Fremont City Council Meeting: 11/21/23 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5043) DOC ID: 5043
Updated: 11/15/2023 4:53 PM by Susan Gauthier Page 1
PURCHASE OF FLEET VEHICLES - Approval of Purchase Orders through Cooperative Agreements for the Purchase of Various Fleet Vehicles with: 1) Tymco, Inc. for the Purchase of Two Street Sweepers in an Amount Not to Exceed $818,429.88; 2) Vac-Con Inc., for the Purchase of a Vac-Con Storm Drain Cleaning Truck in an Amount Not to Exceed $782,097.93 and; 3) PB Loader Corporation for an Asphalt Patch Truck in an Amount Not to Exceed $289,628.84. Related Appropriation Action. Exempt from CEQA Review.
Contact Persons:
Name: Mark Collins Hans Larsen
Title: Fleet Maintenance Manager Public Works Director
Div/Dept: Maintenance Public Works
Phone: 510-979-5739 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to authorize the purchase of four fleet vehicles to replace current aging vehicles that are due for replacement (three vehicles) or are approved additions to the fleet (one vehicle).
BACKGROUND: The two street sweepers and storm drain cleaning truck that staff recommend for replacement have reached the end of their useful life and are incurring increased mechanical failures, downtime, and maintenance costs that require they be replaced before costs become prohibitive. The street sweepers and storm drain cleaning truck are used by the Maintenance Division to perform solid waste-related activities and their replacement is funded by contributions from the Integrated Waste Management Fund (Fund 115). The street sweepers and storm drain cleaning truck are scheduled for replacement and funds for that purpose have been appropriated for Fiscal Year 2023/24.
The asphalt patch truck is an approved addition to the City’s fleet to augment the repair and maintenance of City streets and its purchase is funded from the Public Works Maintenance Division budget.
DISCUSSION/ANALYSIS: Fremont Municipal code Section 3.20.310 authorizes the City to purchase equipment through cooperative agreements and staff has confirmed that the solicitation process used for the cooperative agreements is generally consistent with the City’s procurement process. Staff has identified the vehicle make and models that would best meet the operational needs for the street sweepers, storm drain cleaning truck, and the asphalt patch truck. Staff compared the available vendor pricing, contract pricing from other public agencies, and available cooperative purchasing contracts for this equipment and determined the Houston-Galveston Area Council (HGAC) Contract No. SW04-20 with Tymco Inc. for the sweepers, and the Sourcewell Contract No. 101221-VAC with Vac-Con Inc. for the storm drain cleaning truck and Contract No. 080521-PBL with PB Loader Corporation for the asphalt patch truck provide fair and competitive pricing for these vehicles. The table below provides a summary of the vehicle purchase recommendations.
Council Staff Report (ID # 5043) Meeting of November 21, 2023 Updated: 11/15/2023 4:53 PM by Susan Gauthier Page 2
VEHICLE/EQUIP
TYPE
VENDOR GOVERNMENT
PURCHASE
CONTRACT
COST FUNDING
SOURCE
TWO STREET
SWEEPERS
TYMCO INC. HGAC Contract
No. SW04-20
$818,429.88 FUND 115
STORM DRAIN
CLEANING TRUCK
VAC-CON INC. SOURCEWELL
CONTRACT
No. 101221-VAC
$782,097.93 FUND 115
ASPHALT PATCH
TRUCK
PB LOADER
CORPORATION
SOURCEWELL
CONTRACT No.
080521-PBL
$289,628.84 FUND 001-
42003
Planned Electrification of Fleet Vehicles
The City is currently planning to transition much of the City’s fleet to electric vehicles (EV) and is coordinating the installation of the EV charging infrastructure before the EVs arrive.
The vehicles recommended for purchase in this staff report do not have models commercially available that use zero emission technology.
FISCAL IMPACT: Actual equipment costs available for the purchase of two sweepers and one storm drain cleaning truck will be approximately $295,000 higher than what was budgeted in the FY 2023/24 adopted budget for vehicle replacement in the Integrated Waste Management Fund (Fund 115). Staff is recommending appropriating the additional $295,000 from the unallocated IWM fund balance, which has sufficient reserves to cover this additional cost. The Public Works Maintenance Department budget in the General Fund has sufficient funding available for the purchase of the asphalt patch truck.
ENVIRONMENTAL REVIEW: The purchase of equipment is not a project as defined by the Public Resources Code Section 21065. Furthermore, each as a separate and independent basis, the action is exempt from review under the California Environmental Quality Act, per CEQA Guidelines Section 15378(b), as an organizational, administrative, policy, and fiscal activity that will not result in direct or indirect physical changes in the environment, and Section 15061(b)(3), as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager or designee to execute a purchase order with Tymco, Inc. for the purchase of two street sweeper vehicles in an amount not to exceed $818,429.88.
2. Authorize the City Manager or designee to execute a purchase order with Vac-Con Inc., for the purchase of one Vac-Con storm drain cleaning truck in an amount not to exceed $782,097.93.
3. Authorize the City Manager or designee to execute a purchase order with PB Loader Corporation for one asphalt patch truck in an amount not to exceed $289,628.84.
4. Appropriate an additional $295,000 for vehicle replacement in the Integrated Waste Management Fund (Fund 115).
Council Staff Report (ID # 5043) Meeting of November 21, 2023 Updated: 11/15/2023 4:53 PM by Susan Gauthier Page 3
5. Find the proposed action is not a project as defined by Public Resources Code Section 21065, and, alternatively, each as a separate and independent basis for CEQA compliance, find the action is exempt from CEQA review under Section 15061(b)(3), as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment, and Section 15378(b), as an organizational, administrative, policy and fiscal activity that will not result in direct or indirect physical change in the environment.