Report to Mayor and City Council
Wednesday, November 03, 2021
Consent
SUBJECT:
Title
CONSIDER AWARDING PURCHASE AGREEMENTS TO QUINN COMPANY, RDO EQUIPMENT COMPANY, AND CRAFCO INCORPORATED FOR THE PURCHASES OF ONE NEW CATERPILLAR 415IL INDUSTRIAL LOADER, ONE NEW CATERPILLAR CB2.7 TANDEM VIBRATORY UTILITY COMPACTOR, ONE NEW VERMEER SC70TX STUMP GRINDER AND BUTLER LT712 TRAILER, AND ONE NEW KM INTERNATIONAL KM 8000T ASPHALT HOT BOX TRAILER FOR THE PUBLIC WORKS RIGHT OF WAY AND LANDSCAPE, BUILDING & MAINTENANCE (LBM) DIVISIONS; AND CONSIDER RESOLUTION 21-144 AMENDING THE FISCAL YEAR 2021-22 GENERAL FUND AND SPECIAL REVENUE BUDGET
Body
I. SUMMARY
The Public Works Department maintains a fleet of heavy equipment that is used for the provision of daily maintenance and operations services in support of the City maintaining a high level of service. Replacement of worn-out equipment is part of the ongoing effort to maintain fleet reliability and sustainability.
Staff recommends that the City Council approve a Purchase Agreement to Quinn Company in the City of Industry, in the amounts of $127,311.57 for the purchase of one new Caterpillar 415IL Industrial Loader and $56,169.07 for the purchase of one new Caterpillar CB2.7 Tandem Vibratory Utility Compactor. The total for these purchases is $183,480.64.
Staff recommends that the City Council also approve a Purchase Agreement to RDO Equipment Company in Rancho Dominguez in the amount of $91,390.48 for the purchase of one new Vermeer SC70TX Stump Grinder and Butler LT712 Trailer. These two bids were obtained through Sourcewell, formerly known as National Joint Powers Alliance (NJPA).
Finally, Staff recommends that the City Council approve a Purchase Order to Crafco Incorporated of Fontana in the amount of $53,447.53 for the purchase of one new KM International KM 8000T Asphalt Hot Box Trailer. This bid was obtained through National Cooperative Purchasing Alliance (NCPA).
The total purchase amount of these purchases is $328,318.65.
In addition, a budget resolution is included to transfer funds between underutilized Right of Way and Landscape and Building Maintenance accounts to equipment accounts (Exhibit No. 5). No new funds are being requested for these purchases, only transfers between accounts.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. WAIVE the formal bid process defined by the Carson Municipal Code, Section 2607, as allowed by Section 2605 (1) (ii).
2. AUTHORIZE the Purchasing Manager to utilize Cooperative Purchasing as allowed by Section 2611 (g) to issue a purchase order for $183,480.64 to Quinn Company of City of Industry, for the purchases of one new Caterpillar 415IL Industrial Loader for $127,311.57 (Exhibit No. 1) and one new Caterpillar CB2.7 Tandem Vibratory Utility Compactor for $56,169.07 (Exhibit No. 2).
3. AUTHORIZE the Purchasing Manager to utilize Cooperative Purchasing as allowed by Section 2611 (g) to issue a purchase order in the amount of $91,390.48 to RDO Equipment Company of Rancho Dominguez for the purchases of one new Vermeer SC70X Stump Grinder and Butler LT712 Trailer (Exhibit No. 3).
4. AUTHORIZE the Purchasing Manager to utilize Cooperative Purchasing as allowed by Section 2611 (g) and issue a purchase order in the amount of $53,447.53 to Crafco Incorporated of Fontana for the purchase of one new KM International KM 8000T Asphalt Hot Box Trailer (Exhibit No. 4).
5. ADOPT Resolution 21-144, “A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2021-22 GENERAL FUND AND SPECIAL REVENUE BUDGET”
Body
III. ALTERNATIVES
TAKE another action the City Council deems appropriate, consistent with the requirements of the law.
