CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No.
PP17-003,
Agreements/Contracts
(New or Amended
resulting in no physical
changes to the
environment
Coordination:
Department of Public
Works, Office of City
Attorney and City
Manager’s Budget Office
Dept. Approval:
/s/ Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
01/13/22
SUBJECT: ACTIONS RELATED TO PURCHASE ORDERS FOR ELGIN CROSSWING AND
BROOM BEAR STREET SWEEPER RENTAL SERVICES
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to:
(a) Execute purchase orders with Owen Equipment Sales, Inc. (Fairfield, CA) and Municipal Maintenance Equipment, Inc. (Sacramento, CA) for Elgin crosswing and Broom Bear street sweeper rental services for an initial twelve-month period, starting on or about January 26, 2022 and ending on or about January 25, 2023 for a combined maximum not-to exceed compensation of $500,000; and
(b) Exercise up to four additional one-year options to extend the initial term of the purchase orders with the last option year ending on or about January 25, 2027, subject to the annual appropriation of funds.
Desired Outcome: To ensure the availability of sweeper equipment for cleaning and debris maintenance on streets throughout the City.
BASIS FOR RECOMMENDATION:
The Fleet Management Division (“Fleet”) of the Department of Public Works oversees street sweeping rental services for various departments and has the need to rent Elgin crosswing and Broom Bear street sweeper services. The sweepers are utilized for large scale projects to ensure roadways are clear of debris to mitigate potential flooding. Due to shortages in the supply chain, Fleet has experienced delays on purchases of new equipment and parts for the maintenance of current fleet assets. Rentals help minimize operational impacts by providing Fleet access to street sweepers on an as needed basis when current assets are unavailable due to maintenance issues.
A competitive Request for Bid (“RFB”) was facilitated by the Finance Department to procure these services.
Three (3) responsive bids were submitted and no protests were received. No responsive bidders qualified for the City’s local and small business preference. Staff recommends award to Owen Equipment Sales, Inc. and Municipal Maintenance Equipment, Inc. for being the lowest responsive, and responsible bidders pursuant to the bidding procedures of the San José Municipal Code, Section 4.12.310B(2).
Climate Smart San José: No proposed changes to service delivery, programs or staffing that have significant community/resource impacts, including any negative impact on Climate Smart San José energy, water, and mobility goals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
COUNCIL AGENDA: 01/25/22
FILE: 22-028
ITEM: 2.11
This Council item is consistent with the City’s 2021-2022 Adopted Operating Budget City Areas Delivery Framework: “To effectively develop, manage, and safeguard the City’s fiscal, physical, technological, and human resources to enable and enhance the delivery of City services and projects.” COST AND FUNDING SOURCE:
Services provided under this purchase order are managed by the Public Works Fleet Management Division on behalf of various City Departments. Project scope, cost and funding source(s) will vary. Fleet will be responsible for facilitating all services, processing invoices, and charging departments directly after the work is completed.
FOR QUESTIONS CONTACT: Jennifer Cheng, Deputy Director of Finance at [email protected].