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Report regarding a Resolution authorizing the City Manager or designee to execute a purchase agreement with Serramonte Ford for the purchase of a Ford F-350 Crane Truck in an amount not to exceed $179,836.62. (Brian Schumacker, Water Quality Control Plant Superintendent)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution authorizing the City Manager or designee to execute a purchase agreement with Serramonte Ford for the purchase of a Ford F-350 Crane Truck in an amount not to exceed $179,836.62; and authorizing the City Manager or designee to execute any documents, non-substantive amendments, or administrative actions necessary to implement the agreement, consistent with the approved budget and applicable purchasing authority.
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BACKGROUND/DISCUSSION
The Public Works Department Water Quality Control Plant Division (WQCP) continually evaluates its operational needs to ensure City facilities, equipment, and vehicles remain safe, reliable, and capable of supporting the uninterrupted delivery of critical wastewater services. As part of these ongoing efforts, staff identified the need to procure a new Ford F-350 Crane Truck to replace an aging vehicle that has reached the end of its useful service life and to ensure staff have the equipment necessary to continue performing essential maintenance and operational activities.
The WQCP operates and maintains critical wastewater treatment infrastructure that must remain functional and reliable to support continuous operations and the City's ongoing compliance with applicable regulatory and permit requirements. Routine and corrective maintenance activities require staff to transport, lift, remove, install, and service heavy equipment, pumps, motors, components, tools, and other materials throughout the WQCP and associated facilities.
The Ford F-350 Crane Truck was identified to address these operational needs and provide staff with reliable lifting, loading, transport, and material-handling capabilities necessary to perform this work safely and efficiently. Maintaining access to an appropriately equipped crane truck is important to minimizing operational disruptions, completing required maintenance and repairs in a timely manner, and supporting the continued reliable operation of the WQCP.
Reliable maintenance equipment also supports the City's ability to maintain wastewater treatment systems and associated infrastructure in proper operating condition, respond promptly to equipment failures and maintenance needs, and continue meeting applicable regulatory and permit requirements. While the crane truck itself is not a regulatory requirement, it is an important operational resource that enables staff to perform the maintenance and repair activities necessary to support reliable plant operations and regulatory compliance.
The proposed purchase will replace aging equipment, improve operational reliability and efficiency, enhance employee safety, reduce the potential for delays associated with unavailable or unreliable equipment, and support the continued maintenance and operation of critical wastewater infrastructure.
Sufficient funding is available within the Sewer Enterprise Fund (Fund 710) for the purchase of the Ford F-350 Crane Truck. No additional appropriation or budget amendment is required to complete the proposed purchase.
Procurement Method
Staff solicited competitive bids for the purchase of a Ford F-350 Crane Truck configured to meet the operational requirements of the WQCP. The City received four bids in response to its solicitation from Serramonte Ford, Mission Valley Ford, Crown Motors Ford, and Corning Ford.
Following review of the bids received, staff determined that Serramonte Ford submitted the lowest bid for a vehicle meeting the City's required specifications, with a total purchase price of $179,836.62. Accordingly, staff recommends award of the purchase to Serramonte Ford.
The competitive bid process provided the City an opportunity to compare pricing from multiple vendors and obtain the required vehicle at the lowest bid amount. Staff determined that the proposed purchase from Serramonte Ford is consistent with applicable City purchasing requirements and represents the best overall value to the City.
FISCAL IMPACT
The total purchase amount for the Ford F-350 Crane Truck is not to exceed $179,836.62.
Sufficient funding is available within the Sewer Enterprise Fund (Fund 710) to complete the proposed purchase. No additional appropriation or budget amendment is required, and no General Fund resources are required for this purchase.
Future operating and maintenance costs associated with the vehicle are anticipated to remain within existing departmental budget appropriations unless otherwise identified.
RELATIONSHIP TO CITY COUNCIL PRIORITIES ACTION PLAN
The proposed purchase supports the Infrastructure and the Environment and Modern and Sustainable Organization major focus areas by advancing the City's commitment to providing high-quality municipal services, maintaining and improving critical infrastructure, promoting organizational efficiency, and ensuring responsible stewardship of public resources.
Replacing an aging vehicle with a reliable, modern crane-equipped truck will improve the WQCP's ability to perform routine and corrective maintenance safely and efficiently, minimize operational disruptions, and maintain critical wastewater treatment equipment and infrastructure. These capabilities support the continued reliability of wastewater operations and the City's ability to meet applicable regulatory and permit requirements.
CONCLUSION
The Ford F-350 Crane Truck is necessary to support the WQCP's ongoing operational and maintenance needs. The vehicle will replace aging equipment and provide staff with reliable lifting, transport, and material-handling capabilities necessary to perform routine and corrective maintenance, respond to equipment needs, minimize disruptions to plant operations, and support the continued reliable operation of the City's wastewater treatment infrastructure.
Maintaining appropriate and reliable maintenance equipment is an important component of ensuring continuity of Water Quality Control Plant operations and supporting the City's ongoing compliance with applicable regulatory and permit requirements.
Sufficient funding is available within the Sewer Enterprise Fund (Fund 710) for the purchase, and no additional appropriation or budget amendment is required.
Staff solicited competitive bids for the vehicle and received four bids from Serramonte Ford, Mission Valley Ford, Crown Motors Ford, and Corning Ford. Serramonte Ford submitted the lowest bid for a vehicle meeting the City's required specifications at a total purchase price of $179,836.62. Staff has determined that the purchase from Serramonte Ford is consistent with applicable City purchasing requirements and represents the best overall value to the City.
Accordingly, staff recommends that the City Council adopt the attached resolution authorizing the City Manager or designee to execute a purchase agreement with Serramonte Ford for the purchase of a Ford F-350 Crane Truck in an amount not to exceed $179,836.62, and to execute any documents, non-substantive amendments, or administrative actions necessary to implement the purchase, consistent with the approved budget and applicable purchasing authority.
ASSOCIATED DOCUMENTS
1. Serramonte Ford F-350 Proposal
2. Competitive Bids
3. Visual Aid of Vehicle 232 for Replacement
4. Resolution (File 26-2213)