CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: September 19, 2023
To: Honorable Mayor and City Councilmembers
From: Dante Del Prete, Public Works Superintendent
Subject: Expenditure Approval for the Purchase of One Replacement Flatbed Dump Truck Recommendation: That the City Council authorize the City Manager to execute the replacement purchase and all necessary paperwork for one Flatbed Dump Truck
Funding: Currently Budgeted: Yes ☐ No ☐ Not Applicable Account Code: (500-44-02-5100, $43,153) (510-44-02-5100, $43,153) Costs authorized in City Approved Budget: Yes (Finance Initialed _AK____) ☐ No (Finance Exempt) INTRODUCTION/PURPOSE:
This item is to request that the City Council authorize the City Manager to execute all necessary paperwork for the replacement purchase of one Flatbed Dump Truck for the Public Works Department. Per the City purchasing policy, budget expenditures greater than $50,001 must be approved by City Council. Funding for this his vehicle was identified and approved in the Fiscal Year 2023/24 Water and Wastewater Enterprise budgets.
BACKGROUND:
On November 30, 2022, the Public Works Department sent a 2002 flatbed truck to public auction due to age and mechanical condition. The sale of this 20-year-old vehicle generated $9,500 in revenue which was deposited into the general fund. The urgency in moving forward with the purchase of this replacement vehicle is to capture the availability of a 2023 model cab and chassis prior to the 2024 model cost increases.
The City managesits vehicle acquisitionsthrough an Equipment and Vehicle Replacement Program that is identified each year in the budget process. Each department is responsible for the maintenance and replacement of all vehicles in their department. During this fiscal year budget process, each piece of equipment is evaluated before the end of the budget year to determine if the equipment has reached the end of its lifespan. This evaluation process considers the age, mileage, and serviceability of the vehicle. After the evaluation, and depending on the condition, the equipment or vehicle may be kept in service for another year or budgeted for replacement.
DISCUSSION:
In accordance with the City purchasing policy staff reached out to multiple sources for quotes for this specific vehicle. In a cost saving attempt to source the availability for a 2023 cab and chassis, in-stock inventory was determined to be limited for a 2023 model.
Agenda Item Number 4 Agenda Item Number 4
City Council Meeting Packet for September 19, 2023
The total approved in the 2023/24 budget for this purchase is $93,000 which included a forecast of potential cost increases for the 2024 model line. Per the attached quote summary, the lowest purchase price of an available 2023 model is $86,306.
Once approved to proceed, the projected delivery date for this type of built cab and chassis vehicle is estimated at 2 to 4 months from the time of order. Payment for this vehicle would not take place until after delivery.
ENVIRONMENTAL REVIEW:
The proposed action is exempt ☒ Yes ☐ No from the requirements of the California Environmental Quality Act (CEQA)
GOALS:
This action supports the following City Council Goals and General Plan Actions:
Goal CSF 1: Provide High Quality Community Services, Facilities, and Infrastructure to All Residents, Businesses, and Visitors in Sebastopol
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to scheduled meeting date.
FISCAL IMPACT:
The approved funding for this replacement purchase isidentified in the Water and Wastewater Enterprise budgets.
There is no general fund impact.
RECOMMENDATION:
Staff recommends the Sebastopol City Council authorize the City Manager to execute the replacement purchase and all necessary paperwork for one Flatbed Dump Truck.
Attachments:
Purchase Order Requisition
Quote Summary
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for September 19, 2023
City of Sebastopol
Public Works Department
714 Johnson Street
Sebastopol, CA 95472
707-823-5331
PURCHASE ORDER REQUISITION
Ship To: City of Sebastopol Public Works Department
714 Johnson Street, Sebastopol, CA 95472
Date: 08/21/2023
Terms: Fill
To:
Hansel Ford Vendor #: 1234
3075 Corby Ave
Santa Rosa, CA 95407
Phone: (707) 543-7300
Conditions:
Contractor must pay Prevailing Wages Rate
Item
No. Description Quantity Unit Unit Price Amount
1 2023 Ford Super Duty F-350 DRW XL with
2-3 yd Dump Body
Government Fee
Total Taxes
Amount Financed
1 $78,990.00 $78,990.00
8.75 7,306.59
86,305.34
Total $86,305.34
Account Number(s):
510-4402-5100 ($43,152.67)
500-4402-5100 ($43,152.67)
_____________________________
Ana Kwong
Finance Director
____________________
Date
Requisitioned by:
____________________________
Dante Del Prete
Public Works Superintendent
____________________
Date
Requisitioned by:
_____________________________
Larry McLaughlin
City Manager
____________________
Date
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for September 19, 2023
1. These are the Indemnity and Insurance Requirements for Contractors providing services or supplies to the City of Sebastopol. By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. If any additional Contract documents are executed, the actual Indemnity language and Insurance Requirements may include additional provisions as deemed appropriate by the City of Sebastopol, and if a conflict occurs, the broader requirements shall prevail.
2. You should check with your insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor’s liability under this agreement. The full coverage and limits of Insurance carried by, or available to, the Contractor shall be available to the City of Sebastopol and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required. The Insurance obligations under this agreement shall be either: 1—all the Insurance coverage and limits carried by, or available to, the Contractor; or 2—the minimum Insurance requirements shown in this agreement; whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to the City of Sebastopol.
