Agenda Item #13.8
For Council Meeting of: December 17, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JEREMY GUNDY, DEPUTY DIRECTOR – FIELD SERVICES, TRANSPORTATION AND PUBLIC WORKS SUBJECT: APPROVAL AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF ONE (1) RAPIDVIEW IBAK SEWER INSPECTION VEHICLE AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works and Finance Departments that the Council, by resolution, approve the issuance of a Purchase Order for the purchase of one (1) RapidView IBAK Sewer Inspection vehicle in the amount of $421,434.80, utilizing the pricing from the Sourcewell Cooperative Agreement No. 120721-RVL with Jack Doheny Company of Northville, Michigan.
EXECUTIVE SUMMARY
The Purchasing Division of the Finance Department has received Purchase Requisition Number R167054 from the Transportation and Public Works (TPW) Department for the purchase of one (1) RapidView IBAK Sewer Inspection vehicle utilizing the pricing from the Sourcewell Cooperative Agreement No. 120721-RVL.
BACKGROUND
Under the City’s guidelines for fleet asset replacement, the TPW Fleet Maintenance Division selects an asset for replacement when it has reached the end of its cost-effective life cycle. These assets have met the replacement criteria using a 15-point replacement program, an industry standard for predicting when best to sell an asset. Repair costs, age, and utilization are considered in the point calculation performed by our Faster Fleet software system.
The purchase of this vehicle will replace City Asset No. 16503 used in Santa Rosa Water.
PRIOR CITY COUNCIL REVIEW
Not applicable.
ANALYSIS
The Sourcewell Cooperative Contract No. 120721-RVL is a contract between Sourcewell and RapidView LLC and the price schedule provides a 4% discount off of the MSRP list price. Jack Doheny Company is the only Rapidview authorized dealer for the State of California.
Santa Rosa City Code Section 3-08.160 allows for cooperative purchases when advantageous to the City. Based on the pricing the City obtains under the Sourcewell solicitations and the specialized nature of the equipment for purchase, TPW and Purchasing staff consider it advantageous to the City to use the cooperative purchase.
Upon approval by Council, a Purchase Order will be issued for the equipment in the amount identified above. The total cost includes document processing fees, tire recycling fees, sales tax, standard warranty, delivery, and training.
The Purchase Order will reference the City Purchase Order Terms and Conditions, Sourcewell Contract, and the quote provided by Jack Doheny Company. The quote provided by Jack Doheny Company includes some nonstandard provisions including no ability by the City to terminate for convenience or for late delivery, that payment is due within 30 days of delivery (as opposed to acceptance) and that Jack Doheny Company provides no separate warranty but rather passes on the manufacturer’s warranty. In addition, Jack Doheny Company is not required to indemnify the City.,
FISCAL IMPACT
Funds for this operational expense have been allocated in the FY 2024-25 budget under the Transportation and Public Works Department - E & R Replacement - Key 300106-5584. Approval of this action does not have a fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
Pursuant to CEQA Guidelines Section 15378, the proposed action is not a “project” subject to the California Environmental Quality Act (CEQA) because it does not have a potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. In the alternative, the proposed action is exempt from CEQA pursuant to CEQA Guidelines section 15061(b)(3) because it can be seen with certainty that there is no possibility that the action may have a significant effect on the environment as this vehicle purchase is replacing an existing sewer inspection vehicle that has reached its useful life.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENT
Resolution
Exhibit A – Purchase Order, Jack Doheny Company Quote
Exhibit B – Sourcewell Cooperative Agreement No. 120721-RVL
PRESENTER
Zac Brand, Fleet Maintenance Superintendent
APPROVAL AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF ONE (1) RAPIDVIEW IBAK SEWER INSPECTION VEHICLE PAGE 3 OF 3