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Item 11 - CONSIDERATION OF PURCHASE OF ASPHALT ROLLER AND TRAILERAGENDA ITEM NO. 11 AGENDA STAFF REPORT City of West Covina I Office of the City Manager DATE: September 17, 2019 TO: Mayor and City Council FROM: David Carmany City Manager SUBJECT: CONSIDERATION OF PURCHASE OF ASPHALT ROLLER AND TRAILER RECOMMENDATION: It is recommended that the City Council adopt the following resolution: 1. Authorize the purchase of one Boning BW 120 AD-5 Tandem Vibratory Roller with Trailer from Coastline Equipment John Deere for the amount of $60,219.53; 2. Appropriate funding in the amount of $30,109.76 from both the Sewer Fund Account No. 189.41.4160.7180 and the State Gas Tax Fund Account No. 124.41.4151.7160; 3. Waive formal bidding and authorize the use of Sourcewell formally NJPA contract number 032119-BAI; and 4. Adopt the following resolution: RESOLUTION NO. 2019-76 —A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2019 AND ENDING JUNE 30, 2020 (TANDEM VIBRATORY ROLLER WITH TRAILER) BACKGROUND: A wide variety of equipment, materials, and supplies are needed to provide the facilities and services offered by municipal governments. State statutes and the municipal code define purchasing procedures. Ideally, motor equipment replacement would be financed by depreciation reserves accumulated through equipment rental charges. Most cities finance such replacements by means of direct appropriation to the various operating departments. The successful operation of an equipment replacement fund requires proper management to safeguard against diversion of the funds to other purposes. Careful consideration should be given to the establishment of a sound equipment replacement policy. DISCUSSION: The Public Services Department performed an analysis of the overall state of the City's fleet which included identification of vehicles in most critical need of replacement, and a review of a vehicle replacement program. Part of the review also included equipment needs and usage. Staff is requesting a purchase of a new Tandem Roller to replace unit No. 141 as it is essential to the repair and maintenance of the City's streets and sewer systems. The current Tandem Roller unit No. 141 is a 1987 Case Model W252, so it is 32 years old with 991 engine hours and has experienced significant service and reliability issues. Most recently the unit's engine has developed significant oil leaks and internal damage. In addition, repair parts are becoming scarce and some are no longer available. The cost to repair the existing roller would exceed its value. Replacement of the roller will also move the City forward in meeting the fleet -average emission targets set by the California Air Resource Board. City staff is proposing to purchase the vehicle through the Sourcewell formally (NJPA) program. The Sourcewell program is a public agency, member -driven service cooperative that serves over 50,000 members. Sourcewell offers a multitude of contracted products, equipment and service opportunities to local government agencies. Sourcewell offers its members purchasing contracts that are competitively bid nationally to enable contracted suppliers and members agencies to work smarter and more efficiently and bring considerable value to member agencies. By utilizing the Sourcewell purchasing contract services, local government agencies can expedite and purchase critical equipment much quicker than using acquisition methods. Sourcewell products and suppliers are already approved by U.S. General Service Administration so no request for proposal or bidding is required. Because unit No. 141 has exceeded its useful life and cannot be practically utilized elsewhere within the City fleet, it is recommended for surplus by way of public auction after the new roller is received and placed in service. OPTIONS: The City Council has the following options: 1. Approve staffs recommendation; 2. Reject the Sourcewell Cooperative Purchasing contract bid and solicit new bids. Because this is already a Sourcewell contract it is unlikely that a lower bid for the same equipment will be received; or 3. Provide alternative direction. Prepared by: Mike Cresap Public Services Superintendent Fiscal Impact FISCAL IMPACT: The total cost to purchase the Bomag BW 120 AD-5 Tandem Vibratory Roller with Trailer is $60,219.53 including sales tax, delivery and options. The Bomag BW 120 AD-5 Tandem Vibratory Roller with Trailer is available through the Sourcewell Cooperative Purchasing Agreement, Contract No. 032119-BAI. Funding for this equipment will come from both the Sewer Fund 189 ($30,109.76) and the State Gas Tax Fund 124 ($30,109.76) fund balance to accounts 189.41.4160.7180 and 124.41.4151.7160. There is enough funding available in each fund balance to cover the cost of the purchase. There will be no impact to the General Fund. Funds Account Number Amount Sewer Fund 189 Appropriation 189.41.4160.7180 $30,109.76 State Gas Tax Fund Appropriation 124.41.4151.7160 $30,109.76 Total $60,219.52 Attachments Attachment No. 1 - Resolution No. 2019-76 Attachment No. 2 - Coastline Equipment Quote Attachment No. 3 - Sourcewell Contract CITY COUNCIL GOALS & OBJECTIVES: Maintain and Enhance City Facilities and Infrastructure ATTACHMENT NO.1 RESOLUTION NO.2019-76 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2019 AND ENDING JUNE 30, 2020 (TANDEM VIBRATORY ROLLER WITH TRAILER) WHEREAS, the City Manager, or about June 18, 2019, submitted to the City Council a proposed budget for the appropriation and expenditure of funds for the City of West Covina for Fiscal Year 2019-20; and WHEREAS, following duly given notice and prior to budget adoption, the City Council held public meetings, considered and evaluated all comments, and adopted a budget for the fiscal year commencing July 1, 2019 and ending June 30, 2020; and WHEREAS, amendments must periodically be made to the budget to conform to changed circumstances following adoption of the budget. