6.A.
City Council Meeting - FINAL
- Meeting Date:
- 03/02/2021
- From:
- Scott Overton, Streets Section Director
Information
TITLE:
Consideration and Approval of a Cooperative Purchase Contract: To purchase one (1) 2020 Weiler Paver P385B PVR Asphalt Paver from Caterpillar, Inc through a cooperative purchase contract with the City of Tucson Procurement Department #161534-01 in the amount of $193,085.00 plus sales tax $17,185.00 for a total of $210,270.00.
STAFF RECOMMENDED ACTION:
Approve the equipment purchase for one (1) 2020 Weiler Paver P385B PVR Asphalt Paver from Caterpillar, Inc in the amount of $193,085.00, plus applicable taxes, for a total of $210,270.00 through cooperative purchase contract #161534. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Public Works - Streets Section is responsible for the ongoing maintenance of our local transportation network. One of our responsibilities is to maintain asphalt road surfaces for a satisfactory travel condition. At times, road sections will need repair as a result of deteriorating conditions and weather impacts. The Asphalt Paver is a piece of equipment used in the re-paving process and is essential in repairing the road surface.
Financial Impact:
This equipment purchase was approved in the 2020-2021 budget and is funded with Highway User Revenue Funds (HURF) Acct# 040-060-161-0614-6-4402 for a budgeted amount of $220,000.00.
Policy Impact:
Public Works - Streets Section is responsible for daily activities and the timely response to all concerns as they relate to our transportation infrastructure. Response to events is critical to maintain the safest travel possible on city streets. Our asphalt crew and good quality equipment are essential in the timely repair or road damage. This unit is being considered as a replacement of an existing laydown paver which has met milestone requirements for replacement. This action has been recommended and approved by the Fleet Management Committee and was included in the 2020-2021 budget. Our community desires a strong relationship to our transportation infrastructure and its maintenance expectations. This piece of equipment will enable the Streets operations to provide necessary repairs in a timely fashion with cost savings to the taxpayer by maintaining our roads prior to catastrophic failures.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-model transportation system.
Has There Been Previous Council Decision on This:
No
Options and Alternatives:
1. Approve this Cooperative Purchasing Contract with Caterpillar, Inc through the Cooperative Purchase Contract No. 161534.
2. Forego the purchase of a new Asphalt Compactor which would require the City to continue to utilize existing equipment and best practices. Rental equipment was investigated and is not available with this equipment request.
3. Contract all small and medium paving project work. Our local contractor availability is limited and is currently utilized to complete our large and very large overlay projects each season. The work program scaled for the requested equipment is suited for utility patching, skim patch and small or medium sized areas that are not programmed into the summer overlay program. The timely response and ability to self-perform sections is essential for impromptu repairs or smaller sections in which mobilization costs would be higher.
2. Forego the purchase of a new Asphalt Compactor which would require the City to continue to utilize existing equipment and best practices. Rental equipment was investigated and is not available with this equipment request.
3. Contract all small and medium paving project work. Our local contractor availability is limited and is currently utilized to complete our large and very large overlay projects each season. The work program scaled for the requested equipment is suited for utility patching, skim patch and small or medium sized areas that are not programmed into the summer overlay program. The timely response and ability to self-perform sections is essential for impromptu repairs or smaller sections in which mobilization costs would be higher.
Background and History:
The City of Flagstaff Streets team self performs many road way repairs when found to be reasonable in scope or in emergency response. Proper roadway compaction is essential in delivering a quality repair.
The Public Works division worked with the Procurement section to find the best value for the asphalt paver needed for the Streets section. By utilizing a City of Tucson contract with Empire Southwest, LLC, we were able to get a reasonable price for the intended purchase in a cooperative contract.
The Public Works division worked with the Procurement section to find the best value for the asphalt paver needed for the Streets section. By utilizing a City of Tucson contract with Empire Southwest, LLC, we were able to get a reasonable price for the intended purchase in a cooperative contract.
Key Considerations:
Throughout the winter season Streets responds to thousands of pothole reports. Freeze thaw cycles, rains and traffic all contribute to the degradation of our transportation infrastructure. These typical winter effects are a significant source of citizen concerns. We respond with a winter patch product but follow up is required to prolong road life as best as possible. The citizen involvement is vocal and consistent in the desire to repair these areas as quickly as possible. Quality repairs and timely patching reduces the damage to road infrastructure and possible damage to personal property and the traveling public.
Community Benefits and Considerations:
This equipment purchase was approved in the FY20 budget and is funded with Highway User Revenue Funds (HURF) Acct# 040-060-161-0614-6-4401 for a budgeted amount of $280,000.00. The existing unit a 1998 Leeboy Paver S3-069 to be replaced will be returned to Fleet Services for final status, it is likely that this unit will be sold at auction.
Community Involvement:
The recent efforts of the Road Repair Street Safety program have advanced major overlay projects and it will be imperative that we maintain the investment as best as possible. The policy implication is that this purchase and equipment supports the mission to provide a high level of asphalt maintenance protecting our community’s infrastructure investment. Procurement of this piece of equipment is with a local vendor using a cooperative purchasing agreement. In addition to the best pricing, we also have a good service relationship with local maintenance professionals that will respond quickly if issues should occur with this equipment.
Expanded Options and Alternatives:
Throughout the winter season, the City of Flagstaff Streets team responds to and is proactive in the many pothole reports we receive from throughout the City. Daily freeze-thaw cycles, heavy rains, and heavy traffic patterns all contribute to the degradation of our transportation infrastructure, with the effects of winter being a significant source of citizen concern. Permanent repairs made by the asphalt crew and paver result in a good repair and will protect the roadway from further damage. Larger sections and utility repairs can also be accomplished with the paver equipment.
Attachments
- Paver Information
- COF Cooperative Contract
- Exhibit A - Quote
- Exhibit B - City of Tucson Contract
- Exhibit B - COT contract renewal