CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: June 3, 2026
To: Honorable Mayor and City Council Members
From: Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Approval of Agreement with National Auto Fleet Group for the Purchase of One Freightliner Asphalt Patch Truck in an amount Not to Exceed $449,740.78, Utilizing
Sourcewell Contract No. 032824-NAF (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2026-064:
1. Approving a Cooperative Goods Purchase Agreement with National Auto Fleet Group for the purchase of one (1) 2027 Freightliner 114SD chassis equipped with a Bergkamp Electric Heating Pothole Patcher Body in the amount of $428,324.55, utilizing Sourcewell Contract No. 032824-NAF; and
2. Approving a contingency in the amount of $21,416.23 (5%), for a total authorized amount not to exceed $449,740.78, to accommodate potential increases in material, freight, and other supplier-driven costs, and authorize the City Manager or designee to execute amendments to the Cooperative Goods Purchase Agreement, if necessary, provided that the total contract amount does not exceed the authorized amount; and
3. Authorizing the City Manager or designee to execute the Cooperative Goods Purchase Agreement, any amendments thereto, and all related documents necessary to effectuate the purchase; and
4. Authorizing the Director of Finance and Management Services to issue a purchase order in an amount not to exceed $449,740.78, provided sufficient appropiations are available in the adopted budget and eligible funding sources.
Executive Summary
The purchase of a 2027 Freightliner 114SD truck with a Bergkamp electric heating pothole patcher body will allow the Public Works Department to heat, transport, and apply asphalt for pothole patching and roadway repairs. The City currently operates a 2019 Ford F-750 patch truck that has experienced recurring mechanical issues, downtime, and repair costs, including more than $35,000 in repair costs over the past year. The proposed replacement will improve the reliability of roadway maintenance operations and support faster response to pavement repair needs. The vehicle will be purchased from National Auto Fleet Group using Sourcewell Contract No. 032824- NAF. The total purchase price is $428,324.55, with a recommended 5% contingency of $21,416.23, for a total not-to-exceed amount of $449,740.78. Funding will come from AQMD AB2766 Subvention Funds and RMRA/SB 1 funds.
Background
The Public Works Department’s Operations and Maintenance Division is responsible for maintaining the City’s roadway network, including pothole repair, asphalt patching, and emergency pavement maintenance. Asphalt patch trucks are essential equipment used to repair roadway failures, restore damaged pavement, and maintain safe travel conditions for motorists, cyclists, and pedestrians.
The City currently operates a 2019 Ford F-750 patch truck, which has experienced persistent mechanical issues since shortly after delivery. The most significant problems involve the Power Take-Off (PTO) system, which transfers power from the truck’s engine to operate the tack emulsion system used during asphalt repairs. When functioning properly, the system heats and sprays tack oil to ensure proper bonding between new asphalt and the existing pavement surface. However, recurring failures with the heating system and related components have caused the tack emulsion to cool and harden, preventing the truck from operating as intended and resulting in repeated downtime and repairs. These failures have resulted in recurring downtime and costly repairs. Records show that similar PTO-related issues have been documented since 2020, indicating that the unit has experienced reliability concerns for several years.
Over the past year alone, repair costs for the patch truck have exceeded $35,000, and the vehicle is currently awaiting additional repair evaluation. Continued mechanical failures have reduced the reliability of the City’s pavement repair operations and limited the ability of crews to respond efficiently to roadway maintenance needs.
Replacing the aging patch truck with a modern unit will improve pavement repair reliability, reduce equipment downtime, and lower long-term maintenance costs.
Discussion
The proposed vehicle is a 2027 Freightliner 114SD chassis equipped with a Bergkamp electric heating pothole patcher body, which provides the capability to heat and apply asphalt material directly at the repair location for pothole and pavement repairs. This equipment will allow crews to perform repairs more efficiently, improve response times, and enhance the durability of pavement maintenance work throughout the City.
National Auto Fleet Group, an authorized Sourcewell vendor, provided a quote for the specified vehicle configuration required by the City. The total quoted purchase price is $428,324.55, which includes the vehicle chassis, patcher body, applicable sales tax and required tire fees.
