SR - - PURCHASE SPECIALIZED EQUIPMENTAGENDA ITEM
Meeting Date: May, 13, 2014
'
UNTO
ReviewedNerifi
TO: Honorable Mayor and City Manager
Members of the City Council Finance Dire or
To Be Presented By: J DeFrancesc
THRU: John W. Sibley X Cons Calendar _ City Mgr Rpts
City Manager �j Council Reports _ Legal Affairs
FROM: Joe DeFrancesco Y Boards /Crates _ Public Hrgs
Admin Reports Plan /Environ
Public Works Di ector
1. SUBJECT
Purchase of two (2) pieces of Specialized Equipment for street and sanitation maintenance
through Cooperative Purchasing Agreements (CPA).
2. SUMMARY
Purchase of one (1) piece of specialized equipment through National Joint Powers Alliance
(NJPA) and one (1) piece of specialized equipment from HGACBuy for the Department of
Public Works.
13. RECOMMENDED ACTION
1. Authorize the purchase of one asphalt patch truck from NJPA in the amount of
$ 189,989.11
2. Authorize the purchase of one sewer video van from HGACBuy in the amount of
$ 239,199.20
3. Authorize the City Manager to surplus the replaced pieces of equipment.
Total expenditure for two (2) pieces of miscellaneous of equipment is $ 429,188.31
14. FISCAL IMPACT
Funds are currently allocated for these vehicles in the following account:
720.5023.55212.00000 Vehicle Replacement Fund $ 928,801.77
ITEM -I e) 1 5/13/14
1 0t Printed on Recycled Paper
5. STRATEGIC PLAN GOAL(S)
1 a. Provide for a safe community - Provide staffing and resources to deliver services that
ensure public safety.
2a. Be a fiscally healthy community - Expend fiscal resources responsibly.
6. GENERAL PLAN IMPLEMENTATION
Public Safety Element Goal 6.0 Provide public safety services of the highest quality.
7. DISCUSSION and BACKGROUND
The most recent purchase of specialized equipment took place in September 2012 when two
backhoes were purchased for Public Works Department, Water Division. After review of the
current vehicle replacement list, it was determined that the purchase of two pieces of specialized
equipment was needed due to the service life of each vehicle. This is further supported by the
high usage hours resulting in increased repair costs and reliability issues. These two pieces of
equipment were placed on the approved vehicle replacement list in the fiscal year (FY) indicated
below:
• From FY 10 /11: One 3 -yard Asphalt Patch Truck (Unit 764) for Public Works, Street
Maintenance that replaces an asphalt patch truck originally purchased in 1989. While funded
for replacement in FY 11, Public Works has extended the life of the current truck as a cost
saving measure.
• From FY 13/14: One Sewer Video Van (Unit 1047) for Public Works, Sanitation, plus
optional software that will automatically interface with our GIS System updating the status of
our sewer lines. This will replace a sewer video van and software originally purchased in
1994.
No local dealerships were available in the City of Orange for the above pieces of specialized
equipment. Therefore it was determined the best method for procurement was through a
"Cooperative Purchasing Agreement" (CPA), specifically through National Joint Powers
Alliance (NJPA) and HGACBuy. The Finance Department Purchasing Division has approved
each of these "CPAs" and is a member of both of these agencies.
These CPAs are public agencies and all contracts are awarded using a public competitive
procurement process, compliant with State statutes. They offer a multitude of contracted
products, equipment, and service opportunities to education, government, and other non - profit
entities.
ITEM 2 5/13/14
Section 3.08.290 of the Orange Municipal Code states that any agreement involving acquisition
of materials, supplies, or equipment may be entered into with another government entity through
cooperative purchasing provisions.
Cost Summa
CPA List
Description Cost
Patch Trk $181,382
(PB Loader — NJPA)
Video Van $223,824
Opt. Software $ 14,934
(Cues — HGACBuy)
Total Expenditure $429,188.31
The vehicles to be replaced with new are unit numbers 764 and 1047.
8. ATTACHMENTS
• CPA Bids are available for review in the Purchasing Department
Discount
Final
Freight/
Total
Amount
Price
Tax
Amount
$6,438.38
$174,943.62
$1,050/$13,995.49
$189,989.11
$ 19,024
$204,800
$3,500/$16,384
$224,684.00
$ 1,494
$ 13,440
$ 0 /$ 1,075.20
14,515.20
ITEM 3 5/13/14