Agenda Item 7
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Development Services/City Engineer 7V Scott Washburn, Public Works Manager
FOR: City Council Meeting of October 24, 2022
SUBJECT: Equipment Purchase — Hot Asphalt Pavement Repair Equipment Trailer RECOMMENDATION:
That the City Council:
1) Approve and authorize the City Manager, or his designee, to execute a contract for the purchase of a Hot Asphalt Pavement Repair Equipment Trailer from Crafco Inc. in the amount of $46,649.48; and
2) Authorize and approve a budget adjustment in the amount of $46,649.48 in the Gas Tax Fund (Fund 14) to increase expenditures in the current adopted FY2022/2023 Budget for the purchase.
BACKGROUND/ DISCUSSION:
As part of the Public Works Division's routine maintenance operations, staff has been using City pickup trucks and/or the City owned dump truck to transport hot asphalt concrete material (asphalt) from vendors located in the San Bernardino and Riverside areas to repair potholes and damaged asphalt streets. With this method, the asphalt is exposed to the elements during transport and by the time it arrives to the pothole repair locations in the City, the hot asphalt has cooled down and is not as effective in the patching process. On certain occasions, when the temperature of the asphalt has dropped during transport, the asphalt is no longer as effective for the repairs and it may even not meet the standard specifications for asphalt placement.
The purchase of a Hot Asphalt Pavement Repair Equipment Trailer would provide staff with the ability to heat the material during transport, resulting in higher quality asphalt pothole and pavement repairs. The proposed equipment would also result in cost savings by reducing the amount of unused asphalt that has been historically rejected for pothole repairs due to temperature losses during transport. In addition, the purchase of the proposed equipment would significantly improve the efficiency of pothole and pavement repairs, ultimately reduce the cost of certain asphalt repairs and ultimately improve the level of customer service to the community. -115-
City Council Meeting of October 24, 2022
Equipment Purchase — Equipment Purchase — Hot Asphalt Pavement Repair Equipment Trailer
Staff reached out to several equipment vendors and manufacturers and requested quotes for a 2- ton Hot Asphalt Pavement Repair Equipment Trailer. Only one quote was received in response that met the City's specifications for the equipment as follows:
Vendor Amount
Crafco Inc. $46,649.48
It is important to note that the quote received from this vendor is also eligible for purchase by the City using the Sourcewell Cooperative Contract 10515 -TTI; recently executed by other cities. As a result, staff is recommending City Council approve and authorize the City Manager, or his designee, to execute a contract for the purchase of a Hot Asphalt Pavement Repair Equipment Trailer from Crafco Inc. in the amount of $46,649.48.
FISCAL IMPACT:
The adopted FY2022/2023 Budget includes the Gas Tax Fund (Fund 14) which has available and unallocated current year revenue in the amount of $123,599. Staff is recommending Council authorize and approve a budget adjustment in the amount of $46,649.48 in the Gas Tax Fund to increase expenditures in the current adopted FY2022/2023 Budget for the proposed purchase.
Authorizing the amount of $46,649.48 for the purchase leaves a remaining balance in the Gas tax Fund of $76,949.52 in unallocated current year revenue.
Attachments: Crafco Inc. Quote
Approved by:
