HomeMy WebLinkAboutAgenda Report - June 19, 2019 C-06AGENDA ITEM
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AGENDA TITLE:Adopt Resolution Authorizing City Manager to Waive the Bid Process and Purchase
One John Deere 31OSL HL Backhoe Loader, from Pape Machinery, lnc., of Eugene,
Oregon, Utilizing the Competitively Bid Sourcewell Contract No. 032515-JDC
(9119,741)
MEETING DATE: June 19, 2019
PREPARED BY: Public Works Director
RECOMMENDED AGTION: Adopt resolution authorizing City Manager to waive the bid process
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Sourcewell Contract No. 032515-JDC, in the amount of $1 1 9,741.
BAGKGROUND INFORMATION: The Public Works Department, Municipal Utilities Services currently
utilizes two backhoe loaders for water and wastewater
infrastructure maintenance and repair. The Water Division primarily
uses a 1996 John Deere 310D backhoe loader unit No. 04-027 (Exhibit A). This backhoe has reached its
useful life expectancy for this type of heavy-duty equipment. After 23 years in service, this backhoe loader
no longer functions with the precision and smoothness of modern equipment resulting in less efficient and
less safe operations. The backhoe has far exceeded the City's utilization guidelines for first-line service life
(seven years) and its reserve period/secondary use service life (eight years).
The total repair costs for unit No. 04-027 is now at $37,974.67 (Exhibit B). As of May 31, 2019, unit No. 04-
O27 had an hour reading of 3,260. Staff recommends replacement of unit No. 04-027 with a new John
Deere 31OSL HL backhoe loader. ln addition to the backhoe loader and standard24-inch bucket, the
purchase price includes a 12-inch bucket, 18-inch bucket, and 60-inch pallet fork attachment. The 12-inch
and 18-inch wide buckets are necessary to allow the backhoe to operate in locations where minimal
clearance is available for digging. The forklift attachment allows additional functionality at the jobsite.
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 its
award was in compliance with their formally-adopted bidding or negotiation procedures.
Staff recommends authorizing City Manager to waive the bid process and purchase one John Deere 31OSL
HL backhoe loader, from Pape Machinery, lnc., of Eugene, Oregon, utilizing the competitively bid
Sourcewell Contract No.03251S-JDC, in the amount of $119,741.
c-b
APPROVED 'ffi
Stephen SchWãbEfúer, City Manager
R:\GROUP\ADMIN\Council\201 9\061 9201 g\Sourcewell\CC_Pape lnc_AR.doc 6t11t2019
Adopt Resolution Authorizing City Manager to Wa¡ve the B¡d Process and Purchase One John Deere 310S1 HL Backhoe Loader, from Pape Machinery, lnc., of Eugene
Oregon, Utilizing the Compet¡tively Bid Sourcewell Contract No. 032515-JDC ($1f 9,741)
June 19, 2019
Page2
FISCAL IMPACT:The addition will provide utility staff a safer and more efficient platform for
maintaining the City's water infrastructure. This purchase does not impact the
General Fund.
FUNDING AVAILABLE: Water Capital (56199000 .77040) - $120,000
Andrew Keys
Deputy City Manager/lnternal Services Director
Charles E. Swim ,Jr
Public Works Director
Prepared by Andrew Richle, Utilities Superintendent
CES/AR/tw
Attachments
R:\GROUP\ADMIN\Council\201 9\061 9201 9\Sourcewell\CC_Pape lnc_AR.doc 61412019
Offer Expires:30 June 2019
Confidential
19293371Quote Id:
Prepared For:
CITY OF LODI
Prepared By:BRIAN HEAVEY
Pape Machinery, Inc.
8621 S El Dorado Street
French Camp,CA 95231
Tel: 209-983-8122
Mobile Phone: 209-247-5317
Fax: 209-983-1105
Email:bheavey@papemachinery.com
Salesperson : X ______________Accepted By : X ______________
Confidential
Quote Summary
Prepared For:
CITY OF LODI
1331 S Ham Ln
Lodi, CA 95242
Business: 209-333-6740
Prepared By:
BRIAN HEAVEY
Pape Machinery, Inc.
