Report to Mayor and City Council
Tuesday, May 07, 2019
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A PURCHASE ORDER TO DEERE & COMPANY FOR THE PURCHASE OF A JOHN DEERE TRACTOR IN THE AMOUNT OF $43,423.96 FOR THE PUBLIC WORKS DEPARTMENT (CITY COUNCIL)
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I. SUMMARY
Staff recommends the City Council approve a Purchase Order through Sourcewell, formerly known as National Joint Powers Alliance (NJPA) to Deere & Company in the amount of $43,423.96 for the purchase of a new 3046R Utility Tractor.
The front loader tractor is used by the Grounds and Landscape crew on a regular basis to perform various park maintenance activities such as loading and transporting soils/sand for planters and playgrounds, cleaning fill dirt to address safety concerns on large playing field areas, grading uneven terrain, replenishing brick dust to baseball diamond surfaces and decomposed granite to walking paths, and on occasion removing large items illegally dumped on park grounds. The current equipment has reached the end of its useful life and is in need of replacement.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the purchase of a 3046R Utility Tractor to Deere & Company in the amount of $43,423.96.
2. AUTHORIZE the Purchasing Manager to utilize cooperative purchasing, pursuant to Carson Municipal Code Section 2611 (g), and issue a purchase order in the amount of $43,423.96 for the purchase of one 3046R Utility Tractor.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate.
IV. BACKGROUND
The Public Works Department maintains a fleet of vehicles that are used throughout the City. The City’s Grounds and Landscape division is responsible for providing maintenance to all City-owned facilities which include City Hall, the Community Center, Corporate Yard, 12 standard parks and 4 mini parks. These facilities total more than 80 acres.
The front loader tractor is vital to the success of Grounds and Landscaping day-to-day operations because of its many uses. The current unit #790 is a 1998 New Holland Diesel powered front loader tractor that has a significant amount of wear and tear, has reached the end of its useful life and is recommended for replacement in an ongoing effort to sustain fleet reliability.
During the past three years, this unit has been down for repairs approximately 16 months. Replacing vehicles and equipment at the end of their useful life helps ensure safety and also reduces downtime. Staff has researched and also spoken to multiple vendors regarding alternative fuel options for this type of equipment but the construction, agricultural and turf industry standards all point to diesel powered units.
Pursuant to Section 2611(g) of the Carson Municipal Code, the City may, through the Purchasing Manager, purchase equipment without complying with the bidding requirements of Section 2610 if the equipment is purchased through cooperative purchasing. For this purchase of a front loader tractor, staff recommends cooperative purchasing through Sourcewell. The Purchasing Manager has determined that Sourcewell’s competitive bidding or proposal process meets the requirements of Carson Municipal Code Section 2611(g).
Sourcewell, formerly known as National Joint Powers Alliance (NJPA) is a municipal contracting agency that was established to allow participating municipalities to reduce the cost of procurement by leveraging the benefits of contract purchasing. All Sourcewell bid contracts are competitively solicited nationally reviewed and then awarded by the Sourcewell Board of Directors. The Sourcewell quote was prepared for the City on March 7, 2019 to replace existing unit #790 with a 3046R John Deere Utility Tractor/Loader.
The City of Carson will save approximately $8,703.70 by taking advantage of their Sourcewell membership (#38521). Staff contacted the only local vendor (Herc Rentals, Inc.) but was unable to secure a quote.
The City Attorney’s Office has recently provided direction to Public Works staff that straightforward vehicle and equipment purchases sans any subsequent maintenance services are sufficiently covered by the City’s Purchase Order agreement and no contract is required.
If this item is approved, the existing equipment will be surplused once the new equipment is received.
V. FISCAL IMPACT
Funds for this item were not allocated in the FY 2018/19 budget; however, staff has adjusted its operation and maintenance budget so that the department is able to absorb the cost this fiscal year in Account No. 101-80-840-105.
VI. EXHIBITS
1. Vendor Quote and Equipment Specifications (pgs. 4 - 9)
2. 3046R Tractor (pg. 10)
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Prepared by: John Martinez, Parks Maintenance Supervisor