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Report regarding a resolution authorizing the City Manager or their designee to Execute an Agreement with U-Rock Utility Equipment LLC for the purchase of one Freightliner 114SD Crane Truck in an Amount Not to Exceed $488,274.93. (Alex Henry, Deputy Director of Public Works)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution authorizing the City Manager or their designee to execute an agreement with U-Rock Utility Equipment LLC for the purchase of one (1) Freightliner 114SD Crane Truck in an amount not to exceed $488,274.93, in a form approved by the City Attorney, and authorize the City Manager or their designee to execute any documents, 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 continually evaluates its operational needs to ensure City facilities, equipment, technology, and services remain safe, reliable, and capable of supporting the delivery of high-quality municipal services. As part of these ongoing efforts, staff identified the need to procure a crane truck to support the replacement and installation of streetlight poles, traffic signal poles and equipment, and citywide perimeter lighting.
The crane truck is essential to maintaining the safety of City personnel while performing this work and will provide staff with the equipment necessary to safely and efficiently conduct installation, replacement, and maintenance activities throughout the City. The purchase supports the City's commitment to providing safe, efficient, reliable, and cost-effective municipal services.
Unlike a standard utility truck, the proposed crane truck is equipped to lift, position, and transport heavy poles and equipment used in Public Works operations. Its specialized crane equipment will allow staff to safely handle large infrastructure components during installation, replacement, and maintenance work. These capabilities are necessary to meet the City's specific operational needs and improve staff safety and efficiency.
Procurement
Consistent with Chapter 4.04 of the South San Francisco Municipal Code and the City's Purchasing Procedures, staff obtained three written quotes from AZ Wastewater Industries, Inc., Western Truck Fabrication, Inc., and U-Rock Utility Equipment LLC. These vendors specialize in supplying and outfitting heavy-duty utility trucks with crane equipment for public works and infrastructure maintenance operations. Unlike standard commercial trucks, the required crane truck configuration is not typically available through conventional vehicle dealerships and must be obtained through vendors capable of providing the necessary equipment and modifications. All three vendors were provided with the same equipment specifications to allow for a consistent comparison of pricing and equipment.
Three quotes were received and reviewed by staff. U-Rock Utility Equipment LLC submitted the lowest responsive quote in the amount of $488,274.93.
Staff also reviewed the option of purchasing the truck through Sourcewell, a cooperative purchasing program which produces pricing that are competitively bid from prequalified vendors. The Municipal Code and Purchasing Policy authorize the use of cooperative purchasing programs, including Sourcewell specifically. However, the Sourcewell price was higher than the quote received from U-Rock Utility Equipment LLC.
Due to the specialized nature of the crane truck and its required equipment configuration, including a heavy-duty Freightliner 114SD chassis equipped with a crane capable of lifting, positioning, and transporting streetlight poles, traffic signal poles, and related equipment, staff determined that the written quote process provided an effective comparison of available options. The truck must be configured to safely support the weight and handling requirements of these materials and provide the necessary stability and lifting capabilities for field installation and maintenance work. Additional competitive bidding would not be fruitful and would not produce an advantage to the City as staff has gone through the foregoing processes to obtain the best pricing for the City. Additionally, the three vendors were given the same specifications, allowing staff to compare pricing for equipment that meets the City's operational needs. The lower U-Rock quote, compared with the Sourcewell option, further supports the determination that the recommended purchase provides the best value to the City.
Based on these factors, staff recommends proceeding with the purchase from U-Rock Utility Equipment LLC, subject to confirmation of the applicable procurement requirements and approvals.
FISCAL IMPACT
The total purchase amount is $488,274.93.
Funding for this purchase is included in the fiscal year 2026-27 adopted budget for the Equipment Replacement Fund (784).
Approval of the proposed purchase will not require additional appropriations.
RELATIONSHIP TO CITY COUNCIL PRIORITIES ACTION PLAN
The proposed purchase supports the Modern and Sustainable Organization major focus area by advancing the City's commitment to providing high-quality municipal services, maintaining and improving public infrastructure, promoting organizational efficiency, and ensuring responsible stewardship of public resources. The acquisition of the crane truck will provide Public Works staff with the equipment necessary to safely and efficiently maintain critical streetlight, traffic signal, and perimeter lighting infrastructure throughout the City.
ASSOCIATED DOCUMENTS
1. U-Rock Proposal
2. Resolution (File 26-2353)