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CITY COUNCIL AGENDA ITEM NO. 5

Meeting Date: September 25, 2007

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or designee to execute a purchase order and necessary documents for the purchase of a Regenerative Air Street Sweeper from GCS Western Power & Equipment Company in an amount not to exceed $181,604.53 and amending the Equipment Replacement Fund Budget in the amount of $21,359.

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

Submitted by: Bailey Grewal, Director of Public Works

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or designee to execute a purchase order and necessary documents for the purchase of a Regenerative Air Street Sweeper from GCS Western Power & Equipment Company in an amount not to exceed $181,604.53 and amending the Equipment Replacement Fund Budget in the amount of $21,359.

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

On June 26, 2007 by Resolution No. 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget for the City of Brentwood, which includes the Equipment Replacement Fund.

BACKGROUND
City Council approved the 2007/08, 702 Equipment Replacement Fund of which a new street sweeper was on the list for replacement in the amount of $160,246. The sweeper being replaced is a 1998 model and has exceeded the life cycle set forth in City Administrative Policy 10-9, Appendix A. The City currently has three street sweepers that sweep five days a week, two nights a week for the downtown business district, other major thoroughfares, and the Highway 4 Bypass, pursuant to a maintenance contract with the Bypass Authority.

Staff researched different models, reviewing all varieties and options available. The Tymco brand street sweeper has proven to be a reliable efficient sweeper; therefore, staff’s opinion is that this is the best unit available for the City’s needs. Parts are readily available and maintenance costs have remained below that of other comparable units.

Per City Purchasing Policy 10-7, 6.7.6, staff may purchase equipment through cooperative purchasing agreements of other governmental or public agencies without soliciting competitive bids. This agreement is in the City’s best interest as it saves staff time by using competitive bids from other government agencies. In this instance, the cooperative purchasing agreement is for a Regenerative Air Street Sweeper that was purchased by the City of San Francisco on March 15, 2007. This unit meets all of the specifications that the City of Brentwood is requesting. The City of San Francisco paid $178,605 plus tax for the sweeper. The City of Brentwood will purchase a sweeper for $167,764, plus tax in the amount of $13,840.53, for a total of $181,604.53. The price difference between cities is due to the City of San Francisco adding options that Brentwood staff has deemed not necessary. Staff recommends that the City Council authorize the purchase of a Tymco street sweeper from GCS Western Power & Equipment for a purchase price not to exceed $181,604.53.

FISCAL IMPACT
Due to the rise in cost, in part due to the rise in cost of steel and new smog regulations, the replacement costs associated with street sweepers has increased by $21,359 from the original estimated budget. Upon approval, staff will amend the Equipment Replacement Fund Budget by $21,359 for the additional cost to purchase the replacement sweeper. The total expenditure for the purchase of the street sweeper through the cooperative agreement will not exceed $181,604.53.

Staff has confirmed with the Finance Department that there are sufficient funds in the Equipment Replacement Fund for this purchase. There are three sweepers within the Equipment Replacement Fund and the rents charged for the future replacement of these sweepers will be increased based on increased replacement costs.

Attachment:
• Resolution
• City of San Francisco Letter Awarding the Purchase of Street Sweepers
• GCS Piggy Back Proposal

RESOLUTION NO. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE A PURCHASE ORDER AND NECESSARY DOCUMENTS FOR THE PURCHASE OF A REGENERATIVE AIR STREET SWEEPER FROM GCS WESTERN POWER & EQUIPMENT COMPANY IN AN AMOUNT NOT TO EXCEED $181,604.53 AND AMENDING THE EQUIPMENT REPLACEMENT FUND BUDGET IN THE AMOUNT OF $21,359

WHEREAS, an existing Street Maintenance Division street sweeper is due for replacement per City Council/Administrative Policy 10-9, Appendix A, Fleet Replacement Criteria; and

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

WHEREAS, funds were approved by City Council in the 2007/08 – 2009/10, 702 Equipment Replacement Fund on June 26, 2007 by Resolution No. 2007-150 for the purchase of a street sweeper; and

WHEREAS, staff has researched different models, reviewing all varieties and options available and has determined the Tymco street sweeper is the best available to meet the City’s needs; and

WHEREAS, the purchase of this new equipment is in compliance with Purchasing Policy 10-7 6.7.6 Cooperative Purchasing Agreements; and

WHEREAS, GCS Western Power & Equipment is offering the City of Brentwood the same pricing as the City of San Francisco; and

WHEREAS, the replacement costs associated with street sweepers has increased by $21,359 from the original estimated budget due to the rise in cost in steel and in part due to new smog regulations; and

WHEREAS, staff will amend the Equipment Replacement Fund budget to include the additional cost to purchase the replacement sweeper; and

NOW, THEREFORE BE IT RESOLVED that the City Council approves and authorizes the City Manager or designee to execute a purchase order and necessary documents for the purchase of a Regenerative Air Street Sweeper from GCS Western Power & Equipment Company in an amount not to exceed $181,604.53 and to increase the Equipment Replacement Fund Budget in the amount of $21,359.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 25th day of September 2007 by the following vote:

 

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