SAN RAFAEL CITY COUNCIL AGENDA REPORT

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1 Agenda Item No: 3.h Meeting Date: September 2, 2014 Department: Public Works SAN RAFAEL CITY COUNCIL AGENDA REPORT Prepared by: ~~ ~ ~-~~--~<--City Manager Approva~ ~ Director of Public Works SUBJECT: File No RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO APPROVE THE PURCHASE OF AN INTERNATIONAL DURASTAR TRUCK VIA STATE OF CALIFORNIA CONTRACT AND TO WAIVE COMPETITIVE BIDDING TO PURCHASE AN ASPHALT HOT BOX FROM NIXON-EGLI EQUIPMENT CO., IN A COMBINED AMOUNT NOT TO EXCEED $200, RECOMMENDATION: Adopt Resolution BACKGROUND: The Department of Public Works utilizes a single 14-year old "patch truck" with a 28-year old paving box mounted on it for a wide variety of emergency and nonemergency roadway maintenance activities. Paving boxes are heated insulated boxes for asphalt that maintain the temperature of the material throughout the work day. They also allow for hot asphaltic material to be purchased during the daytime and used later at night for repairs at high volume traffic locations that are not practical to repair during daytime hours. It is used by Street Division maintenance personnel to fill pot holes, for deep lift roadway repairs, to backfill trenches, make temporary sidewalk repairs, etc. Performing these tasks in-house enables us to respond to immediate needs in a timely manner and reduces our dependence upon contractors for emergency, often costly, repairs. Vehicle #95-00 is an International truck, in continuous service since The frequency, complexity and cost of repairs have increased dramatically over the past 14 years due to heavy usage and high mileage. The condition of the 28 year old hot box has deteriorated even more significantly, again due to heavy usage and age. Essentially, the box now has limited ability to keep asphalt hot for extended periods. FOR CITY CLERK ONLY File No.: Council Meeting: Disposition:

2 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 ANALYSIS: The Council approved the replacement of up to 40 vehicles, including #95-00, on March 4,2013 via resolution number We have taken delivery of25 of those; another 10 are ordered and awaiting delivery. All but four of those vehicles were purchased via State of California contract or via "piggybacking" on to large orders placed by other counties. This approach is described in Chapter of the San Rafael Municipal Code, which states: "Purchases of supplies, material, equipment or services and sales of surplus property made under a cooperative purchasing program, utilizing purchasing agreements maintained by the state, county or other public agencies are exempt from the requirements of this chapter. To the extent possible, cooperative purchases joined will be competitively awarded, and documentation as to the advantage of the cooperative purchase will be retained." With Council's approval, the City will utilize State of California vehicle purchasing contract # to purchase an International Durastar truck to replace # However, the hot box described above is not available via state contract. Staff has determined that the hot box that is compatible with the International Durastar, and that best meets our current and future needs, is a unitized patcher, model AC-4, manufactured by PB Loader Corp. of Fresno. Nixon-Egli Equipment Co. of Tracy is the only Northern California dealer which carries PB Loader equipment. We therefore request Council's permission to waive competitive bidding to purchase the PB Loader patch box as described in Section D of Chapter of the San Rafael Municipal Code: "If limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appears, then purchases may be made without recourse to the competitive bidding provisions of this chapter. Approval of waiver of competitive bidding shall be given by the same level of authority as set forth in the section for award authority." FISCAL IMP ACT: Prices for the truck and hot box described above are: $ 87,623.94: 2015 International Durastar Truck $113,038.79: PB Loader Patch Truck, model BC-4E $200,662.73: Total There are sufficient funds in the Vehicle Replacement Fund for these purchases. OPTIONS: 1. The City Council may choose to approve the proposed resolution. 2. The City Council may choose to reject the proposed resolution. 3. The City Council may direct staff to seek other vendors. ACTION REQUIRED: Staff recommends that the City Council adopt the resolution. Enclosures (2) 1. Resolution 2. Riverview International quote 3. Nixon-Egli Equipment Co. quote

