April 2, 2024, Item #5DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA REPORT CityofPow9y April 2, 2024 Honorable Mayor and Members of the City Council Eric Heidemann, Director of Public Worksq4' Michael Obermiller, Public Works Operations Man~ (858) 668-4722 or [email protected] ~ CITY COUNCIL Authorization to Purchase One (1) Cab and Chassis Utilizing Sourcewell Cooperative Purchasing Program Contract #091521-NAF, One (1) Portable Screening Plant Utilizing Omnia Cooperative Purchasing Program Contract #159469 and Appropriation of Funds The City of Poway approved Fiscal Year 2023-24 Operating Budget includes funding to purchase one (1) cab and chassis and one (1) portable screening plant. The City participates in and is a member of several cooperative purchasing organizations, including Sourcewell, formally known as National Joint Powers Alliance (NJPA), and Omnia, which establish and provide nationwide competitively solicited purchasing contracts to be utilized by member agencies. Sourcewell presented optimal pricing for one (1) cab and chassis from National Auto Fleet Group (Contract #091521-NAF) in the amount of $52,325.04. The vehicle meets the City's service requirements and specifications. Omnia presented optimal pricing for one (1) portable screening plant from Safeware, Inc. (Contract #159469) in the amount of $319,240.63. The equipment meets the City's service requirements and specifications. The total purchase price for the vehicle and equipment is $371,565.67. Recommended Action: It is recommended the City Council adopt a resolution authorizing the purchase of the following equipment: 1) One (1) Cab and Chassis ($52,325.04) from National Auto Fleet Group utilizing Sourcewell Cooperative Purchasing Contract #091521-NAF; 2) One (1) Portable Screening Plant ($319,240.63) from Safeware, Inc. utilizing Omnia Cooperative Purchasing Contract #159469; 3) Authorize an appropriation of $60,148.63 from the General Fund Unassigned Fund Balance to Streets Maintenance (411040-61040); and 4) Authorize the City Manager to execute any necessary documents. 1 of 5
April 2, 2024, Item #5Discussion: The City operates and maintains over 125 street-legal vehicles and other heavy equipment for the purpose of inspecting, maintaining and operating City facilities and infrastructure. Annually, several of these vehicles and pieces of equipment must be replaced as they have exceeded their useful life or have excessive mileage. The current budget contains funding to replace one (1) cab and chassis and one (1) portable screening plant. The City has one (1) 12-year-old flatbed dump truck that has exceeded its useful life and is scheduled for replacement. The dump truck is utilized by the Parks Maintenance division for hauling debris and transporting tools and equipment to work sites. Due to limited availability and shortened ordering timelines, staff was only able to obtain quotes for the cab and chassis at the present time. The flatbed dump body quote is in process and will be brought to the City Council at a later date for purchase authorization. It is recommended the cab and chassis be replaced through the Sourcewell Cooperative Purchasing Program utilizing National Auto Fleet Group. The quote for the new cab and chassis is within the budgeted amount. The City has one (1) 30-year-old portable screening plant that has exceeded its useful life and is scheduled for replacement. The portable screening plant is utilized by Street Maintenance and other Public Works divisions to sift debris out of dirt to enable transport and secondary use. It is recommended the portable screening plant be replaced through the Omnia Cooperative Purchasing Program utilizing Safeware, Inc. The quote for the new portable screening plant exceeds the amount budgeted for its replacement by $60,148.63. Staff reached out to local Poway dealerships, and they were non-responsive to quote requests. All agreements offered through Sourcewell and Omnia Cooperative Purchasing Programs have been awarded via a thorough Request for Bid (RFB) competitive solicitation program by a public agency/government entity (e.g., state, city, county, public university, or school district). The program provides a streamlined and effective procurement option by establishing agreements with manufacturers and suppliers currently on an existing multiple award schedule with a competitive procurement procedure. Section 3.28.110 of the Poway Municipal Code permits the use of cooperative purchasing programs for procurement of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner. The quote for the cab and chassis is as follows: Unit Available Sourcewell Quote Vendor Funds Agreement No. Cab and Chassis $75,000 091521-NAF $52,325.04 National Auto Fleet Group The quote for the portable screening plant is as follows: Unit Available Omnia Quote Vendor Funds Agreement No. Portable $259,092 159469 $319,240.63 Safeware, Inc. Screening Plant Copies of all quotes are on file with the Public Works Department. 2 of 5
