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Home My WebLink AboutAgenda Report - November 15, 2016 B-05 SMTM CITY OF LODI COUNCIL COMM UNICATION AGENDA ITEM 8••5 AGENDA TITLE: Adopt Resolution Authorizing City Manager to Waive the Bid Process and Purchase One John Deere 524K -II Loader Tractor for White Slough Water Pollution Control Facility, from Pape' Machinery, of French Camp, Utilizing California Multiple Award Schedule Contract No. 4-08-23-0022A ($143,799) MEETING DATE: November 15, 2016 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to waive the bid process and purchase one John Deere 524K -II loader tractor for White Slough Water Pollution Control Facility, from Pape' Machinery, of French Camp, utilizing California Multiple Award Schedule Contract No. 4-08-23-0022A, in the amount of $143,799. BACKGROUND INFORMATION: White Slough Water Pollution Control Facility (WSWPCF) currently utilizes a 1995 John Deere loader unit 04-040, as shown in Exhibit A, to assist with biosolids handling within the sludge lagoon system. In Fiscal Year 2008/09 the loader (then utilized by the Streets Division) was scheduled for replacement. The Public Works Department repurposed the loader by assigning the vehicle to WSWPCF for handling biosolids being generated by the City's newly commissioned Biosolids Processing Facility. Though the loader is undersize for this specific duty, the vehicle reassignment allowed the City to defer the cost of a new loader for eight years. During this eight year period, the Wastewater Utility spent $20,587 on maintenance and repairs, creating an overall savings for the Wastewater Utility. The 21 year-old vehicle has reached its useful life and is being recommended for replacement with a loader that is more suitable for biosolids handling. Per Lodi Municipal Code §3.20.045, State and Local Agency Contracts, the bidding process may be waived when it is advantageous for the City, with appropriate approval by City Manager and City Council, to use contracts that have been awarded by other California public agencies, provided that their award was in compliance with their formally -adopted bidding or negotiation procedures. Staff recommends purchase of the John Deere 524K -II Loader (Exhibit B) utilizing the California Multiple Award Schedule Contract No. 4-08-23-0022A. FISCAL IMPACT The purchase of the new, appropriately sized loader will increase production and efficiency of biosolid handling WSWPCF while reducing maintenance and repair costs. APPROVED: - walpauer, City Manager R:\GROUP\ADMIN\Council\2016\11-19-2016\Loader\Front Loader -2016 Council Corrnnk 3 doc 11/3/16 Adopt Resolution Authorizing City Manager to Waive the Bid Process and Purchase One John Deere 524K -Il Loader Tractor for White Slough Water Pollution Control Facility, from Pape' Machinery, of French Camp, Utilizing California Multiple Award Schedule Contract No 4-08-23-0022A ($143,799) November 15, 2016 Page 2 FUNDING AVAILABLE: WSWPCF Capital Improvements Fiscal Year 2016/17 (53199000.77040). • Jordan Ayers Deputy City Manager/Internal Services Director ctzl ,Q Charles E. Swimley, Jr. Public Works Director CES/KH/jr Attachments R:\GROUP\ADMIN\Council\2016\11-19-2016\Loader\Front Loader -2016 Council CommRev3.doc 11/3/16 Exhibit A 09/09/16 PAPE. MACHINERY JOHN DEERE 524K -H LOADER CMAS CONTRACT # 4-08-23-0022A City of Lod — White Slough Nathan Shropshire 1331 South Mem Lane Loi; Cik 95242-3995 IPdrsme: (12091 333-6749 CODE DESCRIPTION LIST PRICE 7550DW 524K -II LOADER $ 154,165.00 0810 524K Standard Gathering Group IN BASE PRICE 2605 English Labels and Decals IN BASE PRICE 1010 524K Loader IN BASE PRICE 0924 John Deere PowerTech PVS 6.8L meets EPA FT4 and EU Stage IV Emissions (141 Net Peak hp) $ 15,638.00 1510 Standard Fan Drive IN BASE PRICE 1430 Air Intake System with Centrifugal Precleaner Engine $ 617.00 1310 Engine Exhaust with Flat Black Curved Stack IN BASE PRICE 2708 24 Volt to 12 Volt - 8 Amp Converter IN BASE PRICE 1211 100 amp Altemator - FT4 $ 275.00 1610 Standard Fuel Filter & Water Separator IN BASE PRICE 1110 5 -Speed Transmission IN BASE PRICE 3046 Front Hydraulically Locking Differential and Rear Conventional Differential Axles IN BASE PRICE 