REPORT TO THE CITY COUNCIL May 16, 2019 FROM: GREGORY A. BARFIELD, Director Department of Transportation BY: BRIAN BARR, Assistant Director Department of Transportation DUANE MYERS, Fleet Manager Department of Transportation, Municipal Fleet Division CLIFF TRAUGH, Senior Management Analyst Department of Transportation, Municipal Fleet Division SUBJECT ..Title Approve the award of a purchase contract to Atlantic Machinery, Inc., of Silver Springs, Maryland, for the purchase of one Ravo 5-i Series compact street sweeper in the amount of $256,238 ..Body RECOMMENDATION Staff recommends Council approve the award of a purchase contract to Atlantic Machinery, Inc., of Silver Springs, Maryland, for the purchase of one Ravo 5-i Series compact street sweeper in the amount of $256,238. EXECUTIVE SUMMARY The Department of Public Works, Street Maintenance Division is requesting approval to purchase one Ravo 5-i Series compact street sweeping unit at a total cost of $256,238. The new unit will be used by the Streets Maintenance Division to complete city routes currently assigned to a larger sweeper that is less efficient in tight spaces. The Department of Transportation recommends this purchase based on the quality of the product and needs of the division. The unit will be purchased as an addition to the fleet through a competitively solicited cooperative procurement process administered by Source Well, formally the National Joint Powers Alliance (NJPA). BACKGROUND The Department of Public Works, Street Maintenance Division is responsible for maintaining the cleanliness of a street network that totals nearly 1,700 centerline miles. This task is accomplished with 13 employees working day and night shifts throughout the city. The street sweeper fleet is made up of 88 percent Elgin Broom Bear mechanical sweepers, which have proven to be the most effective and reliable sweepers for varied road conditions throughout the majority of the city. While the current sweeper fleet is effective, the Streets Maintenance Division has recognized a need for one specialized sweeper to maintain tight spaces. The new compact sweeper will be a purpose built highly maneuverable and highly adjustable solution to areas of downtown that are narrow and have abrupt transitions. The chassis design and drive train feature the latest technology to maximize efficiency and meet the highest standard for emissions in this equipment class. The focus of this new sweeper will be the Fulton Mall, Tower District, and Chinatown areas where the larger Elgin sweepers struggle to maneuver. The new unit will be purchased as an addition to the street sweeper fleet, increasing the overall capacity and versatility of the sweeping team. The compact sweeper will be purchased through the cooperative procurement process administered by Source Well, formerly NJPA. Sourcewell utilizes a rigorous request for proposal (RFP), which includes development of solicitation document and proposal evaluation criteria, public advertisement, a five- to six-week response period and a pre-proposal conference. Upon closing of the response period, a committee evaluates proposals to determine the responsiveness against the pre-determined RFP evaluation criteria. Multi-year contracts are awarded based on the evaluation scores. The purchase price for this unit is $256,238. This price includes the Source Well discount applied to City purchases, as well as sales tax at 7.975 percent. The Purchasing Division has approved this contract and recommends Council to approve. The City Attorney has reviewed and approved to form. ENVIRONMENTAL FINDING By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project" as defined by CEQA. LOCAL PREFERENCE Local preference was not implemented; this purchase is using another government entity's contract. FISCAL IMPACT No general funds will be used to purchase this item. The funding to cover the purchase cost of the Ravo 5-i Series compact street sweeper has been included in the FY19 adopted budget under the operations of the Streets Maintenance Division. The source of funding for this project is the Community Sanitation Fund, generated by the collection of customer user fees. Attachments: Acceptance and Award Atlantic Machinery Contract Combined Ads Comment and Review Evaluation RFP