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA DOES RESOLVE AS FOLLOWS: SECTION 1. That the budget amendments for Fiscal Year 2019-20 are hereby approved as reflected in Exhibit 1 attached hereto. SECTION 2. That this resolution shall be effective immediately upon passage and adoption. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED AND ADOPTED on this 17`" day of September 2019. APPROVED AS TO FORM: Thomas P. Duarte City Attorney Lloyd Johnson Mayor ATTEST: Carrie Gallagher, CMC Assistant City Clerk I, CARRIE GALLAGHER, the custodian of the original records, which are public records over which I maintain custody and control for the City of West Covina, California, hereby certify that the foregoing Resolution No. 2019-55 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof on the 16"' day of July 2019, by the following vote of the City Council: AYES: NOES: ABSENT: ABSTAIN: Carrie Gallagher, CMC Assistant City Clerk CITY OF WEST COVINA BUDGET AMENDMENT Date: 9/17/2019 Requested by: Maria Delira Dept/Div: Public Services/Maintenance Div EXPENDITURES BA # Posted By: Date Posted: Fiscal Year: 2019-20 Amount: $60,219.53 Description: FUND BALANCE FUNDS FOR Tandem Vibratory Roller Account Number Dept/Account Description Current Budget Proposed Amendment Amended Budget 189.41.4160.7180 SEWER MAINT CAPITAL ASSETS - 30,109.76 30,109.76 124.41.4151.7160 GAS TAX CAPITAL ASSETS 30,109.76 30,109.76 REVENUES Account Number Account Description Current Budget Proposed Amendment Amended Budget REASON/JUSTIFICATION (Please be specific) APPROPRIATE FUND BALANCE FUNDS FOR A Bomag BW120 AD-5 Tandem Vibratory Roller with Trailer PER CITY COUNCIL 9/17/19 APPROVALS City Council Approval Date (if required, attach minutes): ❑ Approval Not Required Dept Head Approval: Date: Finance Director: Date: Funds Available? ❑ Yes ❑No City Manager: Date: (if over $100,000) ❑ Approved ❑ Denied ® JOHN DEERE COASTLINE Equipment Quote Summary Prepared For: CITY OF WEST COVINA 825 S Sunset Ave West Covina, CA 91790 Business: 626-939-8720 ATTACHMENT NO.2 Prepared By: TERRY LIMBACH JR. Coastline Equipment Company 6188 Paramount Blvd Long Beach, CA 90805 Phone: 562-272-7400 terry.limbach@coastlineequipment.com Please find attached quote for BW120 AD-5 roller from Coastline Quote Id: 20272615 Equipment provided by Bomag. Pricing per Sourcewell contract: Created On: 19 August 2019 # 032119-BAI Please find attached quote for T-12 trailer from Coastline Equipment Expiration Date: 31 October 2019 provided by Towmaster trailer. Pricing per Sourcewell contract: #121918-MNR Equipment Summary Suggested List Selling Price Qty Extended 2019 BOMAG BW120AD-5 $ 45,000.00 $ 45,000.00 X 1 = $ 45,000.00 2019 TOWMASTER T-12TD $ 9,995.00 $ 9,995.00 X 1 = $ 9,995.00 Equipment Total $ 54,995.00 Equipment Total SubTotal Sales Tax - (9.50%) Total Balance Due $ 54,995.00 $ 54,995.00 $ 5,224.53 $ 60,219.53 $ 60,219.53 Salesperson : X Confidential Accepted By : X ® JOHN DEERE Selling Equipment Quote Id: 20272615 Customer: CITY OF WEST COVINA 2019 BOMAG BW120AD-5 Equipment Notes: Pricing includes: DMV Registration and plates Installation of Flashing 4way Amber lights Delivery to customers yard Hours: 0 Stock Number: Code Description oty BW120 AD-5 48" Asphalt Roller 1 Suggested Price Customer Discounts Customer Discounts Total COASTLINE Equipment Unit $ 45,000.00 Suggested List $ 45,000.00 Selling Price $ 45,000.00 $ 45,000.00 2019 TOWMASTER T-12TD Equipment Notes: Std Features - 24" Diamond Plate Approach Suggested List Std Features - Side Lip Down $ 9,995.00 14 Deck Length - In Feet Selling Price 14 Decking Type - 2" Nominal Oak $ 9,995.00 Stationary Deck - 4' stationary deck wood Deck Height - 22.5" Width - 102" Overall with 82" Deck 2 Axles - 7k E-Z lube Torflex 2 Brakes - Electric 4 Tires - 235/85R x 16-E 4 Wheels - White Mod 1 Jack - 12K Drop Leg Lights - L.E.D. Plug - 7 Pole Rv Hitch/Neck - 2.5" Pintle Ring Trailer Color - Construction Yellow 10 Tie Downs - D-Rings Option - Tool Box Lid DMV Registration and Plates Delivery to customer Hours: 0 Stock Number: Code Description oty Unit Extended TC12 12,000# Tllt Deck trailer 1 $ 9,995.00 $ 9,995.00 Confidential ® JOHN DEERE Selling Equipment Quote Id: 20272615 Customer: CITY OF WEST COVINA Suggested Price Customer Discounts Customer Discounts Total COASTLINE Equipment Confidential 9/3/2019 Sou rcewel I �, 032119-BAI I Sourcewell BOMAG Asphalt, Paving & Specialty Construction Equipment #032119-BAI Maturity Date: 05/13/2023 Products & Services Products & Services ATTACHMENT NO.3 Q Sourcewell contract 032119-BAI gives access to the following types of goods and services: o Road building and maintenance o Asphalt pavers o Tandem rollers Single drum rollers o Reclaimerstabilizers o Asphalt milling machines o High speed embankment compactors o Compaction plates o Tampers o Trench compactors o Sanitary landfill compactors in Become a Member https://www.sourcewell-mn.gov/cooperative-purchasing/032119-bai 1/2 9/3/2019 032119-BAI i Sourcewell Simply complete the online application or contact the Membership Team at membership@sourcewell-mn.gov or 877-585-9706. 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