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APPROVE MOTION TO PURCHASE TWO STRIPING CARTS AND ONE TRAILER
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RECOMMENDATION
It is recommended that the City Council approve motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Authorize the City Manager to execute a Purchase Agreement for a total of $352,944.58 with Mark Rite Lines Equipment Company, Inc. of Billings, MT, to purchase two Mini Mac 400 striping carts and one Detail Pro 4000 trailer for the Public Works Department.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Public Works Department recommends the purchase of two Mini Mac 400 striping carts and one Detail Pro 4000 trailer to be utilized by the Streets Maintenance Section of the Public Works Department (Attachment A). The specifications for the striping equipment meet the City’s requirements for this type of equipment.
It is recommended that Council approve a motion authorizing the City Manager to execute a Purchase Agreement with Mark Rite Lines (MRL) Equipment Company, Inc. for a total of $352,944.58 for the single available source purchase of two striping carts and one trailer (Attachment B).
DISCUSSION
Background
The Street Maintenance Section of the Public Works Department maintains 781 lane miles of City streets. The striper truck currently in service is a 2005 model that is inefficient and has surpassed its useful life. Additionally, the striper truck has had multiple mechanical failures and is due for replacement. Upon delivery of the new striper carts, the current striper truck will be removed from service and sold at auction.
The City’s replacement criteria for miscellaneous equipment, based on industry standards for performance and efficiency, is 15 to 20 years based on the equipment type. Adherence to this standard replaces equipment before routine failures and breakdowns are experienced, reducing the demand for extensive mechanical repairs. The replacement standard increases the resources available for preventative maintenance and is critical to the availability and performance of all fleet equipment, which includes all public safety and emergency response vehicles. Fleet staff identified one piece of equipment that exceeds the useful life and has recurring mechanical or operational issues (Attachment A).
Present Situation
Staff solicited multiple bids from vendors, however due to the specialized nature of this equipment, staff recommends the replacement purchase of two Mini Mac 400 striping carts and one Detail Pro 4000 trailer utilizing a Single Available Source Agreement.
The Mini Mac 400’s are small mobile carts that provide versatile and easily maneuverable striping capabilities. Each cart, one right side and one left side application, has adjustable thermoplastic extrusion dyes and spray guns that enable quick stripe width changes. The Detail Pro 4000 trailer is configured with pre-melting kettles, a material deck, and space for hauling both Mini Mac 400 Thermoplastic Stripers. The carts can be operated independently, which allows for striping functions to continue if one cart is out on a different job or if one unit is in for service/repairs.
The recommended motion authorizes the City Manager to execute one Single Available Source Agreement with Mark Rite Lines Equipment Company, Inc. for a total of $352,944.58 for the following purchases:
• $89,003 to purchase one MRL Mini Mac 400 Thermoplastic Detail Striper, Left Hand (Attachment B)
• $88,540 to purchase one MRL Mini Mac 400 Thermoplastic Detail Striper, Right Hand (Attachment B)
• $133,324 to purchase one MRL 9-4000 MM400 Pre-Melter Gooseneck Supply Trailer (Attachment B)
The equipment being replaced will be removed from the fleet and sold at public auction.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bid process. These findings include:
1. The use of the Single Available Source is appropriate for this contract due to the specialized nature and build of the equipment.
2. The use of the Single Available Source procurement is appropriate for this purchase because it allows the City to be more competitive in acquiring equipment in current industry conditions as vendors struggle to honor quoted pricing through the duration of a traditional government low bid procurement process, particularly with the custom build of the units.
3. The use of the Single Available Source procurement will save the administrative expense of additional procurement attempts by City staff, given that there have already been multiple unsuccessful attempts to solicit bids and any additional attempts are not expected to garner a different outcome.
4. The City negotiated a purchase following pending approval of the Single Available Source justification, which supports an exception to the competitive bidding process in accordance with SMC section 3.68.070.
FINANCIAL SUMMARY
There is sufficient funding available in the Fleet Internal Service Fund (ISF), Equipment Acquisition, Account No. 4530-718-800004-500-000-00-45-000-000, to purchase two striping carts and one trailer, for a total of $352,944.58.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Vehicle Purchase and Replacement List
Attachment B - Quotes from MRL Equipment Company, Inc.