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ADOPT RESOLUTION TO PURCHASE VEHICLE LIFTS UTILIZED BY THE PUBLIC WORKS DEPARTMENT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Appropriate funds in the amount of $286,689.32 from the Fleet Internal Service Fund Balance to the Fiscal Year 2024-25 Fleet Internal Service Fund, Equipment Acquisition Account.
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
3. Approve the use of a Cooperative Purchasing Agreement through the National Association of State Procurement Officials ValuePoint Cooperative Purchasing Program, Master Agreement CW7254, to provide the City access to guaranteed pricing for vehicle lifts and garage-associated equipment from Vehicle Service Group, LLC.
4. Authorize the City Manager to execute a contract in the amount of $286,689.32 with Vehicle Service Group, LLC through affiliated vendor Pacific Lift and Equipment Company, Inc. of West Sacramento, CA, to purchase two portable 6-column lifts, two 2-post symmetric lifts, and two remote controls and dock kits.
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 resolution.
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Summary
The Public Works Department recommends the purchase of rotary vehicle lifts, utilized by the Fleet Section, through the National Association of State Procurement Officials (NASPO) ValuePoint. The proposed vehicle lifts are replacing current units that have surpassed their stated lifecycles and have multiple mechanical deficiencies.
NASPO ValuePoint is a non-profit association dedicated to advancing public procurement to simplify the procurement process for public agencies and take advantage of volume purchasing by issuing Cooperative Purchasing Agreements (COOPs). Use of a COOP streamlines administrative costs and procedures while maintaining the integrity of the competitive bidding process. The specifications for the two portable 6-column lifts, two 2-post symmetric lifts, and two remote controls and dock kits available through NASPO ValuePoint meet the City’s requirements for this type of equipment.
It is recommended that Council adopt a resolution authorizing the City Manager to execute a COOP through NASPO ValuePoint in the amount of $286,689.32 for the purchase of two portable 6-column lifts, two 2-post symmetric lifts, and two remote controls and dock kits (Attachment A).
DISCUSSION
Background
The Public Works Department utilizes several vehicle lifts in order to complete their daily tasks such as preventative maintenance intervals, vehicle repairs, part replacements, and various safety tests and inspections that are necessary to maintain all City owned vehicles and equipment.
The City’s replacement criteria for equipment, based on industry standards for performance and efficiency, is 15 years. Adherence to this standard replaces equipment before routine failures 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 servicing all public safety and emergency response vehicles. Fleet staff identified four sets of vehicle lifts that exceed the age criteria or have recurring mechanical or operational issues. Replacement of these units is recommended
A recognized ‘best practice’ for local governments is to utilize a COOP that leverages the combined purchasing power of many entities and provides significant benefits for the participating organizations. COOPs are established through a formal competitive bidding process that meets the City’s requirements and fulfills the City’s procedural requirements for full and open marketplace competition. The combined leverage of numerous participating entities that are represented by the COOP group gives the City the ability to receive preferential pricing, terms, and conditions that the marketplace would typically offer only to a much larger organization.
Present Situation
Staff recommends the replacement purchases of two portable 6-column lifts, two 2-post symmetric lifts, and two remote controls and dock kits utilizing a COOP with NASPO ValuePoint. The proposed vehicle lifts will replace existing vehicle lifts to better serve the operational needs of Public Works.
NASPO ValuePoint is a non-profit association that serves as a contracting agency to streamline the procurement process for public agencies and takes advantage of volume purchasing. All NASPO ValuePoint’s Master Agreements are comprised of multiple State procurement representatives and subject matter experts, leveraging the expertise and buying power of the many states and other participating entities. The use of these contracts is optional and is available to California State and local government agencies.
The recommended resolution authorizes the City Manager to execute a COOP through NASPO ValuePoint in the amount of $286,689.32 with Vehicle Service Group, LLC through affiliated vendor Pacific Lift and Equipment Company, Inc. of West Sacramento, CA, for the purchase of two portable 6-column lifts, two 2-post symmetric lifts, and two remote controls and dock kits (Attachment A).
The equipment being replaced will be removed from the fleet and sold at public auction.
Findings
Pursuant to Stockton Municipal Code section 3.68.070, Council may approve findings which support an exception to the competitive bid process. These findings include:
1. NASPO ValuePoint established a COOP with Vehicle Service Group, LLC, which include the purchase of two portable 6-column lifts, two 2-post symmetric lifts, and two remote controls and dock kits.
2. The Vehicle Service Group, LLC COOP was established pursuant to formal competitive bidding processes conducted by NASPO ValuePoint on behalf of its governmental members, of which the City is one.
3. Taking advantage of the leveraged procurement agreement negotiated by NASPO ValuePoint will save the administrative expense of City staff conducting a separate procurement.
4. The specifications for the replacement equipment available through the NASPO ValuePoint contract meets the City’s requirements for their equipment type.
FINANCIAL SUMMARY
With the appropriation of funds in the amount of $286,689.32 from the Fleet Internal Service Fund (ISF) to the FY2024/25 Fleet ISF, Equipment Acquisition, Account No. 4530-718-800004-500-000-00-45-000-000, there will be sufficient funding for the purchase of two portable 6-column lifts, two 2-post symmetric lifts, and two remote controls and dock kits in the amount of $286,689.32.
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 - Quote from Pacific Lift and Equipment Company, Inc.