3. Contractor shall furnish the City of Sebastopol with original Certificates of Insurance including all required amendatory and Additional Insured endorsements (or copies of the applicable policy language affecting coverage required by this clause) and a copy of the Declarations and Endorsements Pages of the policies listing all policy endorsements to the City of Sebastopol before work begins. The City of Sebastopol reserves the right to require full-certified copies of all Insurance coverage and endorsements.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Contractor shall procure and maintain for the duration of the contract, and for two years thereafter, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors.
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form CA 0001 covering Code 1 (any auto), with limits no less than $2,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City of Sebastopol. At the option of the City of Sebastopol, either: the contractor shall cause the insurer to reduce or eliminate such self-insured retentions as respects the City of Sebastopol, its officers, officials, employees, and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the City of Sebastopol guaranteeing payment of losses and related investigations, claim administration, and defense expenses. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City of Sebastopol.
Attachment A
City of Sebastopol
Insurance Requirements
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for September 19, 2023
Other Insurance Provisions:
Additional Insured
The City of Sebastopol, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired, or borrowed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance at least as broad as one of the following ISO ongoing operations Forms: CG 20 10 or CG 20 26 or CG 20 33 (not allowed from subcontractors), or CG 20 38; and one of the following ISO completed operations Forms: CG 20 37, 2039 (not allowed from subcontractors), or CG 20 40.
Primary Insurance
For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City of Sebastopol, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City of Sebastopol, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
Notice of Cancellation
Contractor shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the required polices are reduced; (3) or the deductible or self-insured retention is increased.
In the event of any cancellation or reduction in coverage or limits of any insurance, Contractor shall forthwith obtain and submit proof of substitute insurance.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best rating of no less than A: VII, unless otherwise acceptable to the City of Sebastopol.
Waiver of Subrogation
The Contractor hereby grants to the City of Sebastopol a waiver of any right to subrogation which any insurer of the Contractor may acquire against the City of Sebastopol by virtue of the payment of any loss under such insurance. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Sebastopol for all work performed by the Contractor, its employees, agents, and subcontractors.
Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether the City of Sebastopol has received a waiver of subrogation endorsement from the insurer.
Verification of Coverage
Contractor shall furnish the City of Sebastopol with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City of Sebastopol before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City of Sebastopol reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.
Subcontractors
Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City of Sebastopol is an additional insured on insurance required from subcontractors. For CGL coverage subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
Special Risks or Circumstances
The City of Sebastopol reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other circumstances.
I have read and understand the above requirements and agree to be bound by them for any work performed for the City of Sebastopol.
Authorized Signature: ___________________________________ Date: ____________________ Print Name: ___________________________________________ Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for September 19, 2023
Quote Summary
City of Sebastopol
For use with options A ond B ol attached purchosing policy' Please fill in information below as required by the purchasing policy. Attach any written quotes (including emails). Attach the whole packet when submitting the Purchase Order Requisition.
Descri of
2023 Ford Super Duty F-350 DRW XL W/ 2-3yd Dump Body
Vendor 1 Vendor 2 Vendor 3
Name Hansel Ford Lincoln
Santa Rosa
Henry Curtis Ford
Petaluma
Elk Grove Ford
Address 3075 Colby Ave, Santa
Rosa, Ca95407
1 120 Auto Center Dr
Petaluma, Ca94952
9645 Auto Center Dr
Elk Grove, Ca 95757
Response Y/N N
Quoted Amount
$86,305.34 $88,317.00
Vendor chosen
Hansel Ford Lincoln
Reason if not lowest bidder
Elk Grove does not have any available and there are none in the area to even give us a quote on.
Account Number: 51 0-4402-5 1 00 (H a lf-$43, 1 52.67) I 500-4402-5 1 00 (Ha lf-$43, 1 52.67) Daniel F. Gentry <[email protected]>
Vendor's Email:
F:\Purchase Orders\Purchasing Policies - 1 page (Draft).xlsx Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for September 19, 2023
814123,8:43 AM Desking 3.0 | Application
: Date/Time: 814120238:43:20AM
, Buyer: @ HANSEL CITY OF
SEBASTOPOL CITY
OF SEBASTOPOL
(707) 823-7863
(7O7) 829-4400
714 Johnson St
Sebastopol, CA
954723434
Salesperson: Daniel Gentry
FORD LINCOLN
2023 Ford Super Duty F-350 DRWXL F359761
T
Vl N: 1 FTRF3DA2PED4324O
Odometer: 3
Color: Oxford White
Body Type: Regular Cab PickuP
Home Phone:
Cell Phone:
Address:
Purchase
0Mo
Rate Oo/o
sg $8630s.34
MSRP/Retail
Selling Price
Rebate
Total Savings + Rebate
Total Savings
Government Fee
Proc/Doc Fee
Accessories
Total Taxes
Trade Allowance
Trade Payoff
Cash Down
Amount Financed
$78,990.00
$78,990.00
0.00 0.00
0.00 $8.75
0.00 0.00
$7,306.59
0.00 0.00
0.00 $86,305.34
https://apps.vinmanager.com/vinconnecU#/CarDashboard/Desking/DeskingLoader.ashx 1t1 Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for September 19, 2023