-116-
CRAFCaINC
SOURCEWELL CONTRACT
#080521-CFC
Ni ER60M C7 COMPANY
6165 W. Detroit St.
Chandler, AZ 85226
(602)276-0406 (800)528-8242
FAX: (480)940-0313
Quote To: Account Code: 918444
CITY OF YUCAIPA - CA
SCOTT WASHBURN
34272 YUCAIPA BLVD
YUCAIPA, CA 92399
US
Date Quoted 8/16/2022
Expiration Date 9/30/2022
Ship To: Account Code: 918444
Phone: 909-797-2489
Fax:
Email: [email protected]
Project Title: KM International 2-Ton Diesel Hot Box
Start Date:
8/16/2022
Ship Via:
Truck/Common Carrier
Effective Dates:
8/16/2022 TO 9/30/2022
Sales Group:
SRC- SOURCEWELL
Terms:
NET 30
Quoted By:
Gary Lewis
F.O.B.:
PPD-ADD FREIGHT
Sales Office:
WR4- Omar Rodri uez
g
Estimated Time to Ship After Receipt of Order: Quoted at time of order Customer: CITY OF YUCAIPA - CA Quote Number BBBQ53928
Project Title: KM International 2-Ton Diesel Hot Box Date 08-16-22
SALES TAX EXEMPT CERTIFICATE MUST BE PROVIDED AT THE TIME OF ORDER OR SALES TAX WILL BE
ADDED TO YOUR ORDER
Part #
Description
Unit
Qty.
Contract Price
Ext. Price
KM4000TEDD-SRC
2 Ton Trailer Mount - Electric Brake -
EA
1 $25,120.0000
$25,120.0000
Diesel - Dump
KM-EXTENDEDTRAILER2TON-Adds 2 Ft. to overall length (16' total) EA
1 $1,715.0000
$1,715.0000
SRC
Requires 2nd Axle
KM-30GALTACKTANK-SRC
30 Gallon Heated Tack Tank 10,000
EA
1 $4,515.0000
$4,515.0000
BTU Propane Burner
KM-SPRAYTACKTANK-SRC
3/4 Roper Pump, Spray Wand & 5.5
EA
1 $4,425.0000
$4,425.0000
HP Honda Engine
KM-HOISTELECTRIC-SRC
Loading Hoist/Winch and Davit - 12V
EA
1 $3,315.0000
$3,315.0000
Powered -Remote
Sales Tax
$3,029.47
Shipping
$4,530.00
Contract Total
$46,649.48
COMMENTS:
For questions contact Gary Lewis at 619-994-9995 or [email protected] 08/17/22 06:55:52
We value ypm business.
1 of 2
NOTE:
WARNING:
Products on this quote may be labeled in accordance with California Proposition 65.
California purchasers refer to htto://crafco.com/resources/Prop-65.xlsx For Terms and Conditions of purchases go to: https://crafco.com/Terms-of-Sale.pdf Quantities may be limited at Crafco's discretion.
Pricing and availability are subject to change without notice.
Pricing does not include applicable taxes. Tax exemption forms must be on file prior to invoicing. Unpaid sales tax will be reported to State and Local tax authorities. Extension is net after terms.
FOB DEFINITIONS:
PPA- Delivered; freight included.
PPD- Delivered; freight separate.
Pavement Preservation Products Restocking Policy
RETURN POLICY
Crafco will only accept the return of products that have been authorized in writing in advance, and proof of purchase is required. Not all purchases are returnable. This is a Return Policy for non -warranty claims. Refer to the product data sheet for information about warranty and claims for warranty reimbursement.
All returns are subject to restocking fees.
All products returned must be in the original packaging and be in good and salable condition.
Crafco reserves the right to charge repackaging fees in addition to restocking fees.
The customer is responsible for all shipping costs of returned products.
Request information on the acceptability for returns for any specific product when ordering.
Nonreturnable Products
Not all products are returnable. Products that have a shelf life or are considered made to order, or special order may not be returned.
No used parts may be returned and any part or product that is non-standard or obsolete is not returnable.
Product
Return Status
Athletic Surfacing Products, Non -Returnable
Cure & Commercial Liquids, Equipment,
Geocomposites, Paint, Sealcoat, and Silicone
Restocking Fees
All returnable products have a restocking fee if returned.
Product Restocking Fee
Parts 15% of part purchase price
All Other Products 25% of product purchase price
How to Return an Item
1. To obtain authorization contact your customer service representative.
2. A written authorization will be faxed or emailed to you.
3. A copy of the Return Authorization must accompany the material being returned. 08/17/22 06:55:52 We value �Lw business. Page 2 of 2
"1 1 iS 2 of 2