8621 S El Dorado Street
French Camp, CA 95231
Phone: 209-983-8122
Mobile: 209-247-5317
bheavey@papemachinery.com
Quote Id:19293371
Expiration Date:30 June 2019
Equipment Summary Selling Price Qty Extended
JOHN DEERE 310SL HL BACKHOE
LOADER
$ 110,608.44 X 1 =$ 110,608.44
Extended Warranty
Extended Warranty, 310HL, Power Train
And Hydraulics, 3000 Total Hours or 36
Total Months, $0 Deductible
Sub Total $ 110,608.44
Equipment Total $ 110,608.44
Quote Summary
Equipment Total $ 110,608.44
CA Tire Recycling Fee $ 7.00
Doc Fee $ 0.00
Federal Excise Tax $ 0.00
Licensing Fee $ 0.00
Rental Services Fee $ 0.00
SubTotal $ 110,615.44
Sales Tax - (8.25%)$ 9,125.20
Total $ 119,740.64
Down Payment (0.00)
Rental Applied (0.00)
Balance Due $ 119,740.64
Selling Equipment
Quote Id: 19293371 Customer:CITY OF LODI
Confidential
JOHN DEERE 310SL HL BACKHOE LOADER
Equipment Notes:SourceWell Contract # 032515-JDC
Hours:
Stock Number:
Code Description Qty
0A80T 310SL HL BACKHOE LOADER 1
Standard Options - Per Unit
170C JDLink Ultimate Cellular - 5 Years 1
1065 John Deere PowerTech Plus 4.5L (276
Cu. In.) Engine Meets Final Tier 4 and
Stage IV Emissions
1
2035 Cab 1
2401 English Decals with English Operator
and Safety Manuals
1
3065 Mechanical Front Wheel Drive (MFWD)
with Limited Slip Differential
1
4781 Firestone 19.5L - 24 In. 10 PR (R4)
Tubeless Rear & 12.5/80 - 18 In. 12 PR
Traction Front Sure Grip Lug Tires
1
5285 Pilot Controls, Two Lever, with Pattern
Selection
1
5460 Rear Hydraulic Coupler for Pin-on
Buckets
1
5656 24" (610 mm) Wide, Heavy-Duty, 7.5
Cu. Ft. (0.21 Cu. M.) Capacity Bucket
1
6020 Extendible Dipperstick 1
6220 Auxiliary Hydraulic with One Way Flow
(Hammer)
1
7080 Three-Function Loader Hydraulics,
Single Lever
1
7685 Wide Multipurpose Bucket 1
8475 1000 Lb. (454 kg) Front Counterweight 1
8685 Dual Maintenance Free Batteries With
Disconnect and Jump Post
1
9045 Chrome Exhaust Extension 1
9110 Ride Control 1
9116 LED Light Package 1
9210 Left Side Console Storage with Cup
Holders
1
9505 Full MFWD Driveshaft Guard 1
9515 Diagnostic Oil Sampling Ports 1
9905 Strobe Light with Magnetic Mount 1
9916 Radio, Bosch 1
9965 Seat, Cloth Air-Suspension 1
Selling Equipment
Quote Id: 19293371 Customer:CITY OF LODI
Confidential
Dealer Attachments
AT437338 BKH Pin-on Bucket 12 In. (305 mm)
Heavy-Duty 3.3 Cu. Ft. (0.09 Cu. M.)
1
AT437340 BKH Pin-on Bucket 18 In. (457 mm)
Heavy-Duty 5.1 Cu. Ft. (0.14 Cu. M.)
1
JD Extra set of bucket teeth with welded
cutting edge for 24" bucket
1
Misc.Pallet forks, 60" long with 4 brackets,
installed
1
JD Bucket pins for 12" and 18" buckets 1
Confidential
Extended Warranty Proposal PowerGard™ Protection Plan
Construction
Date :May 28, 2019
Machine/Use Information Plan Description Price
Manufacturer JOHN DEERE Plan Type:Extended
Warranty Deductible:$ 0
Equipment Type Construction Coverage:Power Train And
Hydraulics Quoted Price $ 0.00
Model 310HL Total Months:36
Country US Total Hours:3000
MFWD/Tracks N
Scraper Use
Extended Warranty is available only through authorized John Deere Dealers for John Deere Products,and may be purchased at any time before the product's Standard Warranty,or
Extended Warranty expires.
