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CITY COUNCIL AGENDA ITEM NO. 11

Meeting Date: January 24, 2006

Subject/Title: Approve a Resolution authorizing the purchase of one thermo plastic oil jacketed pre-melting kettle with hydraulic agitator system and authorizing the City Manager to execute a purchase order for this equipment in an amount not to exceed $18,671.85.

Prepared by: Jim Gallegos, Streets Manager

Submitted by: Paul Zolfarelli, Director of Public Works

RECOMMENDATION
Approve a Resolution authorizing the purchase from the Street Maintenance Division 2005/06 Operating Budget of one thermo plastic oil jacketed pre-melting kettle with hydraulic agitator system from Line Master Engineering and authorizing the City Manager to execute a purchase order for this equipment in an amount not to exceed $18,671.85.

PREVIOUS ACTION
On February 24, 2004, by Resolution No. 2004-40, City Council adopted Purchasing Policy No. 10-7.

On June 14, 2005, by Resolution No. 2005-143, City Council approved the 2005/06 - 2006/07 Operating Budget for the City of Brentwood.

BACKGROUND
The City Council approved the 2005/06 – 2006/07 operating budget for the City of Brentwood. $32,000 was approved to purchase a new thermo plastic yellow tank, trailer and melter. This would enable the crews to save the City funds when switching colors on the existing thermo plastic tank.

Upon further research, staff received bids to retro-fit its existing thermo plastic trailer. Line Master has proposed to add a 600 gallon vertical oil jacketed pre-melting kettle with hydraulic agitator system on our existing equipment. This option will save the City approximately $13,300. Staff consulted several firms and only two responded with bids. The purchase of this equipment is in compliance with Purchasing Policy No. 10-7.

Bids for rebuilding the current equipment are as follows:

• Line Master Engineering $18,671.85
• Smartjack $19,607.13
• No other bidders

This equipment will be used within the Street Maintenance Division, Traffic Maintenance Section. The purchase of the equipment will allow the crews to apply two colors of thermo plastic at any given time. Without this change of equipment, the crew can only run one color then clean the kettle to run another color. This is quite expensive and creates waste of material and time. This new option will allow crews to complete an entire intersection of both yellow and white thermo plastic when needed. With the City’s continued growth and the amount of new streets being installed, this new equipment will assist the Public Works Department with responding to street maintenance work requests in a timely manner.

FISCAL IMPACT
An amount not to exceed $18,671.85 will be expended through the Street Maintenance budget. The amount of $32,000 was originally budgeted to purchase an identical trailer that the City currently has in its fleet. Staff determined that retrofitting the current trailer will save on long term equipment maintenance and will allow the crew to haul one thermo plastic trailer with both colors at all times. This option will save the operating budget $13,300.

Attachment:
• Resolution

RESOLUTION NO.

APPROVE A RESOLUTION AUTHORIZING THE PURCHASE OF ONE THERMO PLASTIC OIL JACKETED PRE-MELTING KETTLE WITH HYDRAULIC AGITATOR SYSTEM FROM LINE MASTER ENGINEERING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER FOR THIS EQUIPMENT IN AN AMOUNT NOT TO EXCEED $18,671.85.

WHEREAS, on February 24, 2004, by Resolution No. 2004-40, City Council adopted Purchasing Policy No. 10-7; and

WHEREAS, this purchase is in compliance with Purchasing Policy No. 10-7; and

WHEREAS, on June 14, 2005, by Resolution No. 2005-143, City Council approved the 2005/06 – 2006/07 Operating Budget for the City of Brentwood; and

WHEREAS, staff originally budgeted $32,000 for the purchase of a new thermo plastic yellow tank, trailer and melter; and

WHEREAS, upon further research, staff determined that retrofitting the existing thermo plastic trailer and purchasing a new thermo plastic oil jacketed pre-melting kettle with hydraulic agitator system is more cost effective.

NOW, THEREFORE BE IT RESOLVED that: 1) the purchase of one thermo plastic oil jacketed pre-melting kettle with hydraulic agitator system from Line Master Engineering is hereby authorized and 2) the City Manager or her designee is authorized to execute a purchase order in an amount not to exceed $18,671.85 for the purchase of one thermo plastic oil jacketed pre-melting kettle with hydraulic agitator system from Line Master Engineering.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 24th day of January 2006 by the following vote:
 

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