Consideration and Approval of Cooperative Contract:  Purchase of one (1) Caterpillar D5 Dozer for Utilities Wildcat Hill Water Reclamation Plant (Facility) on a National IPA cooperative purchase agreement with the City of Tucson--- Bid #12077 (Approve Agreement with Empire Machinery in the amount of $159,344.48).  

Approve the purchase of one (1) D5 Dozer from Empire Machinery through a National IPA cooperative purchase agreement with the City of Tucson, AZ. for the amount of $159,344.48 (tax and freight included.

The dozer is a critical component to the solids handling operation at the Wildcat Hill Water Reclamation Plant. The equipment warranty and service is supported locally in Flagstaff by Empire Machinery.

The Utilities Division has $177,000 budgeted in its Fleet Capital line item  for the replacement of a dozer at the Facility this fiscal year.  $147,308 is in Account #203-08-311-1116-0-4402 and the balance from account #203-08-311-1116-0-4364.

Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.

No

1) Accept City of Tucson's cooperative purchase agreement with Empire Machinery as the lowest responsive, responsible bidder.
2) Conduct our own competitive bid process.
3) Continue to use the existing dozer.

Utilities uses a dozer at the Wildcat facility to land inject waste water byproducts. As part of the operation, the dozer drags an injection hose behind it and spreads the byproducts across the fields adjacent to the waste water treatment area.  This process is the method Flagstaff uses to process and dispose of this material. 

The equipment being replaced is a 1980 John Deere 450C dozer.  According to fleet records, this dozer has met the age criteria but not the hours criteria for replacement. It is in backup status and used very sparingly.  Because of its age and maintenance record, it has become unreliable for the intended service. The current front line dozer, which is a 1997 John Deere 450G with 12,301 hours, will move to back up status. The new machine, a Caterpillar D5, is an upgrade because Utilities intends to add the operation of tilling the soil to enhance the injection process.  The dozer was presented to the Fleet Committee and approved for replacement with funds from Utilities fleet capital line item. The equipment is necessary to the daily operations at the Facility during several months of the year.  During the winter months, it is used sparingly depending on weather.

The Utilities Division has $177,000 budgeted in its Fleet Capital line item for the replacement of a dozer at the Facility this fiscal year. Given the type of work the dozer does and because of its age, a refurbish of this machine would be difficult because of obsolete parts and its overall condition would be too expensive to fix. Trade-in value for the dozer is $5.000.  With the purchase of the new machine and the potential refurbish of the current frontline machine, Utilities will be set for operational equipment and dependable back up equipment at the Facility for many years to come.

Community benefits include continued consistent, quality, and dependable customer service from the Facility.

Inform

Option 1. Accept City of Tucson's cooperative purchase agreement with Empire Machinery as the lowest responsive, responsible bidder.

Option 2. Conduct our own competitive bid process.

Option 3. Continue to use the existing John Deere as the back-up dozer.