3120 Manual Axle Differential Lock IN BASE PRICE 5530 Front Fenders IN BASE PRICE 2010 Standard Z -BAR IN BASE PRICE 2890 No Payload Scale IN BASE PRICE 2424 2 Function — Joystick with Steering Column FNR IN BASE PRICE 8422 ROPS Quiet Cab with Air Conditioning $ 12,100.00 5610 Left Side Steps IN BASE PRICE 8450 Cab with Air A/C Charge IN BASE PRICE 2220 Standard Fabric, Back Rest Extension, Air Suspension Seat IN BASE PRICE 2120 Steering Wheel Only IN BASE PRICE 1910 Greased Steering Cylinder Joints IN BASE PRICE 2510 Ride Control $ 4,015.00 7110 Halogen Work and Drive Lights IN BASE PRICE 8310 Standard Outside Mirrors IN BASE PRICE 8220 Rear Cast Bumper/Counterweight with Rear Hitch and Locking Pin $ 688.00 1700 JDLink Ultimate Cellular for the Americas, excluding Costa Rica IN BASE PRICE 4934 No Brand Preference $ 13,138.00 8715 2.75 Cu. Yd. (2.1 Cu. M.) 100 in. Wide GP Bucket with Bolt -on Cutting Edge and Skid Shoes $ 7,348.00 9106 AM/FM/Weather Band (WB) Radio with Remote AUX Port $ 576.00 9125 Single Beacon Bracket $ 189.00 9131 Rear Camera Only $ 1,285.00 9140 5.0 lbs. multi purpose (ABC) Dry Chemical Fire Extinguisher $ 139.00 9709 20.5R25 1 STAR L3 NO BRAND PREFERRED RADIAL TIRES WITH 3 PC RIMS REF. CODE 4934 524 F&I strobe light NO CHARGE Standard Warranty: 12 months. Unlimited hours. 09/09/16 Configured List Price $ 210,173.00 Less CMAS Discount (34.31%) ($ 72,110.35) Additional Pape Machinery discount ($ 4,922.65) Subtotal $ 131,140.00 Sales Tax (8.000%) $ 10,651.20 Tire Tax $ 7.00 Total CMAS Sale Price $ 143,798.20 Brian Heavey Territory Manager Pape Machinery, Inc. 8621 S. El Dorado St. French Camp, CA 95231 Cell: (209) 247-5317 bheavey@papemachinery.com www.papemachinery.com RESOLUTION NO. 2016-200 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO WAIVE THE BID PROCESS AND PURCHASE ONE JOHN DEERE 524K -II LOADER TRACTOR FROM PAPE MACHINERY, OF FRENCH CAMP, UTILIZING THE CALIFORNIA MULTIPLE AWARD SCHEDULE CONTRACT NO. 4-08-23-0022A WHEREAS, White Slough Water Pollution Control Facility (WSWPCF) utilizes a 1995 John Deere loader Unit No. 04-040 to assist with biosolids handling within the sludge lagoon system; and WHEREAS, in Fiscal Year 2008/09, Unit No. 04-040, which was then utilized by the Streets Division, was scheduled for replacement; and WHEREAS, the Public Works Department repurposed the loader by assigning the vehicle to WSWPCF for handling biosolids, and even though the loader is undersize for this specific duty, the vehicle reassignment allowed the City to defer the cost of a new loader for eight years. The 21 -year-old vehicle has reached its useful life and is being recommended for replacement with a loader more suitable for biosolids handling; and WHEREAS, per Lodi Municipal Code Section 3.20.045, State and Local Agency Contracts, the bidding process may be waived when it is advantageous for the City, with appropriate approval by the City Manager and City Council, to use contracts that have been awarded by other California public agencies, provided that their award was in compliance with their formally -adopted bidding or negotiation procedures; and WHEREAS, staff recommends that the City Council authorize the City Manager to waive the bid process and purchase one John Deere 524K -II loader tractor from Pape Machinery, of French Camp, in the amount of $143,799, utilizing the competitively -bid California Multiple Award Schedule Contract No. 4-08-23-0022A. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby waive the formal bidding process; and BE IT FURTHER RESOLVED that Lodi City Council does hereby authorize the City Manager to purchase one John Deere 524K -II loader tractor from Pape Machinery, of French Camp, California, in the amount of $143,799, utilizing the competitively -bid California Multiple Award Schedule Contract No. 4-08-23-0022A. Dated: November 15, 2016 I hereby certify that Resolution No. 2016-200 was passed and adopted by the City Council of the City of Lodi in a special meeting held November 15, 2016 by the following vote: AYES: COUNCIL MEMBERS — Johnson, Kuehne, Nakanishi, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Mounce ABSTAIN: COUNCIL MEMBERS — None 1�l NIFER FERRAIOLO City Clerk 2016-200