Agenda Item #13.5
For Council Meeting of: June 2, 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 SIX (6) INTERNATIONAL HX620 VOCATIONAL TRUCKS AGENDA ACTION: MOTION
RECOMMENDATION
The Transportation and Public Works Department recommends that the Council, by motion, approve a Purchase Order to purchase six (6) International HX620 Vocational trucks from Peterson Trucks, Inc. of Santa Rosa, California, utilizing cooperative purchasing through the Sourcewell Cooperative Contract 032824-NVS for a total not-to-exceed amount of $1,644,781.13, and authorize the Purchasing Agent to execute the Purchase Order. This item has no impact on the current fiscal year budget.
EXECUTIVE SUMMARY
The Purchasing Division of the Finance Department will process Purchase Requisitions R171987, R171990, and R171991 from the Transportation and Public Works (TPW) Department for the purchase of six (6) International HX620 vocational trucks in multiple configurations from three vendors through a Sourcewell Cooperative Contract. This purchase will replace assets 29702 and 29703 used in Santa Rosa Water, and assets 29004, 29103, 29104, 29302 used in Transportation and Public Works.
GOAL
This item relates to Council Goal #1 – Achieve and Maintain Budgeting Excellence and Fiscal Stability by replacing vehicles at the end of their cost-effective life cycle and supporting core service operations.
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 its intended use. 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.
Assets eligible for Replacement:
Asset #
Description
LTD Maintenance costs
29702
2007 International 7600
$131,393
29703
2007 International 7600
$194,851
29004
2010 International 7500
$115,985
29103
2000 Sterling S-LT9513
$287,439
29104
2000 Sterling S-LT9513
$189,770
29302
2003 Freightliner FL70
$93,237
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 a 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 032824-NVS 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, Vac-Con Inc., 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
Pursuant to CEQA Guidelines section 15378, the recommended action is not a “project” subject to the California Environmental Quality Act (CEQA) because it does not have the potential to result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. In the alternative, the recommended action is exempt from CEQA pursuant to CEQA Guidelines section 15061(b)(3), as it can be seen with certainty that there is no possibility that the recommended action may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Sourcewell Contract 032834-NVS
Attachment 2 – Vendor Pricing - Santa Rosa Water
Attachment 3 – Vendor Pricing - TPW Asphalt Body
Attachment 4 – Vendor Pricing -TPW Swap Loader
PRESENTER(S)
Zac Brand – Fleet Superintendent, Transportation and Public Works APPROVAL AND ISSUANCE OF PURCHASE ORDERS FOR THE PURCHASE OF SIX (6) INTERNATIONAL HX620 VOCATIONAL TRUCKS PAGE 3 OF 3