3 RESOLUTION NO RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO APPROVE THE PURCHASE OF AN INTERNATIONAL DURASTAR TRUCK VIA STATE OF CALIFORNIA CONTRACT AND TO WAIVE COMPETITIVE BIDDING TO PURCHASE AN ASPHALT HOT BOX FROM NIXON-EGLI EQUIPMENT CO., IN A COMBINED AMOUNT NOT TO EXCEED $200, WHEREAS, on March 4,2013 the City Council approved Resolution number 13506, authorizing the Director of Public Works to purchase up to 40 replacement vehicles for various City departments; and WHEREAS, DPW's "patch truck", #95-00, used by Streets Division maintenance personnel for emergency and non-emergency roadway and sidewalk repairs, was among the vehicles scheduled for replacement; and WHEREAS, #95-00 is an International truck in continuous service since 2000, with a permanently mounted "hot box" the purpose of which is to maintain asphalt at a proper working temperature throughout the day; and WHEREAS, the truck (14 years old) and hot box (28 years old) have deteriorated significantly over time due to heavy usage and require frequent repairs; and WHEREAS, a 2015 International Durastar truck is available via State of California vehicle purchasing contract # , a cooperative purchasing program in keeping with the guidelines described in chapter of the San Rafael Municipal Code; and WHEREAS, an BC-4E hot box, manufactured by PB Loader, is compatible with the International Durastar truck and best meets our roadway and sidewalk repair needs; and WHEREAS, Nixon-Egli Equipment of Tracy is the sole dealer ofpb Loader equipment in Northern California; and WHEREAS, Chapter (D) of the San Rafael Municipal Code allows for the waiver of competitive bidding when "limitations on the source of supply" exist; and WHEREAS, there are sufficient funds in the Vehicle Replacement Fund for the transactions described above; and

4 NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Rafael does hereby authorize the Director of Public Works to purchase an International Durastar truck via State of California vehicle purchasing contract # and to purchase a PB Loader hot box from Nixon-Egli Equipment Co. via the waiver of competitive bidding allowed under Chapter (D) of the San Rafael Municipal Code, in a combined amount not to exceed $200, I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting ofthe Council of said City on the 2nd day of September, 2014, by the following vote, to wit: AYES: NOES: ABSENT: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk File No.:

