Title
Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: June 25, 2019
SUBJECT: a) Waive the formal bidding process for the new excavators, per Ordinance #2406, Purchasing Code No. 38.4 Cooperative Purchases, with the determination Sourcewell meets the requirements of said Purchasing Code, and b) Authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $187,023.44 for the John Deere 135G excavator and a purchase order not to exceed $89,664.38 for the John Deere 60G excavator to Pape Machinery, Inc.
EXECUTIVE SUMMARY:
The adopted FY 19/20 budgets for the ISF Heavy Equipment Division and the Road Maintenance Division of the Public Works Department includes appropriations for the replacement of one excavator and the purchase of one excavator, respectively. The budgeted amounts and the authorization to purchase these pieces of equipment prior to the adoption of the final County budget was approved by your Board on June 6, 2019.
Staff has utilized Sourcewell, previously known as the National Joint Powers Alliance (NJPA), to secure a price quotation for the excavators. The replacement excavator is a John Deere Model 135G and will be purchased through Budget Unit 9908 - ISF Equipment Replacement for a total price of $187,023.44. This price includes a $23,000 trade-in credit from the supplier. The new excavator is a John Deere 60G with Cab, digging and grading buckets, hydraulic thumb, and auger bits and will be purchased through Budget Unit 3011 - Road Department for a total price of $89,664.38. Both prices include sales tax. Copies of the bids for each piece of equipment is attached.
Recommendation
Staff recommends that the Board of Supervisors: a) waive the formal bidding process for the new excavators, per Ordinance #2406, Purchasing Code No. 38.4 Cooperative Purchases, with the determination Sourcewell meets the requirements of said Purchasing Code, and b) authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $187,023.44 for the John Deere 135G excavator and a purchase order not to exceed $89,664.38 for the John Deere 60G excavator to Pape Machinery, Inc.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $276,687.82
Amount Budgeted
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
The adopted FY 19/20 budgets for the ISF Heavy Equipment Division and the Road Maintenance Division of the Public Works Department includes appropriations for the replacement of one excavator and the purchase of one excavator, respectively. The budgeted amounts and the authorization to purchase these pieces of equipment prior to the adoption of the final County budget was approved by your Board on June 6, 2019.
STAFFING IMPACT (if applicable):
Recommended Action
RECOMMENDED ACTION:
a) Waive the formal bidding process for the new excavators, per Ordinance #2406, Purchasing Code No. 38.4 Cooperative Purchases, with the determination Sourcewell meets the requirements of said Purchasing Code; and b) Authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $187,023.44 for the John Deere 135G excavator and a purchase order not to exceed $89,664.38 for the John Deere 60G excavator to Pape Machinery, Inc.