IV. BACKGROUND
Replacement of old equipment at the end of its service life enables the City to reduce its carbon footprint with the purchase of newer more fuel-efficient machinery. Newer equipment also has less downtime and improved employee safety features. Several pieces of the older equipment are also becoming worn out and more difficult to repair because of the scarcity of spare parts and the diminishing returns of additional repairs.
The City’s existing 1999 New Holland Industrial Loader 545D and 1999 Dynapac CC122 Vibratory Smooth Drum Utility Compactor are routinely used by Concrete and Street Maintenance crews to perform right-of-way maintenance activities such as the removal and replacement of deteriorating sidewalks and the maintenance and preservation of paved streets.
The City’s existing 2007 Vermeer SC60TX stump grinder is used by the tree maintenance crew for Public Works LBM. The City of Carson has over 18,000 trees that are maintained over a three-year cycle. Tree Maintenance Contractors are awarded contracts by the City and are assigned with the majority of the City’s tree maintenance; however, given the City’s vast number of trees and the contractor’s tight schedules, the Public Works Department has a Tree Maintenance division to handle smaller or urgent jobs that the contractors may not be able to handle. Considering the frequency of unscheduled tree maintenance requests that arise from City employees or residents, the purchase of one new SC70TX Stump Cutter and Butler LT712 trailer from RDO Equipment Company would greatly increase the efficiency with which the City can handle in-house tree maintenance requests.
The Public Works Department’s Street Maintenance Division will utilize the new KM International KM 8000T Asphalt Hot Box Trailer for skin patching, utility cut repairs, remove-and-replace projects, and any other asphalt repairs. Furthermore, this piece of equipment will allow maintenance staff to maintain hot asphalt temperatures for up to 3 days and gives the crews the ability to make year-round repairs even when the asphalt plants are closed.
Sourcewell and NCPA are contracting agencies established to allow participating municipal agencies to reduce the cost of procurement by leveraging the benefits of contract purchasing. Through solicitations, Sourcewell contracts bring considerable value and efficiencies to members through nationally leveraged contracted suppliers with access to the highest quality products and brands. Each solicitation and RFP contain language which includes all qualified customers in all fifty states. Sourcewell contract purchasing solutions are reviewed by the Sourcewell Board of Directors and awarded on the members’ behalf. The City of Carson (#38521) is a member of Sourcewell.
Sourcewell and NCPA cooperative purchasing quotes for this equipment were prepared for the City within the past 30 days. If this item is approved the existing equipment if any will be surplused once the new equipment is received.
V. FISCAL IMPACT
There is no fiscal impact. Funds for these items were budgeted in the FY 2021-22 budgeted in the following Accounts:
101-80-840-294-6009
101-80-840-106-6004
101-80-840-280-6004
101-80-840-280-8004
638-99-999-999-8003
However, a budget resolution is included to transfer funds between underutilized Right of Way and Landscape and Building Maintenance accounts to equipment accounts, as presented in Resolution No. 21-144 (Exhibit No. 5). No new funds are being requested from Fund Balance for these purchases. In addition, $50,000 will be used from the Vehicles/Rolling Inventory account 638-99-999-999-8003.
VI. EXHIBITS
1. Quinn Caterpillar Quotations 151935-01/Equipment Specifications for one new Caterpillar 415IL Industrial Loader. (pgs. 5-9)
2. Caterpillar Quotations/Equipment Specifications for one new Caterpillar CB2.7 Tandem Vibratory Utility Compactor. (pgs. 10-13)
3. RDO Equipment Quotations/Equipment Specifications for one new SC70TX Stump Cutter and Butler LT712 Trailer. (pg. 14)
4. Crafco Incorporated Quotation and Equipment Specifications for one new KM International M8000T Asphalt Hot Box Trailer (pgs. 15-19)
5. RESOLUTION NO. 21-144 (pgs. 20-21)
Prepared by: Veronica Rodriguez, Right of Way Superintendent, Freddy Loza, Public Works Maintenance Supervisor