5 Dale Riverview International Trucks, LLC 07/01/ Evergreen Ave. Buyer West Sacramento City of San Rafael, Department of Public Works California AdQress Morphew st. City, Siale Slack Number Mileage San Rafael, CA Driver's LIcense Number Slate Richard Landis ATTN: Ship To Address License Plate Number Sticker-Month & Year same Zip SS#/TiN County Tax Rate Marin I 9.250% Year New/Used Make Model Serial #/Description 2015 New INTL DuraStar Line 34 - State of CA vehicle contract # F Inlcuded Options: Upgrade to crew cab, 2 bucket front seats, bench rear seat, Goodyear tires, heated mirrors, upgrade to Allison automatic transmission, fender mirror, body builder interface for stop/tail/tum lights, body builder in cab switches, PTO switch, air horn, air dryer, vertical exhaust stack with curved tip, tilt! telescoping steering column, dual 12 volt recepticles in dash Axles 2 I Sales Price I $70, I $9, I Registration ~ ha"dt:d""'re-so":s: lsaes Price 1.,..--,-." Sales Tax Legal Owner ha"dt:d""'re,-so":s: lexcise Tax Make CA Tire Fee $1.75IT1RE Sale Price 2 3 EXEMPT 4 5 Purchase $80, $7, $0.00 $10.50 $87, ~~~~r i l~i~nc~lu~d~in~g~t~ax~e~s~ :-~ ~~~ ~Y~r.~/M~d~I _ ldownpayment 6a $0.00 Cash Chassis# Trade In 6b $0.00 ~~~~r i l~n~e7t~a~1i0~w~a~n~c~e ~~ ~~ Body T Total Down 7 $0.00 ~~~~ A~m::-:o~u=nT.ts:--~---AA~m::-:o~u=nT.ts:---lPayment Allowance $0.00 ~~~$~0~.0~0+F~0~rw~ar~d~B~a7Ia-n-c-e ~ r------:-~~~~ 8 $87, j.:.a.::.m:..::t::.:.o:..:w::.:e:.:d+- L-_...;$:;.;O;;.;.O;.;O+- --L $;:.;O;.;..O;;.;O~Optional Service Contract r.~t~:'ici~:,th~ra~i~:i-r~:-'aa"lio:-:w:-:a::::n::-:c:-:e: l l License & Doc. Source of Payment TBD - quote only $0.00 $0.00 Unpaid Balance TOTAL 1 TRUCK 9 $ $0.00 EXEMPT 11 $87, $87, Accepted By:(Management) 1-:0:C-r-cd:-e-r :;:T-a:-ke-n--:::B-y: ,purchaser: Jason Farrell Note: This order is subject to the acceptance of the dealer to which it Is addressed, and is subject to Written acceptance by its Sales Manager. Purchaser's deposit will be returned if not accepted. Ifvehlcle(s) Is used the vehlcle(s) Is sold "as Is" with no warranty expressed or Implied. If Vehicle{s) Is used the vehicle(s) is sold "as is" with no warranty. Purchaser acknowledges receipt of exact copy of this order.

6 D SO. CALIFORNIA: 2044 South Vineyard Avenue, Ontario, CA (909) FAX (909) D NO. CALIFORNIA: 800 East Grant Line Road, Tracy, CA (209) FAX (209) City of San Rafael 111 Morphew St. San Rafael, CA July 11,2014 Attention: Subject: Richard Landis PB Patch Truck Dear Richard: We are pleased to provide you a budgetary quotation on a P-B Model BC-4E Patch Truck (4 cubic yardapproximate 8-ton capacity) installed on a Customer supplied 2015' International, crew-cab conventional chassis and equipped with the following: Electric Heat system in lieu of standard propane heater Kevlar Chain Conveyor Model CS-65 Emulsion spray system Apron Hand torch Prime paint LPG tank, 25 gal with brackets Overnight heat emulsion tank-110 Volt Cab controls Tool box 36" Tool basket Thermometer Electric Overnight heat Volt - asphalt box Compactor lift platform-hydraulic Air Blow Gun x 25' Hose Solvent Pump & wand 15 Gallon solvent tank Two each - Cone holder - Frame mount Water Igloo (5 Gal.) with Bracket LED Arrow Board with Controls and Bracket -10 light Hose Reels 3/8" x 25' for Solvent/Air/Torch Hose Reel ~" x 25' for Emulsion Dual asphalt lute holder Compactor lift platform - hydraulic 5-Gallon Igloo cooler w/bracket Hitch plate with 20-ton pintle ECCO Back-up camera system

7 Included options and features - continued:.. 8 each - Whelen LED 500 Flashers - 4 at corners facing side, 2 face rear, 2 in front grill It 1 each - Whelen LED Super 360 Strobe.. Dual shovel holders.. 12" Cross-Frame catwalk " 18" Underbody spoils bin " Lute dip tank.. Installation and paint - Black Unit installed on Customer supplied new 2015' International Crew-Cab chassis. PB unit mounted on International Crew-Cab chassis Sales Tax at 9.25% Customer Price, FOB San Rafael, CA $ 103, , $ 113, Note: The above price includes applicable sales tax at 9.25%. This quote is valid for 60 days. Thank you for the opportunity to quote on your equipment needs. If you have any further questions, please feel free to contact me. Sincerely, NIXON-EGLI EQUIPMENT CO. Michael Knight Area Manager