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7.D.
City Council Meeting - FINAL
Meeting Date:
11/19/2019
Co-Submitter:
Emily Markel
From:
Amy Hagin, Public Works - Parks Manager

Information

TITLE:

Consideration and Approval through a Cooperative Purchase Contract:  To purchase one (1) 2019 Caterpillar 416F2 4ECP Backhoe Loader Standard Equipment

STAFF RECOMMENDED ACTION:

  1. Approve the equipment purchase for one (1) 2019 Caterpillar 416F2 4ECP Backhoe Loader Standard Equipment from Empire Machinery through a cooperative purchase contract #161534 in the amount of $115,198.00; and
  2. Authorize the City Manager to execute the necessary documents.

Executive Summary:

Public Works - Parks Section is responsible for the operations at the Citizens Cemetery. Staff also perform digging operations at a private cemetery nearby (Calvary), resulting in over 150 digs per calendar year.  Response to burial services is critical to maintaining customer service and expectations at the cemetery 365 days of the year. This equipment purchase will enable the existing cemetery backhoe to be utilized onsite as a backup during equipment maintenance as well as for the composting operation located in the cemetery storage yard. 

Financial Impact:

This equipment purchase is budgeted in the fiscal year 2019-2020 budget and is funded with Rolling Stock Fleet in Account 001-06-155-0571-5-4401 for a budgeted amount of $115,000.00. The additional necessary $198.00 for the purchase will be funded through account 001-06-155-0571-5-4313.

Policy Impact:

Burial operations are the core services the staff at Citizen's Cemetery perform.  Equipment and operators perform interments and exhumation upon request at the City's Citizens Cemetery and the privately owned Calvary Cemetery.  Scheduling of the digging requires knowledge and consideration of cultural and other considerations which can require staff to respond in as little as 24 hours. Reliable equipment is essential to meeting the expectations of the public and this purchase will ensure staff is able to continue providing a high level of customer service.

Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:

Team Flagstaff Strategic Plan - Strategic Priority #1 - Provide Exceptional Customer Service

Has There Been Previous Council Decision on This:

No.

Options and Alternatives:

  1. Approve the equipment purchase for one (1) 2019 Caterpillar 416F2 4ECP Backhoe Loader Standard Equipment from Empire Machinery through a cooperative purchase contract #161534 in the amount of $115,198.00;
  2. Do not approve the purchase; or
  3. Direct staff to re-evaluate the procurement and return with alternatives of new direction.

Background and History:

N/A

Key Considerations:

The purchase of this equipment is critical for Public Works - Parks to perform operations at the Citizens Cemetery and for the private cemetery (Calvary).

Community Benefits and Considerations:

This equipment purchase was included in the fiscal year 2019-2020 budget allocation and is funded in account 001-6-155-0571-5-4401 with a budgeted amount of $115,000.  The additional necessary $198.00 for the purchase will be funded by account 001-06-155-0571-5-4313.

Community Involvement:

On an annual basis the Citizens Cemetery in conjunction with the private cemetery (Calvary) performs in upwards of 150 burial services.  Parks staff utilize equipment and perform burial services any day of the week with the expectation of excellent customer service and in a timely fashion.  Housing onsite capable equipment is vital to this operation. 

Expanded Options and Alternatives:

N/A

Attachments