Memorandum
Date: July 14, 2021
To: The Honorable Bruno Sabatier, Chair, Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: Approve a Purchase Order for the Purchase of a John Deere Excavator for County Road Maintenance, and authorize the Public Works Director/Assistant Purchasing Agent to sign the Purchase Order
Executive Summary: (include fiscal and staffing impact narrative):
The adopted FY 21/22 budget for the ISF Heavy Equipment Division of the Public Works Department includes an appropriation for the replacement of one excavator. 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 9, 2021.
The vendor (Pape’ Machinery) for this purchase has utilized Sourcewell, previously known as the National Joint Powers Alliance (NJPA), to secure a price quotation for the excavator. The replacement excavator is a John Deere Model 60G with Cab, digging and grading buckets, hydraulic thumb, and pads for operating on pavement, and will be purchased through Budget Unit 9908 - ISF Equipment Replacement for a total price of $84,620.25, which includes sales tax and delivery. A copy of the proposal is attached. You will note that the proposal includes an optional trade-in of a backhoe currently in the fleet, and staff is comparing this option against selling the equipment at auction. Due to this uncertainly, staff is recommending approval at a “not to exceed” price, which will likely be reduced or offset by the trade-in or sale of the backhoe.
The use of Sourcewell meets the requirements of Ordinance #2406, Purchasing Code No. 38.4 Cooperative Purchases. As an authorized retailer of John Deere products, the vendor is granted authority to utilize pricing through their contract with Sourcewell, and their proposal reflects the Sourcewell Contract number. We have also included a copy of the contract between Sourcewell and John Deere, and all terms and conditions will be followed
Recommendation
Staff recommends that the Board of Supervisors authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $84,620.25 for the purchase of a John Deere 60G excavator to Pape Machinery, Inc.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action:
Staff recommends that the Board of Supervisors authorize the Public Works Director / Assistant Purchasing Agent to issue a purchase order not to exceed $84,620.25 for the purchase of a John Deere 60G excavator to Pape Machinery, Inc.