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7.C.
City Council Meeting - FINAL
Meeting Date:
02/21/2023
Co-Submitter:
Emily Markel
From:
Troy Dagenhart, Water Services Supervisor

Information

TITLE:

Consideration and Approval of Contract:  Approve the Cooperative Purchase Contract with RDO Equipment Co. in the amount of $246,933.89 for the purchase of a 2023 John Deere 444P Front Loader.

STAFF RECOMMENDED ACTION:

  1. Approve the Cooperative Purchase Contract with RDO Equipment Co. in the amount of $246,933.89 for the purchase of a 2023 John Deere 444P Front Loader; and
  2. Authorize the City Manager to execute the necessary documents.

Executive Summary:

The Cooperative Purchase Contract would provide a replacement unit because the front loader currently being used requires repairs beyond the value of replacement as determined by Fleet. This is critical piece of equipment that performs multiple functions throughout the facility. A front loader is necessary to perform solids handling operations, remove community material that has been dewatered from the drying beds process for disposal, and to help with snow removal operations. Additionally, the new front loader will have the added capability to add multiple attachments, such as the fork-lift attachment included in the purchase. This fork-lift attachment will allow staff to move heavy loads beyond the existing forklift rating. This is a regular need and the purchase will avoid future costs of a rental forklift with the necessary capacity.

Financial Impact:

The current front loader is at the end of its life, with extensive repair needs. There is $120,000 allocated to repairs of the old front loader in FY23 budget from 203-08-311-1115-0-4313 (later determined by fleet for replacement, due to its age and critical function needs). The balance of the cost of the new front loader will be from project savings in the Rio de Flag WRP Bar Screen repair Acct.# 203-08-375-3217-0-4421.

Policy Impact:

No Impact.

Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:

Priority Based Budget Key Community Priorities and Objectives
Environmental Stewardship - Promote, protect and enhance a healthy sustainable environment and its natural resources
Safe and Healthy Community - Ensure the built environment is safe through the ise of consistent standards, rules and regulations and land use practices.
Sustainable, Innovative Infrastructure - Deliver outstanding services to residentsthrough a healthy,well maintained infrastructure system.
Carbon Neutrality Plan
CR-2 Strengthen existing community systems to create resilience to both short term and long term change.
HS-4 Improve the resilience of public infrastructure and City facilities
Regional Plan
Goal WR.5. Manage watersheds and stormwater to address flooding concerns.
Goal PF.1. Operational. Policy PF.1.2.Allocate available public resources necessary for the City and
County to prepare and adapt for natural and human-caused hazards so that all
government operations support community resiliency.

Has There Been Previous Council Decision on This:

There has been no previous Council decision on this item.

Options and Alternatives:

  1. Approve the Cooperative Purchase Contract with RDO Equipment Co.; or 
  2. Do not approve the Cooperative Purchase Contract and direct staff to conduct a separate procurement for the necessary equipment. This option is not recommended by staff.

Background and History:

The City will be using the John Deere Construction Retail Sales Cooperative Purchase Contract #032119-JDC with Sourcewell to purchase the 2023 John Deere 444P Front Loader. RDO Equipment Co is an authorized retailer of John Deere equipment under that Cooperative Purchase Contract. This cooperative will ensure better pricing for the equipment.

Key Considerations:

This purchase gives the City the ability to conduct critical operations without a disruption in service. The City uses a front loader 237 days out of 365 days of the year. Without this purchase, the City would have to rent a a front loader for an estimated cost of $8,000 – $10,000 monthly (approx. $72,000 / year in rental fees).

Community Involvement:

This front loader could also be used in other areas, such as, assisting Stormwater with storm water mitigation during emergency flooding.

Attachments