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APPROVE MOTION TO PURCHASE MISCELLANEOUS EQUIPMENT
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve the specifications for the Request for Bids for Miscellaneous Equipment, Project No. OM-23-111.
2. Award a Purchase Agreement for one forklift from Holt of California of West Sacramento, CA, in the amount of $79,607.83.
3. Award a Purchase Agreement for one brush chipper from Cal-Line Equipment, Inc. of Livermore, CA, in the amount of $83,383.26.
4. Award a Purchase Agreement for two bucket trucks from Altec Industries, Inc. of Dixon, CA, in the amount of $471,206.82.
5. Award a Purchase Agreement for one trailer-mounted excavator and one power rodder from Owen Equipment Sales of Fairfield, CA, in the amount of $693,383.94.
6. Award a Purchase Agreement for two sewer camera vans from Jack Dohney Company of Northville, MI, in the amount of $855,040.03.
7. Award a Purchase Agreement for one valve-turning truck from E.H. Wachs - A Division of ITW of Lincolnshire, IL, in the amount of $164,582.83.
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 replacement budget for the Fleet Internal Service Fund (ISF) and various Municipal Utilities Department (MUD) Capital Outlay Vehicle Acquisition accounts include funding to replace eight pieces of equipment and add three new pieces of equipment utilized by staff from Public Works and MUD (Attachment A).
On April 26, 2023, the Miscellaneous Equipment, Project No. OM-23-111, was advertised for bids. On May 18, 2023, the City received 11 bids for this project.
It is recommended that Council approve a motion awarding Purchase Agreements with Holt of California in the amount of $79,607.83 (Attachment B), Cal-Line Equipment, Inc. in the amount of $83,383.26 (Attachment C), Altec Industries, Inc. in the amount of $471,206.82 (Attachment D), Owen Equipment Sales in the amount of $693,383.94 (Attachment E), Jack Dohney Company in the amount of $855,040.03 (Attachment F), and E.H. Wachs - A Division of ITW in the amount of $164,582.83 (Attachment G). The recommended motion is for a total of $2,347,204.71.
DISCUSSION
Background
Utilities Department accounts include funding to replace and purchase various pieces of equipment utilized by Public Works and MUD staff.
The City’s replacement criteria for miscellaneous equipment, based on industry standards for performance and efficiency, is 15-20 years or 100,000 miles/3,000 hours. 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 in-service equipment that has exceeded the age or mileage criteria and has recurring mechanical or operational problems (Attachment A). Replacement of these units is recommended.
Fleet staff prepared vehicle specifications and utilized the competitive bid process to obtain bids for the supply of the assets. The specifications were generic and designed so that any major supplier could bid. On April 26, 2023, the Miscellaneous Equipment, Project No. OM-23-111, was advertised for bids.
Present Situation
On May 18, 2023, 11 bids were received for various specifications from the following companies:
• Altec Industries, Inc. of Dixon, CA
• Cal-Line Equipment, Inc. of Livermore, CA
• Doosan Industrial Vehicle America Corp. (Doosan Industrial) of Buford, GA
• E.H. Wachs - A Division of ITW of Lincolnshire, IL
• Haacker Equipment Company of Tulare, CA
• Holt of California of West Sacramento, CA
• Jack Dohney Company of Northville, MI
• Municipal Maintenance Equipment, Inc. of Sacramento, CA
• Owen Equipment Sales of Fairfield, CA
• Technology International, Inc. of Lake Mary, FL
• Terex Utilities of Watertown, SD
Bids were evaluated by Fleet staff with the following results: Bids received from Doosan Industrial and Technology International, Inc. were deemed nonresponsive due to a lack of supporting documentation. Results were posted under Project No. OM-23-111 on June 5, 2023. After posting the received solicitations, Haacker Equipment Company, the winner of Specification “G”, Trailer Mounted Excavator, withdrew their bid. The City has determined that it is not in its best interest to make an award for Specification “H”, Hydro Vac Sewer Cleaning Truck (2 units). No award will be made for Specification “H” pursuant to Section 1.24 of the Request for Bids policy.
FINANCIAL SUMMARY
There are sufficient funds available in the Fleet ISF Equipment Acquisition Fund, Account No. 4530-718-800004-500-000, to award a purchase agreement to:
• Holt of California of West Sacramento, CA, in the amount of $79,607.83, for the purchase of one forklift.
• Cal-Line Equipment, Inc. of Livermore, CA, in the amount of $83,383.26, for the purchase of one brush chipper.
• Altec Industries, Inc. of Dixon, CA, in the amount of $471,206.82, for the purchase of two bucket trucks.
There are also sufficient funds available in the MUD Capital Outlay Vehicle Acquisition accounts:
• 6520-000-800004-610-000-00-65-000-000, to award a Purchase Agreement to Owen Equipment Sales of Fairfield, CA, in the amount of $542,415.21 for the purchase of one power rodder.
• 6512-513-800004-610-000-00-65-000-000, to award a Purchase Agreement to Owen Equipment Sales of Fairfield, CA, in the amount of $150,968.73 for the purchase of one trailer-mounted excavator.
• 6520-000-800004-610-000-00-65-000-000, to award a Purchase Agreement to Jack Dohney Company of Northville, MI, in the amount of $855,040.03, for the purchase of two sewer camera vans.
• 6514-000-800003-600-000-00-65-000-000, to award a Purchase Agreement to E.H. Wachs - A Division of ITW of Lincolnshire, IL, in the amount of $164,582.83, for the purchase of one valve-turning truck.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Equipment Replacement List
Attachment B - Quote - Holt of California
Attachment C - Quote - Cal-Line Equipment
Attachment D - Quotes - Altec Industries, Inc.
Attachment E - Quotes - Owen Equipment Sales
Attachment F - Quote - Jack Dohney Company
Attachment G - Quote - E.H. Wachs - A Division of ITW