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; City Attorney’s
Office; City Manager’s
Budget Office
Dept. Approval:
/s/
Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
2/13/23
SUBJECT: ACTIONS RELATED TO THE PURCHASE ORDERS WITH J.S. COLE COMPANY
AND HARRIS BLADE RENTAL FOR AS REQUIRED EARTH-MOVING AND
CONSTRUCTION EQUIPMENT RENTALS
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to:
1. Amend purchase orders OP 62633 with J.S. Cole Company (Novato, CA) and OP 62634 with Harris Blade Rental (Livermore, CA) for as-required earth-moving and construction equipment rentals to increase the total compensation by $1,300,000, for a combined not-to-exceed amount of $2,000,000 for the period ending September 6, 2023.
2. Exercise up to four one-year options to extend the term of the purchase orders, with the last option ending on or about September 6, 2027, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action provides the City with earth-moving and construction equipment rentals.
BASIS FOR RECOMMENDATION:
The Department of Public Works Fleet Management Division (Fleet) oversees the rental of earth-moving and construction equipment for large scale projects. Rental equipment is used by various City departments for debris removal and to maintain roadways, waterways, levees, and drying beds. Due to ongoing supply chain issues, staff have experienced significant delays in new equipment and parts purchases and deliveries, thereby affecting City Fleet availability. Rental units are utilized to minimize operational impact for various City departments.
In June 2022, a competitive Request for Bids was released by the Finance Department to procure these services. Two responsive bids were submitted. Neither bidder qualified for the City’s local or small business preference and no protests were received. Staff awarded to J.S. Cole Company and Harris Blade Rental pursuant to the bidding procedures of the San José Municipal Code, Section 4.12.310B(2) under the City Manager’s authority. Approval of this recommendation will ensure the City continues to receive essential earth-moving and construction equipment rentals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
COST AND FUNDING SOURCE:
Services provided under this purchase order are managed by the Department of Public Works on behalf of various City Departments. Project scope, cost, and funding source(s) will vary. The Department of Public Works will be responsible for facilitating all services, processing invoices, and charging departments directly for services provided.
FOR QUESTIONS CONTACT: Luz Cofresí-Howe, Assistant Director of Finance at [email protected].
COUNCIL AGENDA: 2/28/23
FILE: 23-263
ITEM: 2.14