April 2, 2024, Item #5Environmental Review: This action is not subject to review under the California Environmental Act (CEQA). Fiscal Impact: The City proactively plans for the replacement of its vehicles and equipment by annually setting aside a portion of the anticipated replacement costs along with inflationary cost adjustments to account for increases in equipment costs. The purchases will be made with funds from the Capital Replacement Fund (115010-61040) along with the division's operating budget (split-funded), for the purchase of one (1) cab and chassis and one (1) portable screening plant. The total cost of vehicles and equipment to be purchased as a result of this action is $371,565.67. A total of $311,417.04 from Fiscal Year 2023-34 Capital Replacement Fund (115010-61040) and division split-funding accounts are budgeted and available for the purchase of these items. Due to increased equipment costs for the portable screening plant, an appropriation in the amount of $60,148.63 is requested from the General Fund Unassigned Fund Balance to the Streets Maintenance Division (411040-61040) to cover the difference between the available funds and the purchase price. Public Notification: None. Attachments: A. Resolution Reviewed/Approved By: Wendyaserman Assistant City Manager 3 of 5 Reviewed By: Alan Fenstermacher City Attorney Approved By: Chris Hazeltine City Manager
April 2, 2024, Item #5RESOLUTION NO. 24-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF ONE (1) CAB AND CHASSIS UTILIZING SOURCEWELL COOPERATIVE PURCHASING PROGRAM CONTRACT #091521-NAF, ONE (1) PORTABLE SCREENING PLANT UTILIZING OMNIA COOPERATIVE PURCHASING PROGRAM CONTRACT #159469 AND APPROPRIATION OF FUNDS WHEREAS, the City of Poway (City) operates and maintains over 125 street-legal vehicles and other heavy equipment for the purposes of inspecting, maintaining and operating City facilities and infrastructure and to provide public safety services; WHEREAS, each year several of these vehicles and pieces of equipment must be replaced as they exceed their useful life or have excessive mileage; WHEREAS, the City proactively plans for the replacement of these vehicles and pieces of equipment by accumulating resources in the Capital Replacement Equipment Fund through annual rent charges to the various departmental operating budgets associated with the use of such vehicles and equipment; WHEREAS, any additional amounts estimated to be required to replace vehicles and equipment in the year of the planned replacement that are in excess of the amounts accumulated in the Capital Replacement Equipment Fund are funded through additional amounts budgeted in the various departmental operating budgets associated with the use of such vehicles and equipment, thereby helping to ensure the financial sustainability of the Capital Replacement Equipment Fund; WHEREAS, the Fiscal Year 2023-24 adopted operating budget includes amounts budgeted in both the Capital Replacement Equipment Fund and in departmental operating budgets for the purchase or replacement of various vehicles and equipment; and WHEREAS, Poway Municipal Code Section 3.28.110 provides for the use of cooperative purchasing programs for the purchase of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: SECTION 1: The purchase of one cab and chassis from National Auto Fleet Group utilizing the Sourcewell Cooperative Purchasing Agreement No. 091521-NAF, at total cost of $52,325.04, is authorized. SECTION 2: The purchase of one portable screening plant from Safeware, Inc. utilizing the Omni Cooperative Purchasing Program Contract No. 159469, at cost of $319,240.63, is authorized. SECTION 3: The City Council authorizes the following appropriation of $60,148.63, from the General Fund Unassigned Fund Balance to Streets Maintenance account number 411040-61040 for the purchase of one portable screening plant. 4 ofS ATTACHMENT A
April 2, 2024, Item #5Resolution No. 24-Page 2 SECTION 4: The City Manager is hereby authorized to execute any documents necessary for these purchases. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Poway, California on the 2nd day of April, 2024 by the following vote, to wit: AYES: NOES: ABSTAINED: ABSENT: DISQUALIFIED: Steve Vaus, Mayor ATTEST: Carrie Gallagher, CMC, City Clerk 5 of 5