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RESOLUTION NO. 2014-049 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AMENDING THE FISCAL YEAR 2013-14 EQUIPMENT REPLACEMENT FUND BUDGET AND APPROPRIATING $38,868 TO THE CAPITAL EXPENSES CATEGORY FROM THE AVAILABLE FUND BALANCE AND AWARDING A PURCHASE AGREEMENT IN THE AMOUNT OF $182,768.10 FOR A STREET POTHOLE ASPHALT PATCH TRUCK IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF REQUEST FOR BID NUMBER B02-13/14 (4/5 VOTE REQUIRED)
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
Funds were allocated in the approved Equipment Replacement Fund budget for fiscal year 2013-14 to replace one street pothole asphalt patch truck.
A bid solicitation was prepared by the Purchasing Department to provide the referenced vehicle in compliance with specifications developed for that purpose. The bid was advertised electronically on Planet Bids and was also advertised in the Star News in accordance with Purchasing Rules and Regulations. Three vendors submitted a formal bid response. The lowest bidder, Municipal Maintenance Equipment, Inc., was deemed non responsive. Staff recommends that the bid be awarded to the lowest responsive, responsible bidder, San Diego Freightliner.
The capital Equipment Replacement Fund includes a budget of $143,900 for replacement of the patch truck. The total bid price including taxes is $182,768.10. Staff recommends amending the fiscal year 2013-14 Equipment Replacement Fund budget and appropriating $38,868 to the capital expenses category.
ENVIRONMENTAL REVIEW
This proposed activity has been reviewed for compliance with the California Environmental Quality Act (CEQA) and it has been determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is necessary.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
The approved capital Equipment Replacement Fund for fiscal year 2013-14 authorizes the replacement of a street pothole asphalt patch truck. Technical specifications were prepared by the Fleet Manager, working with responsible staff in the appropriate programs, in order to request bids for the replacement patch truck. Original bid submittals are available in the Purchasing Agent’s office.
The lowest bidder, Municipal Maintenance Equipment, Inc., was deemed non responsive. The bid does not comply with the 180 day delivery requirement and does not comply with the requirement for a rear tail light wig-wag. The delivery date is crucial as one of the two patch trucks is currently out of service. Any needed maintenance or repair work of the second vehicle could far outweigh the small price differential in the bids in addition to causing downtime for the crews.
Staff recommends that the bid be awarded to the lowest responsive, responsible bidder, San Diego Freightliner. The Purchasing Section of the Finance Department concurs in this assessment. The bid by San Diego Freightliner is for a 2015 model truck. Staff has confirmed with the vendor that the 2015 truck is already in production and it will be able to meet the delivery schedule.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently, the 500-foot rule found in California Code of Regulations section 18704.2(a)(1), is not applicable to this decision. Staff is not independently aware, and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. The replacement of the patch truck supports the Strong and Secure Neighborhoods goal as the truck will be used to maintain public streets.
CURRENT YEAR FISCAL IMPACT
The fiscal year 2013-14 capital Equipment Replacement Fund includes a budget of $143,900 for replacement of the patch truck. The amount for this purchase including taxes is $182,768.10, which is a difference of $38,868.10. This action amends the fiscal year 2013-14 Equipment Replacement Fund budget and appropriates $38,868 to the capital expenses category from the available fund balance of $132,374.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact other than preventive maintenance as this is a replacement vehicle and the existing vehicle will be removed from the fleet.