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Home My WebLink About06 AUTHORIZATION TO PURCHASE VEHICLESAgenda Item 6 AGENDA REPORT Reviewed: City Manager Finance Director N/A MEETING DATE: SEPTEMBER 19, 2017 TO: JEFFREY C. PARKER, CITY MANAGER FROM: DOUGLAS S. STACK, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER SUBJECT: AUTHORIZATION TO PURCHASE SIX TRUCKS AND DECLARATION OF SURPLUS EQUIPMENT FOR PUBLIC AUCTION SUMMARY Staff is requesting City Council authorization to purchase four utility trucks, three pickup trucks, one service van, one 185' boom lift, one street sweeper and one rotary lawn mower for use by Economic Development, Parks & Recreation and Public Works. In addition, the City Council is requested to declare certain City equipment no longer required for public use in accordance with Section 1630a (2) of the Tustin City Code (TCC) and authorize their sale at public auction. RECOMMENDATION It is recommended that the City Council: 1. Adopt Resolution No. 17-43 authorizing the State of California Department of General Services to purchase four (4) % ton utility trucks, three (3) mid-size pickups and a cargo van, from Winner Chevrolet Elk Grove, Ca. in the amount of $269,173.56 and one (1) rotary mower, from Turf Star, Inc. San Francisco, Ca. in the amount of $68,270.64; 2. Award the bid for the purchase of one street sweeper to Haaker Equipment Company in the amount of $339,381.25; and 3. Award the bid for the purchase of one 185' boom lift to Olympic Equipment Rentals in the amount of $380,613.64; and 4. Declare, in accordance with the Tustin City Code — Section 1630a (2), the attached itemized list of equipment as surplus and not required for public use and authorize the sale of the equipment at the next available public auction, crediting net proceeds to applicable City revenue fund. FISCAL IMPACT Funds have been budgeted and appropriated in the Fiscal Year 2017-2018 Operating Budget for the Vehicle Replacement Fund (Account #184-80-00-9710). CORRELATION TO THE STRATEGIC PLAN The recommended actions contribute to the fulfillment of the City's Strategic Plan Goal B, Public Safety and Protection of Assets, ensuring that Tustin is an attractive, safe and well maintained community in which people feel pride. Authorization to Purchase Vehicles and Declare Surplus Equipment for Auction September 19, 2017 Page 2 DISCUSSION Nine vehicles within the Public Works and the Parks and Recreation Departments have reached the end of the useful life and require replacement. The purchase consists of three (3) % ton utility trucks, three (3) mid-size pickups, one (1) rotary mower and one (1) street sweeper for Field Services; and one (1) cargo van for Parks and Recreation. Factors considered in the replacement of vehicles include excessive mileage, age, maintenance cost, unit hours, maintenance history, safety and normal life expectancy. Each new vehicle will be equipped for tool storage, traffic safety vehicle awareness (i.e. traffic control light bar and delineation) and/or the capability to carry an array of materials and equipment necessary for the Public Works and Parks and Recreation activities. Additional equipment/vehicles are included in this purchase for one (1) 3/ ton utility truck for Water Services and one (1) 185' boom lift for Tustin Hanger restoration and maintenance efforts coordinated through Economic Development and Public Works. Vehicles and equipment can be purchased through the State Contract in accordance with the City's purchasing policy due to the volume discounts received by the State Department of General Services. The prices listed below include all taxes, applicable fees, rebates, delivery, state tire fees, and optional equipment and the following identifies the breakdown: ZY Dept I Drviston (�antity Model Vehiclegpi = Accessories Total m, . dost € PW / Field Services 3 % Ton Utility Trucks $83,828.85 $29,685.93 $113,514.78 PW / Field Services 3 Mid-size Trucks $81,155.85 $8,953.20 $90,109.05 PW / Field Services 1 Rotary Mower $68,270.64 $0.00 $68,270.64 PW / Field Services 1 Street Sweeper $339,381.25 $0.00 $339,381.25 Parks and Recreation 1 . Cargo Van $27,261.47 $450.00 $27,711.47 PW / Water Services New 1 % Ton Utility Trucks $27,942.95 $9,895.31 $37,838.26 CM /Economic Development New 1 185' Boom Lift $380,613.64 $0.00 $380,613.64 TOTAL $1,057,439.09 A Request for Proposals (RFP) for a 185' boom lift and street sweeper was advertised and sent to specialty vendors and posted on the City's web page in July 2017. There are specific vendor limitations for both pieces of equipment, on which companies are able to submit proposals, due to the amount of specialty equipment on these types of apparatus. On August 15, 2017 four (4) responsive proposals were received for the boom lift and three (3) were received for the street sweeper. Authorization to Purchase Vehicles and Declare Surplus Equipment for Auction September 19, 2017 Page 3 The pricing proposals were as follows: 185' Boom Lift Vendors Vendor • Olympic Equipment Rentals • H & E Equipment • Blue Line Rentals • All Around Access Street Sweeper Vendors Vendor • Haaker Equipment Company • Owen Equipment Sales • Legacy Equipment Company Price $380,613.64 $391,671.25 $393,954.05 $419,142.60 Price $339,381.25 $345,554.25 $347,755.58 In addition to the purchases requested above, staff is also requesting the declaration of certain vehicles as surplus. Section 1630a (2) of the Tustin City Code requires the City Council to find that these surplus items are not required for public use. The attached report of surplus equipment to be sold at public auction specifies the estimated value at $21,900. S. Stack, P. E. Df/Public Works/City Engineer 1. Resolution No. 17-43 2. Surplus City Equipment List ATTACHMENT 1 Resolution No. 17-43 RESOLUTION NO. 17-43 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA AUTHORIZING THE DEPARTMENT OF GENERAL SERVICES OF THE STATE OF CALIFORNIA TO PURCHASE CERTAIN ITEMS WHEREAS, the City has need to purchase various material, supplies and equipment in order to conduct the operations of the City; and WHEREAS, Section 1625, Item C of the Tustin Municipal Code authorizes the State of California to purchase materials, supplies, and equipment if it can be acquired more cheaply or efficiently by the State Department of General Services; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Tustin, California, does hereby authorize the Procurement Division, Department of General Services of the State of California, to purchase four utility trucks, three pickup trucks, one cargo van and one rotary mower for and on behalf of the City of Tustin pursuant to Section 10324 of the California Public Contract Code, and that Mr. Jeffrey C. Parker, City Manager, is hereby directed to sign and deliver all necessary requests and other documents in connection therewith and for and on behalf of the City of Tustin. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 19th day of September, 2017. Dr. Allan Bernstein, Mayor ATTEST: Erica N, Rabe, City Clerk STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF TUSTIN ) I, Erica N. Rabe, City Clerk and ex -officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council is five; that the above and foregoing Resolution No. 17-43 was duly and regularly passed and adopted at a regular meeting of the City Council held on the 19th day of September, 2017 by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES; COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT Erica N, Rabe, City Clerk ATTACHMENT 2 Surplus City Equipment List REPORT OF SURPLUS CITY EQUIPMENT TO BE SOLD AT PUBLIC AUCTION UNIT MODEL DESCRIPTION SERIAL NUMBER/VIN ESTIMATED NUMBER YEAR VALUE 3015 1997 Dodge Ram Van 2B6HB21Z7VK600224 $ 2,000.00 4211 2004 Dodge Dakota 1 D7GL42K045676718 $ 2,000.00 5618 2002 Dodge Dakota 1 B7GL12X52S657180 $ 2,000.00 5622 2002 Dodge Truck 3B6KC26Z52M308240 $ 2,000.00 5628 2002 Dodge Truck 3B6KC26Z92M308239 $ 2,000.00 5640 2002 Dodge Dakota 1 B7GL12X572S657180 $ 2,000.00 5645 2002 Dodge Truck 3B7KC26Z72M288312 $ 2,000.00 5651 2006 Grasshopper 721 D 5620460 $ 2,000.00 5682 2007 Billy Goat DL2500S 1 C9UK041272685299 $ 500.00 5687 2009 Land Pride Seeder 614832 $ 1,000.00 5747 1995 Ransomes Lawnmower 9340041842 $ 200.00 5785 2007 Groundhog Trencher 10078 $ 1,000.00 5809 2001 Pesticide Trailer PSE50HM330E $ 2,000.00 N/A N/A Miscellaneous Parts and Equipment on Pallets NIA $ 1,200.00 ESTIMATED VALUE $ 21,900.00