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CITY COUNCIL AGENDA ITEM NO. 11

Meeting Date: February 13, 2007

Subject/Title: Adopt a Resolution accepting the bid and approving the purchase of a 10-wheel dump truck from East Bay Trucks; and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $106,443.31.

Prepared by: Jim Gallegos, Streets Manager
Chris Ehlers, Deputy Director of Public Works

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution accepting the bid and approving the purchase of a 10-wheel dump truck from East Bay Trucks; and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $106,443.31.

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

On June 14, 2005 by Resolution 2005-143, City Council adopted the 2005/06 - 2006/07 Operating Budget for the City of Brentwood.

BACKGROUND
The City purchased an asphalt pavement grinder in 2005 to be used for street repairs. Operation of the asphalt pavement grinder requires continuous use of dump trucks to off haul grindings as they are produced. The Street Maintenance Division currently has one 10-wheel dump truck that is used to off haul grindings, broken asphalt and pick up new asphalt at various asphalt plants.

The Street Maintenance Division budgeted for a second truck to be purchased in fiscal year 2006/07. Two 10-wheel dump trucks in the fleet are necessary to keep up with the grinding operation. The locations of asphalt material plants are all located 15 to 40 miles from Brentwood. A second truck will help eliminate down time while completing grinding and paving projects and will also provide emergency back up to the current dump truck should it be out of service. This newly added dump truck will allow staff to haul broken asphalt, broken concrete, and debris; additional uses could be to have City staff deliver bulk materials to the Corporation Yard. The dump truck will also assist staff with grading of roadside edges, landscape areas, and many more functions. With the City’s continual growth and the amount of new streets being installed within the City of Brentwood, this new piece of equipment will assist the Public Works Department with responding to street maintenance work requests in a timely and more efficient manner.

Public Works staff has looked at many makes and models over the last three months. City staff developed a bid specification from the models demonstrated and a solicitation for bids was sent to three manufacturers.

East Bay Trucks submitted the lowest responsible bid. This unit meets all the specifications that the City of Brentwood requested. East Bay Trucks is offering the 10-wheel dump truck at $106,443.31. The East Bay Trucks’ bid includes an extended warranty of 60 months, 100,000 miles for all parts and labor for the drive train and chassis. Mission Valley Ford Truck declined to submit a bid.

The bids submitted are as follows:

• East Bay Trucks $106,443.31
• Delta Truck Center $107,085.23
• Mission Valley Ford Truck No Bid

Based upon East Bay Trucks submitting the lowest responsible bid and meeting all the requested specifications, staff recommends the purchase of a 10-wheel dump truck from East Bay Trucks. This purchase is in compliance with Purchasing Policy 10-7.

FISCAL IMPACT
A total of $95,000 was budgeted in the approved 2006/07 Street Maintenance Division Operating Budget for the purchase of a 10-wheel dump truck. Due to the increases in the cost of steel in the past few years and the state mandated implementation of 2007 diesel engine emission control, there has been an impact on the production costs causing the price of the dump truck to be higher than what was originally budgeted. An additional amount of $11,443.31 will be expended through the Street Maintenance Division 2006/07 Operating Budget for a total amount not to exceed $106,443.31.

Public Works Operations Water and Wastewater Divisions collectively have two jetter vactor trucks and a jetter/vac trailer. Staff has determined that the current equipment is sufficient to meet the City’s needs. The amount of $11,443.31 is available through the Street Maintenance budget due to the fact that the Streets Division will not purchase an additional jetter as originally budgeted in 2006/07.

Attachment:
• Resolution

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD ACCEPTING THE BID, AS WELL AS, APPROVING AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE A PURCHASE ORDER AND NECESSARY DOCUMENTS FOR THE PURCHASE OF A 10-WHEEL DUMP TRUCK, FROM EAST BAY TRUCKS IN AN AMOUNT NOT TO EXCEED $106,443.31.

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

WHEREAS, on June 14, 2005 by Resolution 2005-143, City Council adopted the 2005/06 - 2006/07 Operating Budget for the City of Brentwood; and

WHEREAS, the purchase of this new equipment will assist in servicing the public in a more efficient and timely manner while responding to street maintenance and right-of-way work requests; and

WHEREAS, staff compared different models, generated specifications and solicited bids and East Bay Trucks submitted the lowest responsible bid, meeting all City specifications; and

WHEREAS, this purchase is in compliance with Purchasing Policy 10-7; and

WHEREAS, the total amount not to exceed $106,443.31 will be expended through the approved 2006/07 Street Maintenance Operating Budget.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby accept the bid, as well as, approve and authorize the City Manager or her designee to execute a purchase order and necessary documents for the purchase of a 10-wheel dump truck, from East Bay Trucks in an amount not to exceed $106,443.31.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 13th day of February 2007 by the following vote:

 

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