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AGENDA REPORT
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| | | | | | | | DATE:
| October 20, 2020
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager 
| | SUBJECT: | Resolution 2020-197 of the City Council of the City of Fairfield Suspending Competitive Bidding and Authorizing the Purchase of a Replacement Street Sweeper Truck |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | Public Works Department Unit #9161 is a Tymco street sweeper truck that has exceeded its useful life and is due for replacement. The replacement cost of this truck is included in the fiscal year 2020/21 budget. Adopting this resolution authorizes the purchase of one replacement Tymco Street Sweeper truck from GCS Environmental Equipment. |
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| | | | | | | | | DISCUSSION | Public Works Department Unit #9161 is a 2009 Tymco 600 street sweeper truck that has exceeded its useful life. The repair to original purchase price ratio is over 78%. This vehicle is due for replacement and has been budgeted for in the Public Works Department’s Vehicle Replacement Fund and Public Works Department’s Operations Fund.
The street sweeper truck was originally purchased during the time when City staff were performing street sweeping functions. This vehicle was one of four street sweeper trucks in the fleet. In 2011, the City started contracting out street sweeping. This truck was kept in the fleet for emergencies while the others were auctioned off. This street sweeper is used in the maintenance of the 750 lane miles of streets including all manner of asphalt repair, emergency response after vehicle accidents, and for spill clean-up within the public streets.
While the normal life expectancy for a street sweeper truck is approximately seven years, this truck has provided two years of full-time service and nine years of part-time service. City staff believe it is beneficial for the City to have a truck available on-demand for cleaning up after street repairs, localized flooding during rain events, and removing debris from the roadway after City sponsored events. These tasks are not normally covered under street sweeping contracts.
The City has the opportunity to purchase a new Tymco street sweeper truck that will meet the needs of the Department at a competitive price, utilizing the Sourcewell (formerly NJPA) national pricing structure. Sourcewell has awarded a contract (number 122017-TYM) to Tymco for street sweeper trucks through a competitive process. GCS Environmental Equipment is the local dealer for Tymco street sweeper trucks and has agreed to sell the City a Tymco street sweeper truck at the Sourcewell price. Utilizing Sourcewell pricing will save the City over $28,400 compared to local pricing.
Staff is requesting that the City Council adopt the attached resolution to suspend competitive bidding and authorize the purchase of a replacement Tymco street sweeper truck from GCS Environmental Equipment for $347,158. The lead time to build street sweeper trucks can be in the 180 – 240 day time frame, which may result in this vehicle not being delivered until Fiscal Year 2022.
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| | | | | | | | | FINANCIAL IMPACT | | The total cost for the replacement of Unit #9161 is $347,158 and is budgeted within the Public Works Department Vehicle Replacement Fund ($292,417, Fund 512, Division and Responsibility Code 61001) and the Public Works Department Operations Division ($54,741, Fund 011, Division and Responsibility Code 65005). |
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| | | | | | | | | CITY COUNCIL WORKPLAN | Community Safety
| Community Infrastructure | Quality of Life | | Financial and Operational Sustainability | Economic Development | Travis Air Force Base |
| City Council Goal this item supports:
Community Infrastructure |
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| | | | | | | | | Project: | Routine item not recommended for inclusion in the Workplan
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | N/A
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| | | | | | | | | ALTERNATIVE ACTION | | The City Council could reject this acquisition; however, this is not recommended due to the cost effectiveness of our overall fleet program and the increased cost of using an antiquated vehicle. |
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| | | | | | | | | STAFF CONTACT | David Renschler, Fleet Division Manager
(707) 428-7414
drenschler@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | Finance Department
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Rejected | 10/1/2020 - 8:23 PM | | Answerer | Approved | 10/5/2020 - 12:15 PM | | Kaushal, Paul | Rejected | 10/5/2020 - 1:16 PM | | Answerer | Approved | 10/5/2020 - 3:00 PM | | Kaushal, Paul | Approved | 10/5/2020 - 4:42 PM | | Alexander, Amber | Approved | 10/7/2020 - 1:09 PM | | Alexander, Amber | Approved | 10/9/2020 - 12:09 PM |
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