City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 19, 2023 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL SUBJECT: PURCHASE OF ONE HEAVY DUTY AERIAL PERSONNEL-LIFT VEHICLE FROM PB LOADER CORPORATION FOR THE PARKS, RECREATION, AND COMMUNITY SERVICES DEPARTMENT, PARKS DIVISION IN THE TOTAL AMOUNT OF $257,175.98 ISSUE:
Approve the purchase of one heavy duty aerial personnel-lift vehicle from PB Loader Corporation for the Parks, Recreation, and Community Services Department, Parks Division in the total amount of $257,175.98.
RECOMMENDATIONS:
That the City Council approve the purchase of one heavy duty aerial personnel-lift vehicle from PB Loader Corporation of Fresno, California for the Parks, Recreation, and Community Services Department, Parks Division in the total amount of $257,175.98.
BACKGROUND:
The Parks, Recreation, and Community Services Department, Parks Division is responsible for maintaining various parks and facilities throughout the City of Riverside. The Parks Division field staff meet their daily operational needs through the use of utility vehicles.
The Parks Division currently has one personnel-lift vehicle in their fleet that is primarily utilized by the field staff when electrical repairs and maintenance are needed on the parks lighting systems as well as various other uses. It is currently out of service due to a defective Powertrain Control Module (PCM) which is a computer that manages the engine, transmission, and other vital systems receiving data from various sensors. Although the vehicle still runs, the check engine light remains on as a result of the defective PCM. The PCM for this vehicle is no longer manufactured by Ford and an after-market part is also not available. The General Services Department, Fleet Maintenance Division has sent the PCM to three different vendors in an attempt to rebuild the defective part but the rebuilds were unsuccessful. As a result of the check engine light remaining on, this vehicle will not pass the required California smog test and as of December 31, 2023, will be taken out of service permanently.
Asset No.
Year/Make/Model
Mileage
Replacement Reason
E355
2007 Ford F550 with Altec Personnel-Lift
83,839
16 years of age with a defective PCM that is no longer manufactured and will be taken out of service at the end of this year as it will be out of compliance with California smog regulations.
The proposed replacement vehicle has an approximate delivery date ranging from July 2025 to November 2025. After the existing vehicle is placed out of service indefinitely, the Parks Division will utilize the Fleet Division’s Motor Pool personnel-lift vehicle when available and or rent one from an outside vendor until the new replacement unit arrives.
DISCUSSION:
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 is able to provide the best overall government pricing in accordance with Cooperative Agreement Number 080521-PBL through this cooperative procurement process. Sourcewell released Request for Proposal #080521 on 07/17/2021 and received 30 responses on the Proposal Due Date of 08/05/2021. Four Sourcewell evaluators found six companies to be responsive and responsible. Sourcewell awarded the six companies, including PB Loader Corporation, in their March 2021 Board meeting. Per awarded contract #080521-PBL, PB Loader Corporation is offering the City of Riverside a 10% discount off the manufacturer's list price, reducing the total price by $26,275.00.
Year Make Model
Unit Price After Sourcewell Discount
Sales Tax (8.75%)
Tire Fee
Total Price
2024 Ford F550 (equipped with a service body and personnel-lift) $236,474.00
$20,691.48
$10.50
$257,175.98
The utilization of the Sourcewell Contract #080521-PBL is in accordance with Purchasing Resolution No. 23914, Section 602(f), which state, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: 602(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”.
Purchasing Manager concurs that the recommendation is in accordance with Purchasing Resolution 23914, Section 602(f).
The Parks, Recreation, and Community Services Director concurs with this report.
STRATEGIC PLAN ALIGNMENT:
The recommended purchase of the new replacement truck for the Parks, Recreation, and Community Services Department, Parks Division contributes to the City’s Strategic Priority No. 4 Environmental Stewardship and Goal No. 4.6 – Implement the requisite measures to achieve citywide carbon 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 Parks Division has a safe and reliable vehicle available for use when performing routine maintenance as well as emergency repairs.
Equity – This action will benefit the entire community because it enhances city-wide services.
Fiscal Responsibility – To ensure the best costs, this purchase was negotiated exercising existing Purchasing policies from the current Purchasing Resolution 23914. Sourcewell offers a cooperative purchasing program with more than 400 competitively solicited contracts which ensures that the best price, terms, and conditions are negotiated.
Innovation – This purchase the Parks Division field staff with the specialized equipment that is necessary for their daily operations.
Sustainability & Resiliency – This action will result in a replacement vehicle which meets the very stringent South Coast Air Quality Management District (SCAQMD) requirements as well as Environmental Protection Agency (EPA) emissions regulations. This newer vehicle produces significantly less carbon emissions than the older vehicles.
FISCAL IMPACT:
The total fiscal impact of the action is $257,175.98. The funds are available in the Parks Automotive Equipment Account number 5215000-462100.
Prepared by: Jessica Spiking, Administrative Analyst
Approved by: Carl Carey, General Services Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/ Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Sourcewell Quote 12019R from PB Loader Corporation
Sourcewell Contract #080521-PBL
Parks Personnel-Lift Truck ● Page 2