REPORT TO THE CITY COUNCIL April 25, 2018 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 Haaker Equipment Company Inc., of La Verne, California, for the purchase of two Elgin CNG Broom Bear street sweepers in the amount of $773,166 ..Body RECOMMENDATION Staff recommends Council approve the award of a purchase contract to Haaker Equipment Company Inc., of La Verne, California, for the purchase of two Elgin CNG Broom Bear street sweepers in the amount of $773,166. EXECUTIVE SUMMARY The Department of Public Works, Street Maintenance Division is requesting approval to purchase two street sweeping units at a total cost of $773,166. The two new units will be used by the Streets Division to complete residential and commercial routes currently assigned to older sweepers that have reached the end of their useful life. The Department of Transportation, Municipal Fleet Division recommends this purchase based on the age and mileage of the street sweepers identified for replacement. The units will be purchased 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 over 1,600 miles of city streets, alleys, and boulevards. This task is accomplished with 18 units running 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. The City of Fresno has been using Elgin Broom Bear sweepers in the fleet for 21 years and has experienced success in the functionality and durability of this product. Due to the harsh environment street sweepers operate in, the replacement schedule is set at five years or 10,000 hours whichever comes first. This schedule was revised in 2012, after a thorough analysis by the Municipal Fleet Division found that repair costs were outweighing acquisition costs at the less aggressive ten-year schedule. As street sweepers age past the five-year point, maintenance and repair costs rise significantly. The two units to be replaced are model year 2009 and 2013, which is well beyond the recommended replacement schedule. The purchase price per unit is $386,582.90. 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. 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 is not applicable; the City is purchasing the equipment using another governmental agency's contract. FISCAL IMPACT No general funds will be used to purchase these items. The funding to cover the purchase cost of the two Elgin CNG Broom Bear Street Sweepers has been included in the FY19 adopted budget under the operations of the Streets Division. The source of funding for this project is the Community Sanitation Fund, generated by the collection of customer user fees. Attachments: NJPA RFP 122017 NJPA Contract Forms NJPA Contract Acceptance and Award NJPA Affidavit of Advertisement NJPA Proposal Opening Record NJPA Proposal Evaluation NJPA Evaluation Committee Comment and Review