Agenda Item #13.5
For Council Meeting of: April 7, 2026
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) DTC THERMOPLASTIC APPLICATION SYSTEM AGENDA ACTION: MOTION
RECOMMENDATION
The Transportation and Public Works Department recommends that the Council, by motion, approve a Purchase Order to purchase one (1) DTC Thermoplastic Application system from PB Loader Corporation of Fresno, California, utilizing the Sourcewell Cooperative Contract 050625-PBL for a total not to exceed amount of $216,258.40 and authorizes the Purchasing Agent to execute the Purchase Order. This item has no impact on the current fiscal budget.
EXECUTIVE SUMMARY
The Purchasing Division of the Finance Department will receive Purchase Requisition R171525 from the Transportation and Public Works (TPW) Department for the purchase of one (1) DTC Thermoplastic application system utilizing the Sourcewell Cooperative Contract 050625-PBL.
GOAL
This item relates to the Council Goal #1 - Achieve and Maintain Budgeting Excellence and Fiscal Stability by replacing vehicles at the end of their cost-effective life cycle.
BACKGROUND/PRIOR COUNCIL REVIEW
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 or is no longer suitable for the required work. These assets have met the replacement criteria using a 15-point replacement program, an industry-standard method for predicting when to sell an asset. Repair costs, age, and utilization are considered in the point calculation performed by our Faster Fleet software system. This piece of equipment will be used by the Transportation and Public Works Field Services Division to apply thermoplastic traffic markings to roadway surfaces.
Assets eligible for Replacement:
Asset #
Description
LTD Maintenance costs
30902
2009 MB Thermoplastic Melter
$90,755
30903
2010 Trantex Applicator
$8,087
30904
2010 Trantex Applicator
$20,117
ANALYSIS
Sourcewell is a Cooperative Purchasing Program that streamlines the procurement process by developing Requests for Proposals (RFPs) and Invitations for Bids (IFBs) for national, competitive solicitations. Awarded contracts are available for use by government and education entities. The City of Santa Rosa is member ID #79480 of the Sourcewell Cooperative.
Santa Rosa City Code Section 3-08.160 allows cooperative purchases when advantageous to the City. Based on the pricing the City obtains under the Sourcewell 050625-PBL agreement and the specialized nature of the equipment to be purchased, TPW staff consider it advantageous to the City to use the cooperative agreement to purchase and upfit this equipment.
The Purchase Order will reference the City Purchase Order Terms and Conditions. The vendor, PB Loader Corporation, will accept the Terms and Conditions.
FISCAL IMPACT
This item has no impact on the Fiscal Year 2025-2026 budget; current budgets within GL 300106 Equipment Replacement will meet the requirement for appropriations as previously approved by Council. Approval of this action does not have a direct impact to the General Fund.
ENVIRONMENTAL IMPACT
The recommended action is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (Class 1 – Existing Facilities) because it involves the replacement of existing equipment used for roadway maintenance and operations with no expansion of use beyond that existing at the time of the determination. In the alternative, the action is exempt pursuant to CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Sourcewell Contract 050625-PBL
Attachment 2 – Vendor Pricing
PRESENTER(S)
Zac Brand – Fleet Superintendent, Transportation and Public Works APPROVAL AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF ONE (1) DTC THERMOPLASTIC APPLICATION SYSTEM PAGE 3 OF 3