REQUEST FOR CITY COUNCIL AND
CORONA UTILITY AUTHORITY ACTION
DATE: 11/15/2023
TO: Honorable Mayor and City Council Members
Honorable President and Board Members
FROM: Public Works Department and Utilities Department
SUBJECT:
Title
ISSUANCE OF PURCHASE ORDER TO PB LOADER CORPORATION FOR THE PURCHASE OF ONE (1) ELLIOT CRANE TRUCK IN THE AMOUNT OF $624,715 USING SOURCEWELL NATIONAL COOPERATIVE CONTRACT NUMBER 080521-PBL.
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EXECUTIVE SUMMARY:
This staff report asks the City Council to authorize issuance of a purchase order for an Elliot Crane Truck from PB Loader Corporation in the amount of $624,715 using Sourcewell National Cooperative Contract #080521-PBL. The current crane truck, which is do for replacement, no longer meets Utilities lifting and reach requirements. The Elliot Crane Truck will serve as a valuable asset, facilitating a range of utility-related tasks. This transition aligns with the City’s commitment to delivering high-quality services and improving operational effectiveness. Replacing the current crane truck will remove the last remaining diesel-powered non-emergency vehicle in the fleet.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Authorize the City Manager, or his designee, to issue a purchase order to PB Loader Corporation in the amount of $624,715 for the purchase of an Elliot Crane Truck.
b. Make a determination under Corona Municipal Code Section 3.08.140(C), that competitive bidding has been satisfied based upon the reasons provided in the “Basis for Determination of Competitive Bidding” section of this report.
c. Authorize the City Manager, or his designee, to negotiate and execute substantive extensions, change orders, and amendments up to 10% of the total contract cost or $62,472 as authorized by Corona Municipal Code Section 3.08.080(I).
d. Authorize a total appropriation in the amount of $687,187 ($59,486 from the Vehicle Replacement Fund 684, $257,357 from the Water Utility Fund 570, $257,357 from the Sewer Utility Fund 572, $75,324 from the Greenfield Electric Utility Fund 578, and $37,663 from the Reclaimed Water Utility Fund 567) to the Vehicle Procurement Operating and Maintenance Project No. 68340.
That the Corona Utility Authority review, ratify, and, to the extent necessary, direct the City Council to take the above actions.
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BACKGROUND & HISTORY:
The Utilities Department (UD) of the City of Corona plays a vital role in upholding the City’s water and power infrastructure, ensuring the consistent provision of essential services to the local community. UD’s wide-ranging responsibilities encompass the meticulous maintenance and operation of water reclamation facilities, lift stations, water treatment plants, booster stations, blending stations, and flow control systems. A City-owned crane truck helps facilitate the timely replacement of hard-to-reach, heavy equipment, and motor removal and installation in a safe manner.
ANALYSIS:
The Fleet Division of the Public Works Department, in collaboration with the Utilities Department, recommends the replacement of this vehicle set by Exhibit 3 - Administrative Policy 09100.508, titled Vehicle/Equipment Replacement. The current crane truck, which has been in use since 2001, is over 20 years old and has surpassed its useful life. The crane truck is also limited in its ability for its reach and crane boom setup. The acquisition of a new crane truck signifies self-sufficiency in critical operational areas. Equipped with the necessary upgrades and tools, the new crane truck will enable the Utilities Department to expedite response times and efficiently address maintenance duties without heavily relying on contract crane services.
The new crane truck, with its versatile capacity for substantial lifting at both vertical and horizontal distances beyond the scope of conventional equipment, will be indispensable across a wide range of projects. The role of this new vehicle extends to loading and unloading materials at job sites, facilitating efficient resource transportation, as well as lifting and installing motors, gearboxes, valves, and removing pumps and submersible pumps. The precision and lifting power of the new crane truck will ensure secure and efficient execution of these tasks.
In the ongoing commitment to deliver reliable and efficient services, the Utilities and Public Works Departments have determined a pressing need to replace the existing crane that is due for replacement.
BASIS OF DETERMINATION OF COMPETITIVE BIDDING
Staff believes that Competitive Bidding has been accomplished for these purchases pursuant to Corona Municipal Code (CMC) Section 3.08.140(C), which states as follows:
“Competitive bidding already completed. When the purchasing agent and the authorized contracting party, with the approval of the City Manager, determines that:
(1) A competitive bid procedure has been conducted by another public agency including, but not limited to, another agency, the state through the California Multiple Award Schedule (CMAS), the federal government through the General Services Administration (GSA), the U.S. Communities Government Purchasing Alliance, or the Western States Contracting Alliance (WSCA); and
(2) The price to the city is equal to or better than the price to that public agency.”
On June 17, 2021, a Request for Proposals (“RFP”) #080521, was published on the Cooperative Purchasing Program, Soucewell website inviting interested parties to submit proposals for Roadway Maintenance Equipment. Sourcewell received and opened thirty proposals by the proposal due date of August 5, 2021. All responses were evaluated by Sourcewell staff. Six proposals were recommended and approved for award on October 4, 2021.
The City seeks out cooperative purchasing agreements because they allow the City to save time, cut administrative costs, improve agency efficiency, and maximize City budgets by securing collective competitive pricing. By utilizing cooperative purchasing, the City will be leveraging a previous purchasing solicitation that another government agency performed.
South Coast Air Quality Management District (SCAQMD), Rule 1196 requires public operators acquire alternative-fuel heavy-duty vehicles when procuring or leasing these vehicles to reduce criteria pollutant emissions. The City may not purchase new diesel equipment except in the case of emergency response units equipped with lights and sirens. Purchase of the crane truck would not classify as “emergency response;” as such, the new truck must be powered by alternative fuel. The City has invested in infrastructure for compressed natural gas (CNG) fueling for the transit buses, dial-a-ride, and some heavy equipment, thereby making CNG the most feasible alternative fuel for this unit.
After examining product details and evaluations of equipment performance, Staff suggests opting for the Elliot basic boom truck featuring a 16-foot bed mounted on a 2024 new CNG Freightliner 114SD plus conventional cab chassis. This recommendation is primarily influenced by the outstanding performance, durability, and history of minimal corrective maintenance offered by the City's Freightliner service trucks.
City staff requests an exception to bid to PB Loader Corporation to obtain an Elliot Crane Truck, as this product has been cooperatively bid.
FINANCIAL IMPACT:
Approval of the recommended actions will result in a total appropriation in the amount of $687,187 ($59,486 from the Vehicle Replacement Fund 684, $257,357 from the Water Utility Fund 570, $257,357 from the Sewer Utility Fund 572, $75,324 from the Greenfield Electric Utility Fund 578, and $37,663 from the Reclaimed Water Utility Fund 567) to the Vehicle Procurement Operating and Maintenance Project No. 68340. There is sufficient fund balance/working capital for the recommended actions.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action involves the purchase of an Elliot basic boom truck mounted on Freightliner 114SD, and there is no possibility that this purchase will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: MICHAEL GRIESINGER, FLEET MANAGER
REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR & TOM MOODY, DIRECTOR OF UTILITIES
Attachments:
1. Exhibit 1 - Quote
2. Exhibit 2 - Sourcewell Contract with Sourcewell RFP Documentation
3. Exhibit 3 - Administrative Policy 09100.508 Vehicle Replacement