Title
Recommendation to Authorize the Purchase of a John Deere Backhoe in the Amount of $125,400 and Authorize the City Manager to Execute All Necessary Documents. (Public Works 070120)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the Purchase of a John Deere Backhoe in the Amount of $125,400 and Authorize the City Manager to Execute All Necessary Documents
BACKGROUND
The Public Works Department is responsible for the Managed Vehicle and Equipment (fleet) Replacement Program. On May 2, 2006, the City Council adopted Resolution 13951 establishing guiding principles for the management of the City’s fleet vehicles and equipment. The replacement program is based on the City’s fleet replacement criteria, which consider the useful life of vehicles and equipment in terms of age, mileage (hours), and usage. Vehicles and equipment scheduled for replacement are also reviewed and analyzed for safety history and operating performance to determine if it is appropriate to replace a vehicle or piece of equipment at a later date. In addition, vehicles and equipment are reviewed to determine if the minimum use guidelines have been met. As required by the Managed Vehicle Replacement Program, the Public Works Department has reviewed the maintenance repairs and criteria replacement for the backhoe and determined that it warrants replacement.
DISCUSSION
The Public Works Department uses this equipment for infrastructure repairs, asphalt/concrete work, and any other excavation that needs to be done throughout the City of Alameda. This will assist us in work on 100 plus miles of sewer system; 125 miles of storm pipe; 8,600 catch basins, storm drains, and culverts; and 276 outfalls. This equipment will assist us in any emergency situation that arises to place pumps, roadway plates, excavation, and placing shoring to assist in repairs in underground infrastructure.
Reliable and safe equipment is vital to the maintenance of these facilities. The existing 1982 Ford backhoe MSC-77 (34 years old) does not operate reliably due to worn components. In accordance with the City’s vehicle replacement policy, which recommends that vehicles be replaced on a 10-year cycle, the Public Works Department proposes to purchase a backhoe through Pape Machinery. The Department used California Multiple Award Schedules (CMAS) contract, which is a government-to-government procurement service, for the procurement of the equipment. The backhoe cost was originally estimated at $105,000. The CMAS price is $125,982. Pape Machinery is a local John Deere vender and can offer the City the same product and guarantees for $125,400 and will take care of all paperwork involved in registration, taxes, and any permitting of operation of vehicle on City streets (see Exhibit 1).
The Alameda Municipal Code, Subsection 2-61-7, Joint Purchases with Public Agencies, provides authority for the City to use another government agency’s competitive bidding process to purchase materials, supplies, equipment, vehicles, and apparatus, “provided the purchase is the result of competitive bidding or proposal and is made in compliance with the competitive bid or proposal requirements of any participating agency or organization in a manner that is consistent with law.” In order to assure a cost-effective purchase, the Public Works Department proposes to purchase the John Deere backhoe for $125,400, which is the most competitive price. This price includes taxes, delivery charges, and administrative fees. In addition, the backhoe will meet all required air quality regulations and mandates.
FINANCIAL IMPACT
The funds for this piece of equipment are budgeted in the Facilities Fund (Fund 070120). The increase in the estimated cost of the equipment will be covered with existing appropriations. There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
This action involves government fiscal activities which do not involve any commitment to any project which may result in a potentially significant physical impact on the environment and is exempt from the California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines section 15378(b)(4).
RECOMMENDATION
Authorize the purchase of a John Deere backhoe in the amount of $125,400 and authorize the City Manager to execute all necessary documents.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Max Arbios, Acting Public Works Superintendent
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Backhoe Quote