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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: February 21, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya , City Manager;
Lynn Merrill, Director of Public Works, Operations and
Maintenance
Department: Public Works
Subject: Purchase of Avant (Mini-Loader) from Volvo
Construction Equipment and Services (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute the purchase of the Avant Compact Wheel Loader (mini loader) and related equipment attachments, as approved for funding through the FY 2023/24 Operating Budget;
2. Authorize the Director of Finance to issue a purchase order in the amount of $170,000 to Volvo Construction Equipment and Services for the purchase of the Avant Compact Wheel Loader and related attachments.
Executive Summary
A purchase order in the amount of $170,000 is requested for the purchase of the Avant mini loader and related equipment attachments. The Avant mini loader is necessary to improve the City‘s attractiveness and cleanliness. Funding for this purchase was authorized by City Council as part of the Strategic Initiatives Plan (Quality of Life) discussed at the Mayor City Council meeting in September of 2023. Adoption of the Strategic Initiatives Plan took place on the October 4, 2023, Mayor and City Council meeting.
Background
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The Operations and Maintenance Division (O&M) of the Public Works Department is responsible for the maintenance, repair, and clean-up of City-owned infrastructure and rights of way. In September of 2022, the division was assigned duties related to homeless encampment clean-up and a new Encampment Clean Up work section was established. This new section is still in the process of being staffed with new employees and equipment is currently being purchased to assist in their clean-up duties. This equipment purchase is part of our efforts to properly equip this new work section to improve cleanliness throughout the City.
Discussion
The City of San Bernardino cleans-up/clears nearly 3,800 homeless encampments annually. These encampments generally include litter and debris and are often found in hard-to-reach locations that require challenging manual labor. Recently, the city purchased an Avant mini-loader to assist the Urban Forestry department with removal of trees and brush in areas that are challenging to access. The mini loader quickly proved to be remarkably effective in our clearing efforts and vastly improved the efficiency of Urban Forestry operations. It also significantly reduced the physical labor required of employees performing those duties. On several occasions, the new Encampment Clean Up work section borrowed the Avant mini loader and quickly discovered it also vastly improved their clean-up operations and made their work much safer. The mini-loader was also particularly effective in down-slopes, ravines, and tight spaces. As a result of its performance, Staff recommended the purchase of another mini-loader for full-time use in the Encampment Clean Up Section during a special workshop meeting with the City Council--to which they unanimously agreed.
To ensure our city efficiently and safely cleans-up homeless encampments, Staff is requesting $170,000 for purchase of an Avant Compact Wheel Loader and related attachments.
The Operations and Maintenance Division of Public Works worked with the Finance Department and determined the purchase of the Avant Compact Wheel Loader could be accomplished via a sole-source purchase. The sole-source status is justified as a result of the very unique features of the Avant. It is turf-friendly, less intimidating than larger equipment, has proprietary articulating features, and has hundreds of available attachments for use in other work tasks such as pressure washing, pothole patching, tree stump grinding, and sidewalk sweeping, to list a few.
Staff is confident that the supplier of the Avant, Volvo Construction and Equipment Services of Corona, California, will be able to deliver the new loader in a timely manner once the purchase order is established. In addition, they provide warranty and maintenance services should they be required.
2021-2025 Strategic Targets and Goals
This project is consistent with several City goals and targets. It is aligned with Key Target 1e: Minimize risk and litigation exposure. Approval of this purchase will reduce the risk of potential liability associated with injuries to employees due to extensive and challenging manual work and will reduce the amount of open work order requests. It is 1 8
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also aligned with Key Targets 3c & 3d: Evaluate and enhance the quality of public safety services and Improve the City’s appearance, cleanliness, and attractiveness.
Fiscal Impact
The General Fund impact is $170,000 and is appropriated in the FY2023/24 budget. The purchase order amount of $170,000 will allow for the purchase of additional attachments for the Avant – such as pressure washing bars, grapple, and buckets.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute the purchase of the Avant Compact Wheel Loader (mini loader) and related attachments as approved for funding through the FY 2023/24 Operating Budget;
2. Authorize the Director of Finance to issue a purchase order in the amount of $170,000 to Volvo Construction Equipment and Services for the purchase of the Avant Compact Wheel Loader and related attachments.
Attachments
Attachment 1 Photos of Avant Compact Wheel Loader
Attachment 2 Quote from Volvo
Attachment 3 Sole Source Justification Letter
Ward:
All Wards
Synopsis of Previous Council Actions:
Resolution No. 2022-47 Purchase of Avant Compact Wheel Loader and Related Attachments.