May 7, 2024, Item #5DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA RE PQ RT City of Poway May 7, 2024 Honorable Mayor and Members of the City Council Eric Heidemann, Director of Public Works o/ µ-Michael Obermiller, Public Works OperatiQl]S Manager ~ (858) 668-4722 or [email protected] CITY COUNCIL Authorization to Purchase One (1) 5-Cubic Yard Dump Truck Utilizing Sourcewell Cooperative Purchasing Program Contract #060920-NAF, One (1) Utility Body and One (1) Flatbed Dump Body Utilizing Omnia Cooperative Purchasing Program Contract #159469, and Appropriation of Funds The City of Poway approved Fiscal Year (FY) 2023-24 operating budget includes funding to purchase one (1) 5-cubic yard dump truck, one (1) utility body and one (1) flatbed dump body. 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) 5-cubic yard dump truck from National Auto Fleet Group (Contract #060920-NAF) in the amount of $198,331.92. The vehicle meets the City's service requirements and specifications. Omnia presented optimal pricing for one (1) utility body and (1) flatbed dump body from Safeware, Inc. (Contract #159469) in the amounts of $38,790.00 and $41,783.06, respectively. The truck bodies meet the City's service requirements and specifications. The total purchase price for the vehicle and truck bodies is $278,904.98. Recommended Action: It is recommended the City Council adopt a resolution authorizing the purchase of the following equipment: 1) One (1) 5-cubic yard dump truck ($198,331.92) from National Auto Fleet Group utilizing Sourcewell Cooperative Purchasing Contract #060920-NAF; 2) One (1) utility body ($38,790.00) and one (1) flatbed dump body ($41,783.06) from Safeware, Inc. utilizing Omnia Cooperative Purchasing Contract #159469; 3) Authorize an appropriation of $34,209.71 from the from the General Fund Unassigned Balance in the amount of $15,101.61 to 411040-61040 and $19,108.10 to 414040-61040 shown in the Fiscal Impact section of this report; and 1 of 5
May 7, 2024, Item #54) Authorize the City Manager to execute any necessary documents. Discussion: 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) 5-cubic yard dump truck, one (1) utility body and one (1) flatbed dump body. The City has one (1) 22-year-old dump truck that has exceeded its useful life and is scheduled for replacement. The dump truck is utilized by the Public Works Water Transmission/Distribution division for hauling operations in support of water distribution line repairs and emergency operations. The dump truck will be purchased through the Sourcewell Cooperative Purchasing Program (Contract #060920-NAF) utilizing National Auto Fleet Group. The quote for the new 5-cubic yard dump truck is within the budgeted amount. Two (2) cab and chassis for utility and flatbed dump trucks were previously approved for purchase at the October 3, 2023 and April 2, 2024 City Council meetings, respectively. At those times, City staff stated the utility and flatbed dump body quotes would be brought back for approval at a later date. Since then, City staff was able to obtain quotes through the Omnia Cooperative Purchasing Program (Contract #159469) utilizing Safeware, Inc. The utility and flatbed dump bodies exceed the amount budgeted for their replacement by $15,101.61 and $19,108.10, respectively. 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., date, 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 5-cubic yard dump truck is as follows: Unit Available Sourcewell Quote Vendor Funds Agreement No. 5-CY Dump Truck $198,331.92 060920-NAF $198,331.92 National Auto Fleet Group The quote for utility and flatbed dump bodies are as follows: Unit Available Omnia Quote Vendor Funds Agreement No. Utility Body $23,688.39 159469 $38,790.00 Safeware, Inc. Flatbed Dump Body $22,674.96 159469 $41,783.06 Safeware, Inc. Copies of all quotes are on file with the Public Works Department. 2 ofS
May 7, 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) 5-cubic yard dump truck, one (1) utility body and one (1) flatbed dump body. The total cost of vehicles and equipment to be purchased as a result of this action is $278,904.98. A total of $244,695.27 from FY 2023-34 Capital Replacement Fund (115010-61040) and division split-funding accounts (402560-61040, 411040-61040, 414040-61040) are budgeted and available for the purchase of these items. Due to increased equipment costs for the utility and flatbed dump bodies, appropriations in the amounts of $15,101.61 and $19,108.10 are requested from the General Fund Unassigned Fund Balance to the Streets Maintenance Division (411040-61040) and Parks Maintenance Division (414040-61040), respectively, to cover the difference between the available funds and the purchase prices. Public Notification: None. Attachments: A. Resolution Reviewed/Approved By: Assistant City Manager 3 of 5 Reviewed By: Alan Fenstermacher City Attorney Approved By: £!:J;;J City Manager
May 7, 2024, Item #5RESOLUTION NO. 24-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF ONE (1) 5-CUBIC YARD DUMP TRUCK UTILIZING SOURCEWELL COOPERATIVE PURCHASING PROGRAM CONTRACT#060920-NAF, ONE (1) UTILITY BODY AND ONE (1) FLATBED DUMP BODY 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 5-cubic yard dump truck from National Auto Fleet Group utilizing the Sourcewell Cooperative Purchasing Agreement No. 060920-NAF, at total cost of $198,331.92, is authorized. SECTION 2: The purchase of one utility body ($38,790.00) and one flatbed dump body ($41,783.06) from Safeware, Inc. utilizing the Omni Cooperative Purchasing Program Contract No. 159469, is authorized. SECTION 3: The City Council authorizes the following appropriation of $15,101.61, from the General Fund Unassigned Fund Balance to Streets Maintenance account number 411040-4 ofS ATTACHMENT A
May 7, 2024, Item #5Resolution No. 24-Page 2 61040 and $19,108.00 from the General Fund Unassigned Fund Balance to Parks Maintenance account number 414040-61040 for the purchase of one utility body and one flatbed dump body, respectively. 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 7th day of May, 2024 by the following vote, to wit: AYES: NOES: ABSTAINED: ABSENT: DISQUALIFIED: Steve Vaus, Mayor ATTEST: Carrie Gallagher, CMC, City Clerk 5 ofS