City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JANUARY 17, 2023 FROM: GENERAL SERVICE DEPARTMENT WARDS: ALL SUBJECT: MEASURE Z - PURCHASE OF THREE FREIGHTLINER 114SD DUMP TRUCKS FROM PB LOADER CORPORATION AND ONE CRAFCO SUPER SHOT 250 MELTER FROM CRAFCO, INC. FOR THE PUBLIC WORKS STREET MAINTENANCE DIVISION IN THE TOTAL AMOUNT OF $1,161,489.09 ISSUE:
Approve the purchase of three Freightliner 114SD dump trucks from PB Loader Corporation and one Crafco Super Shot 250 Melter from Crafco, Inc. for the Public Works Street Maintenance Division in the total amount of $1,161,489.09.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of three Freightliner 114SD dump trucks from PB Loader Corporation and one Crafco Super Shot 250 Melter from Crafco, Inc. for the Public Works Street Maintenance Division in the total amount of $1,009,990.51 using Section 602(f) of Purchasing Resolution 23914; and Authorize 15% change order authority up to $151,498.58 for equipment cost inflation for a total amount of $1,161,489.09.
BACKGROUND:
Measure Z took effect on April 1, 2017, and helped restore many critical services eliminated in June 2016, and enhance other critical unfunded needs, including Public Works Streets vehicles and equipment.
On May 18, 2021, City Council approved the budget for Fiscal Year 21/22 which included $2,000,000 of additional funds from Measure Z for Public Works Streets vehicles and equipment replacement.
On June 21, 2022, City Council approved the five-year Measure Z spending plan which included $1,000,000 for Public Works Streets vehicles and equipment replacement for Fiscal Year 22/23.
DISCUSSION:
The Public Works Department Street Maintenance Division is responsible for the maintenance and repairs of City of Riverside (City) roadways. These responsibilities include repairing potholes, slurry sealing roadways, grading and excavation. The field crews require various types of heavy-duty equipment to accomplish their operational responsibilities and it is crucial that the equipment is readily available, safe, and reliable.
The equipment proposed for replacement has experienced extended periods of down time for repairs, has exceeded expected service life, and has excessive life to date maintenance costs. To ensure operating efficiency, employee productivity, and continued public safety, equipment that has reached the end of its economic and useful life span should be replaced. The new proposed equipment will replace the existing units outlined in the following table:
Asset No.
Year Make Model
Odometer
Replacement Reason
S113
1989 Freightliner Dump Truck
161,998 miles
33 years of age with excessive wear and tear and life to date maintenance cost and does not meet pending clean air regulatory requirements.
S129
1998 Sterling Dump Truck
186,850 miles
24 years of age with excessive wear and tear and life to date maintenance cost and does not meet pending clean air regulatory requirements.
S132
2000 International Dump Truck
142,601 miles
22 years of age with excessive wear and tear and life to date maintenance cost and does not meet pending clean air regulatory requirements.
Costs for the proposed replacement equipment is outlined in the table below:
Make Model
Quantity
Unit Price w/ Sourcewell Discount
Misc Fees / Freight
Sales Tax
Total Price
2024 Freightliner 114SD Dump Truck
(PB Loader)
3 $278,271.00
$7,893.50
$24,348.71
$931,539.63
Crafco Super Shot 250 Melter
(Crafco, Inc.)
1 $71,541.04
$650.00
$6,259.84
$78,450.88
Total
$1,009,990.51
Cooperative Procurement
Sourcewell is a national service cooperative created to provide government procurement resources and solutions to members in government, education, and nonprofit sectors. Since the City of Riverside is a member of Sourcewell, PB Loader Corporation and Crafco, Inc. are able to provide the best overall government pricing in accordance with Cooperative Agreement Numbers 080521-PBL, and 080521-CFC through this competitive process.
The utilization of the Sourcewell contracts is in accordance with Purchasing Resolution No. 23914, Section 602(f) which states that, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
The Purchasing Manager concurs that the recommendation to approve the two purchases is in compliance with Purchasing Resolution No. 23914.
The Public Works Director concurs with this report.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase of the new replacement heavy-duty equipment vehicles contributes to the City’s Strategic Priority No. 4 Environmental Stewardship and Goal 4.6 – implement the requisite measures to achieve citywide neutrality no later than 2040.
The recommended purchase aligns with EACH of the five Cross-Cutting Threads as follows:
Community Trust – This action builds community trust by ensuring that the Public Works Street Maintenance Division has safe and reliable equipment available for crew members to use when responding to service calls and when performing road maintenance and repairs.
Equity – The Public Works Street Maintenance Division maintains and repairs City roadways. Replacing the older equipment with safer and reliable equipment will ensure equitable services for the community.
Fiscal Responsibility – Equipment that has reached the end of their useful life cycle are more costly to operate and maintain. The General Services Fleet Management Division is proposing this purchase in accordance with Purchasing Resolution 23914, Section 602(f) to ensure the best price, terms and conditions are negotiated.
Innovation – This purchase of new replacement heavy-duty equipment will optimize the operational efficiency of the Public Works Street Maintenance Division by having equipment that is ready to use, safe, and reliable.
Sustainability & Resiliency – This purchase will result in replacement equipment for Public Works Street Maintenance Division which meet all South Coast Air Quality Management District requirements.
FISCAL IMPACT:
The total fiscal impact of the action is $1,161,498.09. Funds are budgeted and available in the Measure Z Fund, Public Works Street Maintenance Automotive Equipment Account No. 8004301-462100 ($934,300) and General Fund, Public Works Street Maintenance Construction Maintenance Materials Account No. 4110100-424121 ($227,198.09).
Prepared by: Carl Carey, General Services Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Sourcewell Quotes from PB Loader Corporation
Sourcewell Contract #080521-PBL
Sourcewell Quotes from Crafco, Inc.
Sourcewell Contract #080500-CFC
Public Works Equipment Purchase ● Page 2