September 17, 2024, Item #8DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA RE PO RT City of Poway September 17, 2024 Honorable Mayor and Members of the City Council Eric Heidemann, Director of Public Works 1,'Jr~ Michael Obermiller, Public Works Operations Mana~ (858) 668-4722 or [email protected] ~ CITY COUNCIL Authorization to Purchase One (1) Mobile Column Lift System Utilizing Sourcewell Cooperative Purchasing Program Contract #013020-ARP The approved Fiscal Year (FY) 2024-25 Operating Budget and Capital Replacement Fund includes funding to purchase one (1) mobile column lift system. The City participates in and is a member of several cooperative purchasing organizations, including Sourcewell, formally known as National Joint Powers Alliance (NJPA), which establish and provide nationwide competitively solicited purchasing contracts to be utilized by member agencies. Sourcewell presented optimal pricing for one (1) mobile column lift system from ARI Phoenix, Inc. (Contract #013020-ARP) in the amount of $86,563.30. The equipment meets the City's service requirements and specifications. Recommended Action: It is recommended the City Council adopt a resolution authorizing the purchase of the following equipment: 1) One (1) mobile column lift system at a total cost of $86,563.30 from ARI Phoenix, Inc. utilizing Sourcewell Cooperative Purchasing Contract #013020-ARP; and 2) 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) mobile column lift system. The City has one (1) 15-year-old mobile column system that has exceeded its useful life and is scheduled for replacement. The mobile lift column system is utilized by the Fleet Maintenance Division and is comprised of six (6) separate mobile lifts that work in unison to elevate heavy duty vehicles and equipment for repairs. The new mobile column lift system will be purchased through Sourcewell 1 of 4
September 17, 2024, Item #8(Contract #013020-ARP) utilizing ARI Phoenix, Inc. The quote for the new mobile lift system is within the budgeted amount. All agreements offered through Sourcewell 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 mobile column lift system is as follows: Unit Sourcewell Contract No. Quote Vendor Mobile Column Lift 013020-ARP $86,563.30 ARI Phoenix, Inc. System A copy of the quote is on file with the Public Works Department. Environmental 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 (115010-61999) along with the division's operating budget (split-funded), for the purchase of one (1) mobile column lift system. The total cost of equipment to be purchased as a result of this action is $86,563.30. A total of $46,290 from Fiscal Year 2024-25 Capital Replacement Fund (115010-61999) and $40,273.30 of the division's split-funding account (413010-61999) are budgeted and available for the purchase of this item. Public Notification: None. Attachments: A. Resolution Reviewed/Approved By: Wend aserman Assistant City Manager 2of4 Reviewed By: Alan Fenstermacher City Attorney Approved By: Ch~ City Manager
September 17, 2024, Item #8RESOLUTION NO. 24-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE PURCHASE OF ONE (1) MOBILE COLUMN LIFT SYSTEM UTILIZING SOURCEWELL COOPERATIVE PURCHASING PROGRAM CONTRACT #013020-ARP 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 2024-25 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 3.28.11 O 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 mobile column lift system from ARI Phoenix, Inc. utilizing the Sourcewell Cooperative Purchasing Agreement No. 013020-ARP, at total cost of $86,563.30, is authorized. SECTION 2: The City Manager is hereby authorized to execute any documents necessary for these purchases. 3 of4 II II II ATTACHMENT A
September 17, 2024, Item #8Resolution No. 24-Page 2 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Poway, California on the 17th day of September, 2024 by the following vote, to wit: AYES: NOES: ABSTAINED: ABSENT: DI SQ UALI Fl ED: Steve Vaus, Mayor ATTEST: Carrie Gallagher, CMC, City Clerk 4of4