Customer Name - Please Print
Customer Signature
Extended Warranty Proposal Prepared for:I have been offered this extended warranty and
I ACCEPT the Extended Warranty✔
I DECLINE the Extended Warranty
If declined, I fully understand that any equipment listed
above is not covered for customer expenses due to
component failures beyond the original basic warranty
period provided by John Deere.
This is not a contract. For specific Extended Warranty coverage terms and conditions, please refer to the
actual Extended Warranty contract for more information and the terms, conditions and limitations of the
agreement.
Note :
What Extended Warranty is :
The Extended Warranty Program is for the reimbursement on parts and labor for covered components that fail
due to faulty material or original workmanship that occur beyond the John Deere Basic Warranty coverage period.
The agreement is between Deere & Company and the owners of select John Deere Construction and Forestry
equipment, who purchase the Extended Warranty Plans for the desired coverage as indicated in this proposal.
What Extended Warranty is not :
Extended Warranty is not insurance. It also does not cover routine maintainance or high wear items,or insurance-
related risks/perils such as collision, overturn, vandalism, wind, fire, hail, etc. It does not cover loss of income
during or after an equipment failure. See the actual product-specific Extended Warranty agreement for a
complete listing of covered components, and limitations and conditions under the program.
Features/Benefits:
Extended Warranty includes the following features and benefits under the program :
Pays for parts and labor costs incurred on failed covered components (less any applicable deductibles),
Does not require pre-approval before repairs are made by the authorized John Deere dealership,
Payments are reimbursed directly to the dealership with no prepayment required by the contract holder.
2-1700 E (3/11)
Init.
TERMS AND CONDITIONS OF SALE
TERMS AND CONDITIONS OF SALE: Sales Orders are based on
the terms and conditions stated herein. Unless otherwise provided on
the face hereof, offers are good for acceptance for a period of 30 days
from the date hereof. An order by the Buyer shall constitute an
acceptance of the terms and conditions herein proposed. If, and only
if, no offer of sale is issued by Seller, then the invoice shall be
deemed: an acceptance of the Buyer's order; a written confirmation;
and a final, complete, and exclusive written expression of the
agreement between Seller and Buyer. Buyer is hereby notified that
additional or different terms from those contained herein are
objectionable.
1. Taxes. Buyer shall pay all local, state, and federal taxes arising
from or related to any sale or lease to which this document relates,
except for taxes upon or measured by net income of Seller.
2. Delivery. Stated or promised delivery dates are estimates only
based upon Seller's best judgment and Seller shall not be responsible
for deliveries later than promised regardless of the cause. Delivery
periods are projected from the date of receipt of any order by Seller,
but if equipment to be furnished by Seller is to be manufactured
specifically to fill a particular order, delivery periods will be projected
from the date of Seller's receipt of complete manufacturing
information. If the furnishing of equipment on orders accepted by
Seller is hindered or prevented by public authority or by the existence
of war or other contingencies, including, but not limited to, shortage of
materials, fires, labor difficulties, accidents, delays in manufacture or
transportation, acts of God, embargoes, inability to ship, inability to
insure against war risks or substantially increased prices or freight
rates, or other causes beyond Seller's control, the obligation to fill or
complete such orders shall be excused by Seller's option.
3. Transportation and Claims. Prices quoted are net F.O.B. point
designated in writing by Seller. When no F.O.B. point is designated in
writing by Seller, prices for new equipment shall be deemed to be net
F.O.B. point of manufacture and prices for all other equipment shall be
deemed to be F.O.B. Seller's place of business at which the order for
the equipment is accepted. When transportation is allowed, the price
charged will be adjusted to reflect the lowest transportation rates in
effect at the time of shipment even though such rates may differ from
those quoted by Seller. Seller's responsibility for the equip ment shall
cease and all risk of loss shall become the Buyer's upon delivery of the
equipment to the first carrier for shipment to the Buyer or his
consignee, even though such delivery shall be made prior to the arrival
of the equipment at the F.O.B. point designated, and any and all
claims for shortages, deliveries, damages or non-delivery must be
made by the Buyer or his consignee to the carrier. Seller shall in no
event be responsible for shortages in shipments unless notice of such
shortage is given in writing to Seller within 15 days after receipt of
shipment.
