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Report regarding a Resolution authorizing the City Manager or designee to execute a purchase agreement with Haaker Equipment Company for the purchase of a 4-ton hot box asphalt patch truck in an amount not to exceed $306,717.17. (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 designee to execute a purchase agreement with Haaker Equipment Company for the purchase of a 4-ton hot box asphalt patch truck in an amount not to exceed $306,717.17; and authorizing the City Manager or 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 4-ton hot box asphalt patch truck to support the City's ongoing street maintenance and pavement repair operations.
The hot box asphalt patch truck is designed to transport and maintain asphalt material at the appropriate working temperature, allowing Public Works maintenance staff to perform asphalt repairs more efficiently throughout the workday. The equipment will also provide staff with greater flexibility to schedule pavement repairs during appropriate off-peak hours, particularly in high-traffic areas, helping reduce traffic impacts and improve safety for maintenance personnel and members of the public.
The proposed purchase will replace aging equipment, improve operational efficiency, enhance staff and public safety, support timely pavement maintenance, and further the City's commitment to providing efficient, reliable, and cost-effective municipal services.
The purchase of a 4-ton hot box asphalt patch truck was originally planned for Fiscal Year 2025-26. Due to the procurement and ordering process associated with this type of specialized equipment, the purchase was not completed during that fiscal year and is instead being completed in Fiscal Year 2026-27. Sufficient funding is available within the Equipment Replacement Fund (Fund 784) to complete the purchase, and no additional appropriation is required.
Procurement Method
Rather than conducting a separate competitive solicitation, staff recommends utilizing Sourcewell Contract No. 050625-FRM, which was competitively solicited and awarded through Sourcewell's cooperative purchasing program.
Chapter 4.04 of the South San Francisco Municipal Code and the City's Purchasing Procedures permit the use of cooperative purchasing agreements when applicable requirements are satisfied. Utilizing the Sourcewell contract provides the City with access to competitively established pricing, reduces administrative costs, avoids duplication of procurement efforts, shortens procurement timelines, and allows the City to obtain the required equipment in an efficient and cost-effective manner.
Haaker Equipment Company is an authorized dealer under the applicable Sourcewell cooperative purchasing contract and has provided pricing for the 4-ton hot box asphalt patch truck in an amount not to exceed $306,717.17.
Staff reviewed the applicable cooperative purchasing documentation and determined that use of the Sourcewell contract represents the best overall value to the City and is consistent with applicable City purchasing requirements.
FISCAL IMPACT
The total purchase amount is not to exceed $306,717.17.
The purchase of the 4-ton hot box asphalt patch truck was originally planned for Fiscal Year 2025-26 but was not completed during that fiscal year due to the procurement and ordering process associated with this type of specialized equipment. The purchase is instead being completed in Fiscal Year 2026-27. Sufficient funding is available within the Equipment Replacement Fund (Fund 784) to complete the proposed purchase. No additional appropriation or General Fund resources are required.
Future operating and maintenance costs associated with the equipment are anticipated to remain within existing departmental budget appropriations unless otherwise identified.
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 hot box asphalt patch truck will improve the efficiency and flexibility of the City's pavement maintenance operations by allowing asphalt material to remain at the appropriate working temperature and enabling staff to perform repairs during appropriate off-peak periods. This will support timely pavement repairs, reduce traffic impacts, and enhance safety for City staff and the traveling public. Utilizing a competitively awarded cooperative purchasing contract further supports transparency, fiscal responsibility, and efficient government operations.
ASSOCIATED DOCUMENTS:
1. Sourcewell Contract 050625-FRM
2. Haaker Patch Truck Proposal
3. Resolution (File 26-2105)