Report Prepared by: Ken F. Elwin, PE, Director of Public Works
Title
SUBJECT: Approve the Purchase of Parts, Equipment, and Supplies as Necessary for Public Works Fleet Maintenance and Operations Through June 30, 2025
REPORT IN BRIEF
Considers approving the purchase of various parts, equipment, and supplies for Public Works maintenance and operations for Fiscal Year 2024/2025.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.4.210 for annual supplies and services; and,
B. Approving the purchase up to $100,000 with C&R Royal SVC, Inc., through June 30, 2025; and,
C. Approving the purchase up to $110,000 with Fisher Scientific through June 30, 2025; and,
D. Approving the purchase up to $200,000 with Golden State Emergency Vehicle through June 30, 2025; and,
E. Approving the purchase up to $70,000 with Harrison’s Collision Repair, Inc., through June 30, 2025; and,
F. Approving the purchase up to $60,000 with Harvest Technology LLC through June 30, 2025; and,
G. Approving the purchase up to $200,000 with Horizon Distributors through June 30, 2025; and,
H. Approving the purchase up to $45,000 with Hydrologics through June 30, 2025; and,
I. Approving the purchase up to $85,000 with Jorgensen & Sons, Inc., through June 30, 2025; and,
J. Approving the purchase up to $40,000 with Meister Sealcoat & Supplies LLC through June 30, 2025; and,
K. Approving the purchase up to $275,000 with PrivITation Consulting Corp through June 30, 2025; and,
L. Approving the purchase up to $50,000 with RDO Equipment Co. through June 30, 2025; and,
M. Approving the purchase up to $60,000 with Rockwell Engineering & Equipment Co through June 30, 2025; and,
N. Approving the purchase up to $65,000 with Seal Analytical through June 30, 2025; and,
O. Approving the purchase up to $250,000 with Schoettler Tire through June 30, 2025; and,
P. Approving the purchase up to $60,000 with Shape Incorporated through June 30, 2025; and,
Q. Authorizing the City Buyer to issue the Purchase Orders.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions 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
City of Merced Charter Section 3.04.210 - Exemptions from Competitive Bidding:
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000.00), the "bidding threshold”, may be waived with the approval of the city council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the 2024-25 Adopted Budget.
DISCUSSION
The City of Merced Public Works Department utilizes multiple vendors for the purchase of various parts, equipment, materials, supplies, and limited services. These supplies and services are essential to daily operations and may be for ongoing maintenance, unforeseen repair work, or in response to an accident that damages City infrastructure.
At the July 1, 2024 Council meeting, Council approved waiving competitive bidding and approving the purchase of various parts, equipment, and supplies for Public Works maintenance and operations for Fiscal Year 2024/2025, including some of the vendors listed within this report (ATTACHMENT 1). As the year has progressed, staff’s initial estimate of expenses has been revised to anticipate expenses through June 30, 2025.
Listed below are typical parts, supplies, materials, and services purchased from each vendor:
Multiple Divisions:
• Harrison’s Collision Repair, Inc. (not on previous report; requesting $70,000)
o Vehicle repair and parts installation (amount includes purchases combined with other City departments, such as Police).
• Horizon Distributors (increase amount from $115,000 to $200,000)
o Irrigation and landscape equipment, materials, and supplies.
• Jorgensen & Sons, Inc. (increase amount from $70,000 to $85,000)
o Fire extinguisher replacement, maintenance, and annual inspections (amount includes purchases combined with other City departments, such as Fire and Airport).
Facilities Division:
• PrivITation Consulting Corp (increase amount from $120,000 to $275,000)
o HVAC automation, repair, and related services.
Fleet Division:
• C&R Royal SVC, Inc. (increase amount from $90,000 to $100,000)
o Vehicle parts (filters, windshield wipers, etc.), oils/lubricants, and other consumables for the continued maintenance of City vehicles and equipment.
• Golden State Emergency Vehicle (increase amount from $150,000 to $200,000)
o Vehicle parts and vehicle repair/parts installation services.
• RDO Equipment Co. (not on previous report; requesting $50,000)
o Stump grinder equipment, parts and supplies.
• Schoettler Tire (increase amount from $200,000 to $250,000)
o Tires for various vehicles and equipment.
Streets Division:
• Meister Sealcoat & Supplies LLC (not on previous report; requesting $40,000)
o Crack fill materials for roadway repairs.
Water/WWTP Divisions:
• Fisher Scientific (increase amount from $60,000 to $110,000)
o Laboratory equipment and supplies.
• Harvest Technology LLC (not on previous report; requesting $60,000)
o WWTP equipment parts and repairs.
• Hydrologics (not on previous report; requesting $45,000)
o Certified filters for Water Department No-DES truck.
• Rockwell Engineering & Equipment Co (not on previous report; requesting $60,000)
o Sewer lift station pump replacement equipment and repairs.
• Seal Analytical (not on previous report; requesting $65,000)
o Laboratory equipment and supplies.
• Shape Incorporated (not on previous report; requesting $60,000)
o Sewer lift station parts and repairs.
Any purchase order issued for services will include a provision on the purchase order requiring the vendor to provide a valid quote delineating costs for services and related supplies to complete the work.
The Public Works Department is requesting Council waive competitive bidding requirements to allow for the continued purchase of various parts, equipment, materials, supplies and services used in ongoing Public Works maintenance and operations.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed. Funding is available within the Fiscal Year 2024-25 budget.
ATTACHMENTS
1. PW Admin Report July 1, 2025