4. Payment and Security. Buyer agrees to pay in full for the
equipment at time of delivery. Buyer agrees to pay the late charge on
any past due balance at the rate of 18% per annum. The signator
warrants that he/she has authority to execute this order on behalf of
any party for whom he/she signs, and that such party has the power to
enter into this agreement and perform its terms. As security for all of
Buyer's obligations to Seller, Buyer grants to Seller a security interest
in the equipment and authorizes Seller to file all documents necessary
to perfect Seller's security interest. The security interest granted
hereunder is in addition to any other rights available to Seller, and
Seller shall have all of the rights and remedies available to a secured
party under the Uniform Commercial Code, all of which are
cumulative. Throughout the duration of Seller's security interest. Buyer
shall keep the equipment fully insured against theft and loss or
damage by fire and other casualty as Seller may from time to time
require in accordance with such terms as Seller may require.
5. Buyer to Furnish. Performance by Seller is subject to the Buyer
furnishing a satisfactory credit rating certificate, letter of cre dit,
evidence of financing, or any other similar papers necessary for the
satisfactory completion of such order.
6. Laws Governing. All orders will be governed by the laws of the
State of Oregon.
7. Assignment. The right to any monies due or to become due
hereunder may be assigned by Seller, and Buyer, upon receiving notice of such assignment, shall make payment as directed.
8. Limitations of Warranties. If "NEW" warranty is indicated on the reverse side or if new equipment is purchased hereunder, all
warranties are strictly given only by the manufacturer. Copies of manufacturer's warranty can be obtained from Seller. If "USED"
warranty is indicated on the reverse side. Seller hereby warrants to Buyer that the equipment or components thereof designated on t he
reverse side, shall be free under normal use and service from defects in material and workmanship for the period shown,
commencing on the date of delivery. Buyer's exclusive remedy for breach of the limited warranty shall be the repair or replacement of
the warranted equipment without charge to Buyer when returned at Buyer's expense to the Seller's facility where the equipment was
purchased, with proof of purchase. Buyer must give notice of any warranty claim not later than 7 days after the expiration of the
warranty period and must return the equipment to Seller for repair or replacement no later than 30 days after expiration of the warranty
period. Any action against Seller for breach of the limited warranty must be commenced within one year after the date of delivery of the
equipment. Seller's warranty does not extend to any defect, claim, or damage attributable to the failure to operate and/or maintain the
equipment in accordance with the manufacturer's specifications, or due to the failure to operate or maintain the equipment in accordance
with any recommendations of Seller. If "AS IS" is indicated on the reverse side, no warranty of any kind is being given and the
equipment is being sold with all faults. THE WARRANTIES IN THIS PARAGRAPH AND ON THE REVERSE SIDE ARE THE
EXCLUSIVE WARRANTIES GIVEN BY SELLER AND SUPERSEDE ANY PRIOR. CONTRARY, OR ADDITIONAL REPRESENTATIONS,
WHETHER ORAL OR WRITTEN. SELLER HEREBY DISCLAIMS AND EXCLUDES ALL OTHER WARRANTIES, WHETHER
EXPRESS, IMPLIED, OR STATUTORY, INCLUDING THE IMPLIED
WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE, AND ANY IMPLIED WARRANTIES OTHERWISE ARISING FROM COURSE OF DEALING OR USAGE
OF TRADE. SELLER SHALL NOT BE LIABLE FOR ANY LOSS,
INJURY, OR DAMAGE TO PERSONS OR PROPERTY
RESULTING FROM THE FAILURE OR DEFECTIVE OPERATION
OF THE EQUIPMENT; NOR WILL SELLER BE LIABLE FOR
DIRECT, INDIRECT, SPECIAL, INCIDENTAL, OR
CONSEQUENTIAL DAMAGES OF ANY KIND SUSTAINED FROM
ANY CAUSE. This exclusion applies regardless of whether such
damages are sought for breach of warranty, breach of contract,
negligence, or strict liability in tort or under any other legal theory.
