Report Prepared by: Cosmo Ordunez, Public Works Manager-Internal Services
Title
SUBJECT: Approval to Purchase One (1) New Asphalt Zipper 480Xi Gen 8 with Accu-Trak Wheel Assist, and Necessary Attachment Equipment, from Asphalt Zipper in the Amount of $296,577.94 for the Streets Division
REPORT IN BRIEF
Considers approving the purchase of one (1) new Asphalt Zipper 480Xi Gen 8 with Accu-Trak Wheel Assist, and necessary attachment equipment, in the amount of $296,577.94. Staff has identified the need to add this piece of equipment, which will assist in the Street Division’s operation through the cost savings of a government procurement program (H-GAC).
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 and authorizing the purchase to be made with a cooperative purchase agreement through H-GAC, a government procurement program; and,
B. Approving the purchase of one (1) new Asphalt Zipper 480Xi Gen 8 with Accu-Trak Wheel Assist, and Necessary Attachment Equipment in the amount of $296,577.94 from Asphalt Zipper, through H-GAC contract #SM10-20 Street Maintenance Equipment; and,
C. Authorizing the City Manager to execute any necessary documents for the purchase specified above; and,
D. Authorizing the issuance of the Purchase Order, and approval of change orders not to exceed 10% of the total purchase price.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Municipal Code Section 3.04.210 - Exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the FY 25/26 Adopted Budget.
DISCUSSION
Houston-Galveston Area Council (H-GAC) offers an equipment/vehicle purchase program to government entities nationwide; specifications are created, and Request for Bids are sought by H-GAC for a wide variety of equipment used by local governments. As a result of the nationwide scope of these programs, the City is able to purchase specialized equipment for much less than the more traditional method of creating specifications and soliciting bids in-house.
Over the last several years, the City has purchased a variety of equipment not provided by local vendors including, street sweepers, leaf trucks, fire trucks, refuse trucks, etc. through the H-GAC government procurement program with great success.
Buying these vehicles directly through this outside program requires waiving the City’s competitive bid requirements. In addition to cost savings, purchasing directly from H-GAC allows the City to standardize equipment, which is a desire of the Fleet Services Division. Purchasing an Asphalt Zipper will significantly enhance the Street Division’s ability to perform efficient and cost-effective pavement repairs by reducing reliance on outside contractors. This investment will also improve response times and extend the service life of city streets through more consistent and timely maintenance.
The Public Works Department, Fleet Services Division, is requesting Council authorize the purchase of one currently budgeted Asphalt Zipper 480Xi Gen 8 with Accu-Trak Wheel Assist, and necessary attachment equipment, utilizing the nationwide government procurement service H-GAC via the vendor Asphalt Zipper.
The listed vehicle to be purchased is budgeted in the FY 2025/26 adopted budget as an acquisition through Fund 2031-Measure “C” Public Works. The vehicle requested for purchase in this report will meet the California Air Resources Board (CARB) Tier IV final clean air vehicle pollution rating.
Section 3.04.210 of the Merced Municipal Code provides that the City Council can approve a waiver of the City’s competitive bidding requirements when such purchases are made pursuant to cooperative purchasing in conjunction with other governmental entities.
Staff requests waiving the bidding requirements in order to significantly enhance the Street Division’s ability to perform efficient and cost-effective pavement repairs by reducing reliance on outside contractors.
IMPACT ON CITY RESOURCES
The equipment was approved in the FY 2025/26 adopted budget under Fund 2031-Measure “C” Public Works (Roads) in the amount of $300,000. The total purchase price of the Asphalt Zipper is $296,577.94, plus a 10% contingency for a total amount not to exceed $326,235.73. The additional funding of $26,235.73, if needed, will be paid through Fund 3001-Steets & Lights Maintenance.
ATTACHMENTS
1. Asphalt Zipper Quote
2. H-GAC Certificate of Membership
3. H-GAC Solicitation and Contract Documents