REPORT TO THE CITY COUNCIL
September 21, 2017
FROM: BRUCE A. RUDD, Interim Director/Assistant City Manager
Department of Transportation
BY: JIM SCHAAD, Assistant Director
Department of Transportation
DUANE MYERS, Fleet Manager
Department of Transportation, Fleet Management Division
CLIFF TRAUGH, Sr. Management Analyst
Department of Transportation, Fleet Management Division
SUBJECT
Title
Actions related to purchasing two Freightliner XT Pro 56 Forestry units:
1. Approve purchase contract in the amount of $161,875.04 to Utility One Source for the purchase of one Freightliner XT Pro 56 Forestry unit for FY17
2. Approve purchase contract in the amount of $161,875.04 to Utility One Source for the purchase of one Freightliner XT Pro 56 Forestry unit in FY18
3. ***RESOLUTION - 23rd Amendment to the Annual Appropriation Resolution (AAR) No. 2017-165 appropriating $161,900 for one Freightliner XT Pro 56 Forestry unit (Requires 5 affirmative votes) (Subject to Mayor’s veto)
Body
RECOMMENDATION
Staff recommends Council approve a purchase contract in the amount of $161,875.04 for FY17, approve a purchase contract in the amount of $161,875.04 in FY18, and approve the 23rd Amendment to the Annual Appropriation Resolution (AAR) No. 2017-165 appropriating $161,875.04 within the Department of Transportation budget for one Freightliner XT Pro 56 Forestry unit.
EXECUTIVE SUMMARY
The Department of Public Works Landscape Division would like to purchase two new Freightliner XT Pro 56 Forestry units for its tree maintenance team. One truck was budgeted in FY17 and the other is budgeted in FY18. These trucks will modernize the fleet and allow the Department of Transportation to replace the current units that have been in service more than two years beyond their recommended replacement schedule. The Department of Transportation recommends the purchase based on mileage and age. The replacement units would be purchased through a competitively solicited cooperative procurement process administered by the National Joint Powers Alliance (NJPA).
BACKGROUND
The Department of Public Works Landscape Division operates a tree maintenance team citywide to maintain and shape Fresno’s urban forest. This team accomplishes its mission by pruning trees to remove hazards, lighten the weight of trees to prevent failure, and clearing branches to ensure visibility of posted signs. The tree maintenance team also responds to emergency calls to clear fallen limbs, address trees ready to fall, and mend trees damaged in vehicle accidents.
Trees throughout the city are pruned regularly in order to provide vehicle clearance to a height of 14 feet 6 inches. This allows for proper visibility into intersections and prevents damage to tall vehicles. The tree maintenance team also prunes branches back 6 feet from City buildings to improve image and protect roof lines from damage. These tasks require a safe and sturdy boom to work off of, as well as adequate space to store the removed green waste.
The new Freightliner XT Pro 56 Forestry units are designed to operate at 56 feet. This is ten feet higher than the units being replaced, which allows the maintenance team to prune areas that were previously unreachable. Each truck is built on a Freightliner M2 107 chassis, which utilizes the latest engine technology to be fuel efficient and produce lower emissions than the trucks being replaced.
The two requested Freightliner XT Pro 56 Forestry units are replacements for the current equipment that has been in service past its useful life. The first unit is 12 years old and has 148,862 miles, and the second unit is 16 years old and has 221,110 miles. The requested new replacement units will modernize the fleet and create a safer work environment by providing a stable platform built on a truck large enough to do the job effectively and efficiently.
The equipment will be purchased utilizing competitively solicited cooperative procurement process administered by the NJPA. The purchase price per unit is $161,875.04. This price includes the NJPA discount applied to city purchases, as well as delivery and sales tax at 7.975 percent. The Purchasing Division has approved this contract and recommends Council to approve.
ENVIRONMENTAL FINDING
By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a “project.”
LOCAL PREFERENCE
Local preference is not applicable because the City is not issuing an RFQ for this purchase through another governmental entity.
FISCAL IMPACT
These contracts will not impact the General Fund. Funding for the first Freightliner XT Pro 56 Forestry unit was approved in the Department of Transportation FY17 budget. The funds were not spent in FY17; if approved, the FY17 funds will be re-appropriated to FY18 to complete this project. The funding for the second Freightliner XT Pro 56 Forestry unit was approved in the Department of Transportation FY18 annual budget.
Attachment:
Resolution Amending the AAR