PREPARED BY: CHIARA HANNA DATE OF MEETING: 07/01/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE PURCHASE OF A NEW 2024 FORD SUPER DUTY F-600 TRUCK WITH AN ASPHALT PATCHING MACHINE, USING A COMPETITIVELY BID COOPERATIVE PURCHASING AGREEMENT PURSUANT TO SAN PABLO MUNICIPAL CODE SECTION 3.16.110(E)
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
WORKPLAN Compliance statements
Build a Healthy Community is an adopted policy item under the City of San Pablo City Council Priority Work Plan FY2023-25, effective May 1, 2023.
BACKGROUND
The Public Works Department Maintenance Division is responsible for repair and maintenance of City owned asphalt surface streets, roads and alleys, as well as parking lots and other City asphalt surfaces. Major repairs and maintenance, such as street reconstruction, overlays and multi-street slurry seals are completed annually by a private contractor through a competitive bid process. However, there is a consistent need to address potholes, cracks and other minor to medium street repair and maintenance needs. Asphalt patching is a standard public works street maintenance process used to address these street repairs and maintenance needs.
Asphalt patching is a technique used to repair small areas of asphalt pavement. When asphalt surfaces develop holes, cracks or other damage due to weather, traffic and other factors, patching is necessary. Patching involves replacing degraded asphalt material with fresh asphalt to restore structural integrity without resurfacing the entire area. Patching may involve techniques such as crack sealing for minor cracks to full depth patching for more significant repairs. The asphalt used in street patching must be kept heated to maintain its pliability; as asphalt cools, it solidifies, which does not work well for crack sealing, pothole filling or other street repair or maintenance needs. A vehicle with a patch machine that keeps asphalt in a heated state is very effective for a full day of asphalt repair and maintenance activities throughout the City. By addressing maintenance and repair issues early, the City can maintain the longevity and safety of streets and other asphalt surfaces, and reduce liability.
The City Public Works Maintenance Division staff does not currently have an available patch truck. The previous patch truck, a 1991 GMC Topkick Truck with a similar age asphalt patch machine (Vehicle 621) was declared surplus in 2023 (Resolution 2023-126); this vehicle is not in use due to extensive mechanical problems and is inoperable due to a failed transmission.
New Patch Truck Purchase
As part of the City’s ongoing effort to provide good environmental stewardship within the community, each time a vehicle or major equipment needs to be replaced, staff assesses the possibility of replacement with a lower emission unit. Staff researched available trucks that have a truck mounted asphalt heating and patching machine in an attempt to find an electric or lower vehicle emission option. It was found there is not an electric or lower emission vehicle/ asphalt machine combination that is being manufactured at this time.
Staff researched patch truck purchase options and found a new 2024 Ford Super Duty F-600 Truck (DRW F6K XL 2WD Reg Cab 169" WB 84" CA), with a 2 cubic yard truck mounted asphalt patching machine which would meet the needs of the Maintenance Division. The new 2024 Ford Super Duty F-600 Truck with the 2 cubic yard truck mounted asphalt patching machine will provide more efficiency for regularly scheduled asphalt repairs and maintenance.
In order to make the most cost-effective purchase possible for the patch truck, the Public Works Department has pursued cost proposals through authorized suppliers with existing cooperative purchasing agreements. Staff has researched available vehicles and found a suitable replacement through National Auto Fleet Group cooperative purchasing agreement with Sourcewell that meets the City’s requirements and needs and satisfies the cooperative purchasing requirements of San Pablo Municipal Code Section 3.16.110(E).
The Public Works Department recommends that Council authorize the purchase of the attached quote from the National Auto Fleet Group in Watsonville, CA to allow staff to effectively repair and maintain asphalt streets, roads, alleys, and other City asphalt surfaces throughout the City.
The cost of the new equipment is shown below:
|
Vehicle |
Amount |
|
FORD SUPER DUTY F-600 TRUCK |
$ 58,729.44 |
|
ASPHALT PATCHING MACHINE |
$143,099.00 |
|
TIRE FEE |
$ 10.50 |
|
TAXES |
$ 19,173.70 |
|
TOTAL |
$221,012.64 |
Public Safety Standing Committee Review
On June 26, 2024, the Public Safety Standing Committee (Pabon-Alvarado; Xavier) reviewed the proposed PW Department Vehicle Acquisition Plan for FY 2024-25 which contained the proposed acquisition of the new 2024 Ford Super Duty F-600 Truck, with a 2 cubic yard truck mounted asphalt patching machine, and recommended its formal approval to the City Council.
FISCAL IMPACT
The total purchase cost of $221,012.64 will be made from the FY 2024-25 Asset and Vehicle Replacement Budget (Fund 140) (account 140-3710-46300).
ATTACHMENTS
Att A - Resolution
Att B - Sourcewell Agreement (091521-NAF)
Att C - National Auto Fleet Group Quote Dated April 26, 2024