REQUEST FOR CITY COUNCIL ACTION
DATE: 06/16/2021
TO: Honorable Mayor and City Council Members
FROM: Maintenance Services Department
SUBJECT:
Title
Purchase of a Compressed Natural Gas Freightliner Concrete Truck from PB Loader Corporation and a Ford F-550 Bucket Truck from Altec Industries, Inc. using Sourcewell National Cooperative Agreements.
End
EXECUTIVE SUMMARY:
The Maintenance Services Department is recommending issuance of purchase orders to replace vehicular units 43025 and 43040. These units were approved for replacement in Fiscal Years 2021 and 2020, respectively. However, due to custom technical specifications, additional appropriation is needed. Replacement of these units is necessary to maintain an efficient and appropriate fleet and comply with emission restrictions established by the South Coast Air Quality Management District.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Authorize the Purchasing Manager to issue a purchase order to PB Loader Corporation for an amount not to exceed $305,374 to purchase a Freightliner Compressed Natural Gas concrete truck.
b. Authorize the Purchasing Manager to issue a purchase order to Altec Industries, Inc. to purchase a Ford F550 bucket truck for an amount not to exceed $154,954.
c. Make a determination under Corona Municipal Code Section 3.08.140(C) that competitive bidding has been otherwise accomplished as provided for in the “Basis for Exception to Competitive Bidding” section of this agenda report.
d. Authorize a one-time appropriation of $387,328 from the Fleet Operations Fund (682) to the Vehicle Procurement Capital Improvement Project No. 68340.
Body
BACKGROUND & HISTORY:
As part of the annual budget process, the Maintenance Services Department, in collaboration with other departments, recommends vehicles for replacement that have met the criteria set by Administrative Policy 09100.508 titled Vehicle/Equipment Replacement.
Unit 43025 is a 2000 Ford F-650 Diesel engine flat-bed concrete truck used by the Street Maintenance Division. This Division maintains City streets, parkways, and sidewalks to ensure safe passage of vehicular traffic, the safety of pedestrians, and maintenance of drainage appurtenances on City streets to provide the public with a safe transportation system and path of travel. The Division requires a fleet equipped with all necessary tools that can endure rough construction site conditions to provide this service. The replacement criteria for heavy-duty vehicles is 15 years or 150,000 miles, whichever comes first. This unit has been in service for 21 years and has 60,167 miles. Additionally, this unit was retrofitted to comply with the Southern California Air Quality Management District regulation for the Diesel Particulates Filter that requires frequent maintenance. This filter is compliant through 2025.
Unit 43040 is a 2006 Ford F-550 aerial bucket truck used by the Public Works Department Traffic Engineering Division, Traffic Signal Operations. This Division maintains approximately 200 intersections with traffic signals and flashing beacons such as signal heads with indicators, vehicle detection cameras, illuminated street signs, emergency vehicle detection sensors, wireless communication antennas, and closed-circuit television cameras that are attached to signal poles to a height of up to 45 feet from the ground. The aerial bucket truck is a required essential tool to maintain, repair, and replace these various items at their existing height daily for motorists' and pedestrians' safety and efficient traffic flow, including emergency response vehicles. The replacement criteria for heavy-duty vehicles is 15 years or 150,000 miles, whichever comes first. This unit has been in service for 17 years with 129,774 miles and requires frequent repairs on the hydraulic aerial system.
ANALYSIS:
Unit 43025 was approved for replacement in Fiscal Year (FY) 2021 and was appropriated $73,000 to accomplish this. The Fleet Division and the Streets Maintenance Division met to develop the specifications to replace unit 43025 to meet the division’s operational needs. The two divisions considered Southern California Air Quality Management District (SCQAMD) Rule 1196 that requires public operators to acquire alternative-fuel heavy-duty vehicles when procuring or leasing these vehicles to reduce criteria pollutant emissions. The recommended replacement is a compressed natural gas (CNG) powered Freightliner truck with a custom body upfitted and equipped for concrete-related work. Because the replacement will be a CNG engine, the cost will be higher than initially budgeted.
Unit 43040 was approved for replacement in FY2020 and was appropriated $165,000. The Fleet division and the Traffic Engineering division met to develop the technical specifications for the replacement unit. The recommended replacement is a Ford F550 gasoline chassis articulating telescopic aerial device with an entry door and latch on the enclosed bucket. However, due to a minimal number of vendors that can meet these technical specifications, the purchase was not completed by the end of FY2020. The appropriated amount was returned to fund balance. Staff is requesting $154,954 be appropriated to purchase this needed vehicle.
Basis for Exception to Competitive Bidding
Staff believes that an exception to competitive bidding is warranted for this purchase under Corona Municipal Code (“CMC”) Section 3.08.140(C), which states as follows:
(C) 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 local agency, the state through the California Multiple Award Schedule (CMAS), the federal government through the General Services Administration (GSA), the United States 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.
PB Loader Corporation provided a quote with the required technical specification to purchase the CNG Powered Freightliner (unit 43025 replacement). PB Loader Corporation has been awarded Sourcewell contract number 052417-PBL for Roadway Maintenance Equipment with Related Accessories, Attachment, Materials, and Supplies. The City of Corona is a member agency of Sourcewell, previously known as the National Joint Powers Alliance (NJPA). Sourcewell is a cooperative purchasing agency that establishes an approved vendor list to use by public entities through nationwide competitive bid processes. Under this contract, the City will be receiving 3% off manufacturer’s suggested retail price on the chassis and all attachments, materials, and supplies, including a 2022 Freightliner 114SD chassis, custom cement body liftgate, generator, compressor, and water pump.
Altec, Inc. provided a quote with the required technical specification to purchase the Ford F550 Bucket Truck (unit 43040 replacement). Altec, Inc. has been awarded Sourcewell contract number 012418-ALT for Public Utility Equipment with Related Accessories and Supplies. Under this contract, the City will be receiving 3-5% off the list price of the equipment and the related accessories.
The Maintenance Services Department recommends approval of a purchase order for $305,374 to PB Loader Corporation to replace unit 43025 and for $154,954 to Altec. Inc for the replacement of 43040.
FINANCIAL IMPACT:
Approval of the recommended action will result in an appropriation of $387,328 from the Fleet Operations fund (682) to the Vehicle Procurement CIP (68340).
|
Unit 43025 |
|
|
Existing Budget |
$73,000 |
|
Vehicle Quote |
$305,374 |
|
Appropriation Needed |
$232,374 |
|
Unit 43040 |
|
|
Existing Budget |
$0 |
|
Vehicle Quote |
$154,954 |
|
Appropriation Needed |
$154,954 |
|
Total Appropriation Required |
$387,328 |
|
Fund |
07/01/20 Est. Fund Balance |
Budgeted Revenues/ Sources |
Budgeted Expenditures/ Uses |
Fund Balance Impacts |
06/30/21 Est. Fund Balance |
|
Fleet Operations Fund 682 |
$5,247,191 |
$4,422,856 |
($7,884,363) |
Appropriation ($387,328) |
$1,398,356 |
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 common sense 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 is to issue purchase orders for vehicles, and there is no possibility that approval of the recommended actions will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: AFTAB HUSSAIN, MAINTENANCE MANAGER
REVIEWED BY: TOM MOODY, GENERAL MANAGER
Attachments:
1. Exhibit 1 - PB Loader Corp. Proposal and Technical Specifications
2. Exhibit 2 - Altec, Inc. Proposal and Technical Specifications
3. Exhibit 3 - Sourcewell Contract Nos. 052417-PBL and 012418-ALT
4. Exhibit 4 - Administrative Policy 09100.508