This purchase will be made through Sourcewell Contract No. 032824-NAF, a competitively solicited purchasing agreement for Class 4-8 chassis and related equipment. The City’s Purchasing Policy allows the use of cooperative purchasing agreements when the agreement was competitively procured, and use of the agreement is in the City’s best interest.
Sourcewell shows Contract 032824-NAF with National Auto Fleet Group for Class 4-8 and related equipment, maturing July 9, 2028.
Staff recommends a 5% contingency in the amount of $21,416.23 to address verified supplier-driven changes in material, labor, freight, or other delivery-related costs before final invoice or delivery. Use of the contingency shall require written vendor documentation, confirmation of eligible funding, and shall not increase the total authorized amount above $449,740.78.
To address these operational challenges, the Public Works Department is proposing the purchase of a new asphalt patch truck that utilizes newer, cleaner engine technology that meets current California Air Resources Board (CARB) emissions standards. T The proposed truck will meet current California Air Resources Board emissions standards and is expected to reduce emissions compared with older diesel- powered equipment.
Because the replacement vehicle incorporates cleaner fuel technology and supports emission reduction goals, the purchase qualifies for funding through the AB2766 Air Quality Program. AB2766 funds are allocated to local jurisdictions to support projects that reduce air pollution from motor vehicles and improve regional air quality. Utilizing this funding allows the City to replace aging equipment with cleaner, more efficient technology without relying on General Fund resources
2021-2025 Strategic Targets and Goals
This item supports the City of San Bernardino’s 2021–2025 Strategic Plan goal of Improved Quality of Life by enhancing the City’s ability to maintain streets and repair potholes in a timely and efficient manner. Approval of this purchase will allow the Public Works Department to improve roadway maintenance operations and respond more effectively to pothole repair needs across the City, resulting in safer roadways, improved driving conditions, and a better overall experience for residents, businesses, and visitors.
Fiscal Impact
Funding for the purchase of the asphalt patch truck will be provided from a combination of local and State funding sources. A total of $338,260.00 will be funded using available South Coast Air Quality Management District (AQMD) AB 2766 Subvention Funds, which are restricted for projects and equipment that reduce vehicle emissions and improve air quality.
The remaining balance of $111,480.78 will be funded using Road Maintenance and Rehabilitation Account (RMRA) funds established pursuant to Senate Bill 1 (SB 1).
RMRA funds are designated for eligible street maintenance and rehabilitation activities and may be used for the purchase of equipment directly related to roadway repair operations, including asphalt patch trucks.
The total funding available for this purchase is summarized below:
Funding Source Amount
AQMD AB 2766 Subvention Funds $338,260.00
SB 1 RMRA Funds $111,480.78
Total Funding $449,740.78
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2026-064:
1. Approving a Cooperative Goods Purchase Agreement with National Auto Fleet Group for the purchase of one (1) 2027 Freightliner 114SD chassis equipped with a Bergkamp Electric Heating Pothole Patcher Body in the amount of $428,324.55, utilizing Sourcewell Contract No. 032824-NAF; and
2. Approving a contingency in the amount of $21,416.23 (5%), for a total authorized amount not to exceed $449,740.78, to accommodate potential increases in material, freight, and other supplier-driven costs, and authorize the City Manager or designee to execute amendments to the Cooperative Goods Purchase Agreement, if necessary, provided that the total contract amount does not exceed the authorized amount; and
3. Authorizing the City Manager or designee to execute the Cooperative Goods Purchase Agreement, any amendments thereto, and all related documents necessary to effectuate the purchase; and
4. Authorizing the Director of Finance and Management Services to issue a purchase order in an amount not to exceed $449,740.78, provided sufficient appropriations are available in the adopted budget and eligible funding sources.
Attachments
Attachment 1 - Resolution No. 2026-064
Attachment 2 - Goods Purchasing Agreement – National Auto Fleet Attachment 3 - National Auto Fleet Sourcewell Contract
Ward:
All Wards
Synopsis of Previous Council Actions:
N/A
CC: Eric Levitt, City Manager