DATE:
September 5, 2023
TO:
Paul Buddenhagen, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Purchase One Pump And One Woodchipper Through A Sourcewell Awarded Contract, A Cooperative Purchasing Agreement, For A Total Amount Not To Exceed $141,387 For Emergency Response To Severe Climate-Related Events And Ongoing And Regular Needs Recommendation
Staff recommends that the City Council approve the above-entitled resolution to purchase One 2023 Thomson Pump Model 6JSCE-5k (pump) with Fittings And One 2023 Vermeer BC1000XL RDO (woodchipper) Equipment for use by the Emeryville Public Works Department. The purchase would enhance the City of Emeryville’s ability to respond to emergencies, mitigate hazardous conditions due to severe climate events, and have necessary equipment ready at all times.
Background
The City of Emeryville experienced several atmospheric rivers during the winter of 2023, with two declared states of emergency by the Governor. Over 100 trees were lost throughout the City, with the greatest loss occurring at the Marina. This was caused by the combination of ground saturation, which weakened tree roots, and high wind speeds which caused trees to overturn. The rainfall also caused sporadic flooding, and storm drains to back up. Climate change impacts to our environment will continue.
DISCUSSION
The City of Emeryville relied on rental equipment, such as pumps and woodchippers to handle both the fallen trees and backed up storm drains. During the most intense part of the storms, when this equipment was most critical to have, it was difficult to source the equipment since other jurisdictions were in the same predicament. This purchase will eliminate rental equipment shortages, reduce costs long term and ensure that the City is prepared to respond more rapidly to events like this in the future.
By piggybacking on a contract for the purchase of a pump, and woodchipper using the competitive bid process conducted by Sourcewell Cooperative Purchasing Agreement, the City is ensured that the best price was obtained given the large pool of bidders. Should the purchase for the pump and woodchipper be approved by the City Council, the City expects this equipment to arrive before the next winter season.
Under Emeryville Municipal Code, the City is exempt from undertaking a formal bid process for the purchase of this equipment if the City “piggybacks” on another state agency’s bid process such as Sourcewell’s Cooperative Purchasing Agreement with the State of California.
Fiscal Impact
The cost of the pump is $82,904.30 (Attachment A), and the cost of the woodchipper is $58,481.89 (Attachment B) for a total amount of $141,386.19. 80% or $113,108.94 would be appropriated from the unallocated fund balance of fund 495 (Marina Fund) into the public works operating budget account 73500 for the purchase. 10% or $14,138.62 is available from Storm Water Management CIP project ESI-01. 10% or $14,138.62 is available from the General Maintenance fund CIP project FM-01.
In comparison, rental costs are $5,308.00 per month for the pump and $3,278.84 for the woodchipper which translates to a return on investment after 16 months of use for the pump, and 17 months of use for the woodchipper.
Staff Communication with the Public
No communication on this item was conducted with the public.
Conclusion
Staff recommends that the City Council approve the above-entitled resolution to purchase one pump and one woodchipper for use by the Emeryville Public Works Department for a total amount not to exceed $141,387.
PREPARED BY: Daniel Gonzales Public Works Manager, Facilities Maintenance & Operations Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen City Manager
Attachments
Attachment A – Pump Contract and Quote
Attachment B – Woodchipper Contract and Quote
Draft Resolution
2023 Equipment Purchase
City Council Meeting | September 5, 2023
City of Emeryville
CALIFORNIA
MEMORANDUM