litter with the sweeper). Each of these vehicles are vital to the City’s infrastructure, management of City programs, and are used on a daily basis.
Reliable and safe equipment is vital to the maintenance of these facilities. The existing pothole truck (14 years old), aerial lift truck (24 years old), and TYMCO sweeper (18 years old) do not operate reliably due to worn components. In accordance with the City’s vehicle replacement policy, which recommends that vehicles be replaced on a 10-year cycle, the Public Works Department proposes to purchase a pothole truck, aerial lift truck, and a TYMCO sweeper through the Houston-Galveston Area Council (HGAC) procurement program known as HGACBuy. It is a nationwide, government-to-government procurement service that has procured products and services for over 30 years. All contracts available to members of HGACBuy have been awarded by virtue of a public competitive procurement process compliant with state statutes.
The Alameda Municipal Code, Subsection 2-61-7, Joint Purchases with Public Agencies, provides authority for the City to use another government agency’s competitive bidding process to purchase materials, supplies, equipment, vehicles, and apparatus, “provided the purchase is the result of competitive bidding or proposal and is made in compliance with the competitive bid or proposal requirements of any participating agency or organization in a manner that is consistent with law.” In order to assure a cost-effective purchase, the Public Works Department proposes to “piggy-back” onto the HGACBuy existing competitive bid and purchase the pothole truck ($171,881), aerial lift truck ($149,364.83), and TYMCO sweeper ($254,850.75) for a total of $576,096.58. This price includes taxes, delivery charges, and administrative fees. In addition, the pothole truck, aerial lift truck, and TYMCO sweeper will all meet all State of California required air quality regulations and mandates.
FINANCIAL IMPACT
The funds for this equipment are budgeted in the Equipment Replacement Internal Service Fund (Fund 070120).
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
This action involves government fiscal activities which do not involve any commitment to any project which may result in a potentially significant physical impact on the environment and is exempt from the California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines section 15378(b)(4).
RECOMMENDATION
Authorize the purchase of a pothole truck in the amount of $171,881; an aerial lift truck in the amount of $149,365; and a TYMCO sweeper in the amount of $254,851 for a total of $576,097 and authorize the City Manager to execute all necessary documents.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Jesse Barajas, Public Works Superintendent
Financial Impact section reviewed,
Elena Adair, Finance Director