REPORT TO THE CITY COUNCIL
April 25, 2019
FROM: GREGORY A. BARFIELD, Director
Department of Transportation
BY: BRIAN BARR, Assistant Director
Department of Transportation
DUANE MYERS, Fleet Manager
Department of Transportation, Municipal Fleet Division
CLIFF TRAUGH, Senior Management Analyst
Department of Transportation, Municipal Fleet Division
SUBJECT
Title
Approve the award of a cooperative purchase contract to Pape Machinery Inc. of Fowler, California, for the purchase of seven Trail King equipment trailers in the amount of $251,286
Body
RECOMMENDATION
Staff recommends Council approve the award of a cooperative purchase contract to Pape Machinery Inc. of Fowler, California, for the purchase of seven Trail King equipment trailers in the amount of $251,286.
EXECUTIVE SUMMARY
The Department of Public Works (DPW) and Department of Public Utilities (DPU) is requesting approval to purchase seven Trail King equipment trailers in the amount of $251,286. The new trailers will be used to transport backhoes and heavy equipment to jobsites. Of the seven trailers, six will be for DPW and one will be for DPU. Four of the requested units will be replacements and three will be additions to the growing DPW, Street Maintenance Division. The trailers will be purchased through a competitively solicited cooperative procurement process administered by Source Well, formally the National Joint Powers Alliance (NJPA).
BACKGROUND
DPW, Street Maintenance Division provides service to the residents of Fresno through the construction and maintenance of roadways. This work is performed with medium-size backhoes transported to jobsites by truck and trailer. As replacement cycles have decommissioned older generations of backhoes, the trailers used for transport have not been replaced at the same rate. The three trailers due for replacement are 17 years old and experiencing increased repair costs due to stressed frames.
DPU, Wastewater Collection Division provides service to the residents of Fresno through the construction and maintenance of the wastewater collection system. This work is performed with a medium-size backhoe currently driven to jobsites. The Wastewater Collection Division currently has a trailer assigned to this task, but it is also well past the replacement schedule and would begin to see high repair costs if used to transport the backhoe.
The new Trail King equipment trailers will be 40,000 Gross Vehicle Weight Rated, which is 20 percent higher capacity than the current need. This margin will ensure the trailers remain safe and capable of hauling the current equipment, as well as future equipment that may be heavier. The Department of Transportation, Municipal Fleet Division conducted a thorough analysis of viable options to meet this need and found Trail King is of high quality and built in the correct size for the application.
Of the seven Trail King equipment trailers, four will be purchased as replacements for the under-sized trailers and three will be purchased as additions to the growing Street Maintenance Division. The Department of Transportation, Municipal Fleet Division recommends this purchase based on the age and condition of the equipment identified for replacement.
The trailers will be purchased through a competitively solicited cooperative procurement process administered by Source Well. The purchase price per unit is $35,898. This price includes the Source Well cooperative purchasing discount applied to City purchases, as well as sales tax at 7.975 percent. 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 Guidelines Section 15378, the award of this contract does not qualify as a “project.”
LOCAL PREFERENCE
Local preference is not applicable. The City is not issuing a request for quote for this cooperative purchase agreement.
FISCAL IMPACT
No general funds will be used to purchase these items. The funding to cover the purchase cost of the equipment trailers has been included in the FY19 adopted budget under the operations of DPW and DPU. Attached is a list of funding sources for the equipment included in this award.
Attachments:
Funding Sources
NJPA RFP 52015
NJPA Acceptance & Award 52015
NJPA Affidavit of Advertisement 52015
NJPA Proposal Opening Witness 52015
NJPA Proposal Evaluation 52015
NJPA Evaluation Committee Comment & Review 52015
Trail King Contract