City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 25, 2024 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: PURCHASE OF ONE (1) CURRENT MODEL YEAR FORD F350 HEAVY-DUTY UTILITY TRUCK WITH A SERVICE BODY AND ONE (1) TOWABLE ASPHALT ROLLER FROM PB LOADER CORPORATION FOR THE PUBLIC WORKS DEPARTMENT STREET MAINTENANCE DIVISION IN THE TOTAL AMOUNT OF $241,773.06 ISSUE:
Approve the purchase of one (1) current model year Ford F350 heavy-duty utility truck with a service body and one (1) towable asphalt roller from PB Loader Corporation for the Public Works Department Street Maintenance Division in the total amount of $241,773.06.
RECOMMENDATION:
That the City Council Approve the purchase of one (1) current model year Ford F350 heavy-duty utility truck with a service body and one (1) towable asphalt roller from PB Loader Corporation for the Public Works Department Street Maintenance Division in the total amount of $241,773.06.
BACKGROUND:
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 that is 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 roller will replace the existing unit outlined in the following table:
Asset No.
Year Make Model
Life to Date Maintenance
Replacement Reason
L156
2006 Ferguson 46A Asphalt Roller
$81,975.39
18 years of age with excessive wear and tear, is diesel-powered and is no longer compliant with California emissions requirements The new proposed heavy-duty truck will be upgraded to include a large message board capable of warning vehicle traffic traveling adjacent to work zones that crews are working in the vicinity. The heavy-duty utility truck and message board will increase visibility of crews by significantly improving traffic awareness, protecting crews working all hours of the day or night, including after-hours crews responding to various emergencies.
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 the competitive procurement process. Sourcewell released RFP #080521 on 06/17/21 and received 30 responses on the Proposal Due Date of 08/05/2021. Four Sourcewell evaluators found all companies to be responsive and responsible and, after a thorough evaluation, six of the companies, including PB Loader Corporation, were awarded a Sourcewell contract in their October 4, 2021, Board meeting.
Per the awarded contract #080521-PBL, PB Loader Corporation is offering the City of Riverside a 10% discount off all products except the chassis which is discounted at 5% off. The following table outlines the details of the costs and discounts per contract.
Equipment
Qty
Unit Price After Discount
Misc Fees
Sales Tax
Total Price
2024 Ford F350 Utility Truck with Service Body
1 $119,635.00
$2,388.75
$10,468.06
$132,491.81
240 Towable Asphalt Roller
1 $98,300.00
$2,380.00
$8,601.25
$109,281.25
Total
$241,773.06
Per Purchasing Resolution No. 24101, Section 602 (f) Acquisition of Goods states, “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 this purchase is in compliance with Purchasing Resolution No. 24101.
The Public Works Director concurs with this report.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 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 is more costly to operate and maintain. The General Services Fleet Management Division is proposing this purchase in accordance with Purchasing Resolution 24101 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 meets all SCAQMD requirements.
FISCAL IMPACT:
The total fiscal impact of the action is $241,773.06 in expenditures. Funds are budgeted and available in General Fund, Public Works Street Maintenance, Construction Materials Account No. 4110100-424121.
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/City Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Sourcewell Quotes from PB Loader Corporation
Sourcewell Contract #080521-PBL
Public Works Equipment Purchases ● Page 2