HomeMy WebLinkAboutA016 - Resolution waiving the City's Purchasing Policy requirement for competitive bidding and awarding a contract to Henderson Products, Inc., of Manchester, IA, for the upfitting of four snowplow trucksITEM #:18
DATE:10-14-25
DEPT:FLEET
SUBJECT:UPFITTING OF FOUR SNOWPLOW TRUCKS FOR PUBLIC WORKS
STREET DIVISION
COUNCIL ACTION FORM
BACKGROUND:
The Streets Division of the Public Works Department has four tandem-axle and six single-axle
snow plow dump trucks, used for street maintenance and snow plowing operations. The four
tandem-axle dump trucks are due for replacement, and the trucks have been received.
The upfitting will consist of a dump body, wing plow, underbody plow, tailgate-mounted
material spreader, pre-wet brine system, hydraulic control system, and a laser wing
plow guide.
Currently, all snowplow trucks in the fleet have been uplifted by Henderson Products .
In discussions with Public Works, it was determined that uniformity in truck
configuration, layout, and operations would be beneficial to the City. There are several
reasons for having uniformity, including the complexity of the systems in use, drivers
rotating between trucks during storms, the maintenance of the trucks, training drivers
on operations, automated vehicle location systems for operational tracking, and
incorporating the installed Optimus B100 systems into the upfit. The City also found
that comparable cities, such as the City of Des Moines and the City of Cedar Rapids,
have single-sourced the upfit of their trucks with Henderson Products.
Staff researched the possibilities of purchasing single source from Henderson Products.
Henderson Products has a cooperative purchasing contract from NPPGov, a service with
which the City is a registered user. The City's Purchasing Division has researched the contract
and found it to be acceptable. City staff also researched whether Henderson Products had
other pricing available with different cooperatives. One alternative was found, but the pricing
was higher than with NPPGov. Due to long lead times for receiving the equipment, it is
anticipated that this work will not take place before Quarter 1 in 2027.
Based on the factors listed above, it has been determined that awarding a contract with
Henderson Products based on the NPPGov pricing is in the best interest of the City. While
going to bid may result in slightly lower pricing, the cost savings would be offset by having
vehicles that are set up differently from others in the City's fleet, reducing operational
efficiency.
Funding for the purchase in the amount of $770,104 is as follows:
Current Escrow Funding: $293,045
Estimated Salvage Value: $102,250
Estimated Escrow Collection before arrival: $351,554
Estimated Department Support (RUT): $ 24,000
TOTAL $770,849
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Due to the long lead time for the upfitting and unknown salvage value, the actual amount of
department support will be finalized in a later budget year.
ALTERNATIVES:
1. Waive the Purchasing Policies and Procedures requirement for competitive bids and
award a contract to Henderson Products, Inc., of Manchester, IA, for the upfitting of four
snowplow trucks in the amount of $770,104.
2. Do not approve the purchase.
CITY MANAGER'S RECOMMENDED ACTION:
Approving this contract to obtain the upfitting of four snowplow trucks will allow the
Streets division to have consistent equipment to deal with snow emergencies in the
City and optimize their operations. Therefore, it is the recommendation of the City Manager
that the City Council adopt Alternative No. 1 as described above.
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