REPORT TO THE CITY COUNCIL
FROM: BRIAN BARR, Director
General Services Department
BY: CLIFF TRAUGH, Administrative Manager
General Services Department
SUBJECT
Title
Actions pertaining to the award of a sole source purchase agreement with Powerscreen of Dixon, California, for the purchase of one Chieftain 1400 tracked mobile inclined screener in the amount of $401,500:
1. RESOLUTION - Adopt a Resolution approving an exception to formal bidding procedures and award a sole source purchase agreement for one Chieftain 1400 tracked mobile inclined screener
2. Approve the award of a purchase agreement to Powerscreen of Dixon, California for the purchase of one Chieftain 1400 tracked mobile inclined screener in the amount of $401,500 for the Department of Public Works, Street Maintenance Division
Body
RECOMMENDATION
Staff recommends Council approve the award of a sole source purchase agreement to Powerscreen of Dixon, California for the purchase of one Chieftain 1400 tracked mobile inclined screener in the amount of $401,500 for the Department of Public Works.
EXECUTIVE SUMMARY
The Department of Public Works (DPW), Street Maintenance Division seeks to purchase one Chieftain 1400 tracked mobile inclined screener to sort rocks and debris from excavated dirt created through the process of building and maintaining roadways. This sorting machine is essential to the recycling of soil and road base material, allowing the streets team to reuse the material they generate, and send less product to the landfill. Powerscreen is the only vendor able to provide a unit of this type in the western United States that is large enough and meets our production needs. These attributes make this inclined screener unique and the highest value product that meets the needs of the City of Fresno. If approved, the equipment will be purchased as a replacement from a sole source without competitive bidding.
BACKGROUND
The Department of Public Works, Street Maintenance Division is responsible for maintaining 1,740 miles of City streets and boulevards. The street maintenance team is tasked with removing and recycling waste material created through the process of building and maintaining roadways. To accomplish this, a mechanical material sorting machine is used to take in dirt, concrete, and asphalt and produce sorted piles of clean dirt and waste material. Without this machine the street maintenance team would need to buy clean dirt for construction projects and dispose of waste material adding to the landfill. This unit will recycle a large portion of the waste material created, saving both time and resources.
This work is currently done with one aging and stationary unit, struggling with maintenance issues. The new Chieftain 1400 tracked mobile inclined screener will be highly mobile due to its’ self-propelled configuration, allowing the streets team to move the unit to secure locations preventing vandalism. The new unit is also highly efficient with the ability to process up to 400 tons of material per hour, provides better fuel economy, and complies with Tier 4 final regulation for emissions set forth by the state of California.
The equipment identified for replacement is on a 10 year or 5,000-hour replacement schedule which has been established by the Fleet Management Division as the optimum replacement time. Currently the unit is 16 years old and has well exceeded its’ cost-effective life span. Staff recommends replacement of this unit based on age and condition.
The General Services Department and the Department of Public Works have researched alternative products and concluded that this is the only inclined screener of its kind. Of the available options, Fleet recommends this purchase based on the needs of the City of Fresno.
Staff recommends the City suspend the competitive bidding requirement in this instance and to authorize the Purchasing Manager to approve the purchase of one Chieftain 1400 tracked mobile inclined screener under the sole source exception. The purchase agreement will be awarded to Powerscreen of Dixon, California for a total purchase price of $401,500. This price includes freight as well as local sales tax at 8.35%. The City Attorney has reviewed and approved to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference is not applicable as this is a sole source product purchase.
FISCAL IMPACT
No general funds will be used to purchase these items. The funding to cover the purchase cost of the Chieftain 1400 tracked mobile inclined screener has been included in the FY2022 adopted budget under the operations of the DPW, Streets Maintenance Division. The source of funding for this project is the SB1 Road Repair Gas Tax Fund.
Due to global supply chain constraints the heavy equipment industry has faced shortages of raw materials which has created massive under production in many equipment types. This resulted in a lack of availability causing projects to not get completed within the typical 12-month period. Therefore, this funding was not spent in FY2022 and if approved, the FY2022 funds will be re-appropriated to FY2023 to complete this acquisition.
Attachment:
Resolution