REPORT TO THE CITY COUNCIL
FROM: BRIAN BARR, Director
General Services Department
BY: MIGUEL RAMIREZ, Senior Management Analyst
General Services Department
SUBJECT
Title
Approve the award of a cooperative purchase agreement to Quinn Company of Fresno, California, for the purchase of one Caterpillar tandem vibratory roller in the amount of $203,706 for the Department of Public Works, Street Maintenance Division
Body
RECOMMENDATION
Staff recommends Council approve the award of a cooperative purchase agreement to Quinn Company of Fresno, California, for the purchase of one Caterpillar tandem vibratory roller in the amount of $203,706 for the Department of Public Works, Street Maintenance Division.
EXECUTIVE SUMMARY
The Department of Public Works, Street Maintenance Division is requesting approval to purchase one Caterpillar tandem vibratory roller to compact and level new asphalt after road surface repairs and construction projects. The new asphalt roller will be purchased as a replacement through a competitively solicited cooperative procurement process administered by Sourcewell.
BACKGROUND
The Department of Public Works, Street Maintenance Division is responsible for maintaining 1,740 miles of city streets and boulevards. As street pavements degrade to the end of their service life, asphalt repairs are needed to restore the street back to a good and serviceable condition. The repairs are performed by the Street Maintenance Division utilizing heavy paving equipment. The tandem vibratory roller is a crucial component in this process as it evenly compacts new asphalt to ensure a smooth finish.
Currently, this work is performed with one aging asphalt drum roller struggling with maintenance issues. The new Caterpillar tandem vibratory roller will be built to a specification similar to the existing unit, updated with the latest technology and continue to meet the Tier 4 final emissions standard. The new asphalt roller will be equipped with a larger drum, this improvement will create wider rolling patterns which will allow jobs to be completed more efficiently due to faster rolling speeds.
The asphalt roller equipment class is on a ten year or 5,000-hour replacement schedule which has been established by the Fleet Management Division as the optimum replacement time. The unit identified for replacement is over this limit in both age and hours. The General Services Department, Fleet Management Division recommends this purchase based on the needs of the division and condition of the unit identified for replacement.
The equipment will be purchased utilizing a competitively solicited cooperative procurement process administered by Sourcewell. The total purchase price for the Caterpillar tandem vibratory roller is $203,706, this price includes the Sourcewell discount applied to City purchases as well as delivery and sales tax at 8.35%. The Purchasing Division has approved this contract and recommends Council to approve.
The City Attorney has reviewed and approved to form.
ENVIRONMENTAL FINDING
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 because this is a cooperative purchase. However, Quinn Company is a local business as defined by the FMC.
FISCAL IMPACT
No general funds will be used to purchase this equipment. The funding to cover the purchase cost of the Caterpillar tandem vibratory roller has been included in the FY2023 adopted budget under the operations of the Department of Public Works, Street Maintenance Division. The source of funding for this project is Proposition 111 Gas Tax.
Due to global supply chain constraints, the construction 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, the funding for this tandem vibratory roller was not spent in FY2023 and if approved, the FY2023 funds will be re-appropriated to FY2024 to complete the acquisition.
Attachments:
Cooperative Purchase Agreement
Caterpillar Contract#032119-CAT
Original RFP
Proof of Publication
Proposal Evaluation
Comment and Review