City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 19, 2023 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL SUBJECT: PURCHASE OF TWO REPLACEMENT HEAVY-DUTY UTILITY TRUCKS FROM PB LOADER CORPORATION FOR THE PARKS, RECREATION, AND COMMUNITY SERVICES DEPARTMENT, PARKS DIVISION IN THE TOTAL AMOUNT OF $264,183.55 – SUPPLEMENTAL APPROPRIATION ISSUE:
Approve the purchase of two replacement heavy-duty utility trucks from PB Loader Corporation for the Parks, Recreation, and Community Services Department, Parks Division in the total amount of $264,183.55.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of two replacement heavy-duty utility trucks from PB Loader Corporation for the Parks, Recreation, and Community Services Department, Parks Division in the total amount of $264,183.55.
By at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $82,999 in the Central Garage Fund, Motor Pool Account from available Fund Balance.
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 General Services Fleet Management Division evaluates all vehicle replacement criteria to ensure the efficient management and replacement of vehicles. The new vehicles would replace existing units which have extended periods of down time for repairs, exceeded their expected service life, and have accumulated excessive life to date maintenance costs.
The vehicles that will be replaced are outlined in the following table:
Asset No.
Year Make Model
Odometer
Replacement Reason
C934
2004 Ford F150
115,756
CNG fuel tank has expired and the cost to re-tank exceeds the value of the vehicle C959
2006 Ford Escape
54,273
18 years of age and is undersized, no longer meeting the operational needs 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 $26,860.00.
Year Make Model
Unit Price After Sourcewell Discount
Sales Tax (8.75%)
Extended Warranty
Total Price
2025 Isuzu NPR-HD with a service body and accessories
$120,866.00
$10,575.78
$650.00
$132,091.78
Total for 2
$264,783.56
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”.
The 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 safe and reliable vehicles 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 provides 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 $264,183.55. Upon Council approval, a supplemental appropriation in the amount of $82,999.00 will be recorded in the Central Garage Fund, Motor Pool, Automotive Equipment Account number 2215200-462100. Sufficient funding is available in Central Garage Fund Reserves to cover the supplemental appropriation. The remaining balance of $181,184.55 is available in the General Fund, Parks & Recreation, 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 from PB Loader
Sourcewell Contract 080521-PBL
Purchase Vehicles for Parks ● Page 2