HomeMy WebLinkAbout09 - CC-9 - Authorize the Use of Sourcewell's Nation - 6/1/20211
CITY COUNCIL AGENDA REPORT
MEETING DATE: JUNE 1, 2021 ITEM NUMBER: CC-9
SUBJECT: AUTHORIZE THE USE OF SOURCEWELL’S NATIONAL COOPERATIVE
AGREEMENT WITH NATIONAL AUTO FLEET FOR THE PURCHASE OF
TWENTY (20) ALLMAND PORTABLE LIGHT TOWERS
DATE: MAY 25, 2021
FROM: PUBLIC SERVICES DEPARTMENT/MAINTENANCE SERVICES
DIVISION
PRESENTATION
BY:
RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION
CONTACT:
MIKE TUCKER
MAINTENANCE SUPERINTENDENT
(714) 327-7473
RECOMMENDATION:
Staff recommends that the City Council:
1. Authorize the use of Sourcewell’s (formerly National Joint Powers Alliance)
National Cooperative Agreement No. 120716-NAF with National Auto Fleet Group
for the purchase of twenty (20) Allmand GR Series portable light towers; and
2. Authorize the purchase of twenty (20) Allmand GR Series portable light towers for
$207,439.20 through National Auto Fleet Group. Funding from the Parks General
Fund Program savings will be transferred to the Equipment Fund to purchase
these lights.
BACKGROUND:
The use of portable lights has been a continued necessity for the City to conduct youth
programs and special events throughout the year. Staff continually provides portable light
towers to parks and recreational areas throughout the City. The Public Services Department
is responsible for maintaining twenty-six (26) light towers of which only twelve (12) units are
currently operational. These portable light towers are used for temporary sporting and
special events lighting. The Parks and Community Services Department has identified the
need for additional units at eight field locations throughout the City.
ANALYSIS:
The majority of the City-owned portable light towers are older models that have been
discontinued, and the acquisition of parts and support services for these older portable light
towers has been challenging to repair. The City’s current fleet of light towers have endured
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faulty circuit breakers and frequent engine control problems. The overall condition of these
units is poor due to their high exposure to weather elements.
The procurement of twenty (20) additional portable light towers will supplement the City’s
fleet and will contribute in reliably illuminating facilities that require lighting for City
recreational events. Staff researched various units and determined that the Allmand GR
Series portable light towers are the most cost effective option for replacement.
Without access to portable light towers, the City would not be able to provide the
necessary lighting and safety for the community to participate in youth programs
throughout the year. In order to meet current and future demands in an efficient and
fiscally prudent manner, staff requests the approval of the aforementioned portable light
tower purchase.
Purchasing these twenty (20) Allmand GR Series portable light towers through
Sourcewell meets all requirements set forth in the City of Costa Mesa’s Purchasing Policy
and all requirements set forth by the State of California in regards to regional cooperative
purchasing agreements. The National Joint Powers Association (NJPA) established an
approved vendor list following a nationwide competitive bid process. This process
confirms that the City still receives the lowest available pricing, and meets the competitive
bid process requirements.
The Sourcewell quote is included as Attachment No. 1, and the specifications of this
portable light tower are shown in Attachment No. 2.
ALTERNATIVES CONSIDERED:
The City Council could choose not to authorize the use of the national cooperative
agreement with National Auto Fleet Group. This will require staff to initiate a formal
bidding process, which will take significantly more time to complete. However, formal
bidding may not result in lower prices than the proposed Sourcewell pricing.
FISCAL REVIEW:
The Sourcewell purchase quote of $207,439.20 includes all parts and equipment for the
procurement and delivery. Funding will be through Program savings realized due to
closure of programs and events during the pandemic and fiscally prudent practices in the
operating budget of the Parks and Community Services Department during Fiscal Year
2020-21. Staff proposes a current fiscal year transfer from the Parks and Community
Services General Fund budget from account 501300-101-14300-40233 and transfer to
Public Services Equipment Replacement fund account 590504-601-19500-50920.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and approves it as to form.
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CITY COUNCIL GOALS & PRIORITIES:
In 2021, the City Council adopted a list of goals and priorities. This project works toward
achieving the following City Council goals:
“Strengthen Public Safety and Keep the Community Safe.”
“Maintain and Enhance the City’s Infrastructure, Facilities, Equipment, and
Technology.”
CONCLUSION:
Staff recommends that the City Council:
1. Authorize the use of Sourcewell’s (formerly National Joint Powers Alliance)
National Cooperative Agreement No. 120716-NAF with National Auto Fleet Group
for the purchase of twenty (20) Allmand GR Series portable light towers; and
2. Authorize the purchase of twenty (20) Allmand GR Series portable light towers for
$207,439.20 through National Auto Fleet Group. Funding from the Parks General
Fund Program savings will be transferred to the Equipment Fund to purchase
these lights.
MIKE TUCKER RAJA SETHURAMAN
Maintenance Superintendent Public Services Director
CAROL MOLINA KIMBERLY HALL BARLOW
Finance Director City Attorney
ATTACHMENTS: 1. Sourcewell Purchase Quote (No. 120716-NAF)
2. Allmand GR Series Portable Light Tower Specifications
$77$&+0(17
$77$&+0(17