9. Rental Purchase Option. If rental purchase option (RPO) is
granted in any addendum, the purchase price shall be tendered to
Seller coincidentally with the exercise of the purchase option
provided that Buyer is not then in default in performing all of the
terms and conditions of lease with Seller.
10. Notice. This paragraph shall serve as notice that The Papé
Group, Inc. has assigned its rights to sell its rental equipment (as
may be described in this sales order) and its rights to sales proceeds
(including "trade-in assets" related thereto) to North Star Deferred Exchange as part of an IRC Sec. 1031 exchange.
11. Attorneys Fees. In the event suit or action is instituted against
Buyer on account of or in connection with or based upon the terms
hereof, the Buyer agrees to pay, in addition to the costs and
disbursements provided by law, such sum as the court may adjudge
reasonable attorney's fees in both the trial and appellate courts, or in connection with any bankruptcy proceeding.
12. Entire Agreement. The foregoing and any addendum shall
constitute the complete and exclusive agreement between the
parties, and it is expressly understood and agreed that no promises,
provisions, terms, warranties, conditions, guarantees, or obligations
whatsoever, either expressed or implied, other than as herein set
forth or provided for shall be binding on either party. Each party may
transmit its signature by facsimile to the other party and such
facsimile signatures shall have the same force and effect as an original signature.
Notice: When operated in California, any off-road diesel vehicle
may be subject to the California Air Resources Board In-Use Off-
road Diesel Vehicle Regulation. It therefore could be subject to
retrofit or accelerated turnover requirements to reduce emissions
of air pollutants. For more information, please visit the California
Air Resources Board website at:
http://www.arb.ca.gov/msprog/ordiesel/ordiesel.htm.
05/28/2019
City of Lodi
Water / Wastewater Department
1331 S. Ham Lane
Lodi, CA 95242
JOHN DEERE 310SL-HL BACKHOE LOADER
SourceWell (NJPA) Contract # 032515-JDC
CODE DESCRIPTION LIST PRICE
0A80T 310SL-HL BACKHOE LOADER $ 117,547.00
170C JDLink Ultimate Cellular - 5 Years In Base Price
2401 English Decals with English Operator and Safety Manuals In Base Price
3065 Mechanical Front Wheel Drive (MFWD) with Limited Slip Differential In Base Price
2035 Cab $ 12,889.00
8685 Dual Maintenance Free Batteries With Disconnect and Jump Post $ 529.00
6020 Extendible Dipperstick $ 8,141.00
6220 Auxiliary Hydraulic with One Way Flow (Hammer) $ 3,978.00
5285 Pilot Controls, Two Lever, with Pattern Selection $ 2,594.00
5460 Rear Hydraulic Coupler for Pin-on Buckets $ 7,317.00
5656 24" (610 mm) Wide, Heavy-Duty, 7.5 Cu. Ft. (0.21 Cu. M.) Capacity Bucket $ 1,333.00
7080 Three-Function Loader Hydraulics, Single Lever $ 3,181.00
8475 1000 Lb. (454 kg) Front Counterweight $ 1,337.00
1065 John Deere PowerTech Plus 4.5L Engine / Final Tier 4 / 110 HP $ 12,899.00
4781 Firestone 19.5L-24 In. 10 PR (R4) Tubeless Rear & 12.5/80 - 18 In. 12 PR
Traction Front Sure Grip Lug Tires $ 604.00
7685 Multipurpose Bucket, 92” wide, 1.32 cu. yd. capacity $ 7,390.00
9210 Left Side Console Storage with Cup Holders $ 79.00
9916 Radio, Bosch $ 1,320.00
9965 Seat, Cloth Air-Suspension $ 490.00
9905 Strobe Light with Magnetic Mount $ 572.00
9116 LED Light Package $ 1,025.00
9515 Diagnostic Oil Sampling Ports $ 201.00
9505 Full MFWD Driveshaft Guard $ 417.00
9045 Exhaust Extension $ 173.00
9110 Ride Control $ 1,935.00
310SL 12" HD Bucket AT437338 (3.3 cu.ft.) $ 1,088.00
310SL 18” HD Bucket AT437340 (5.1 cu.ft.) $ 1,309.00
Standard Warranty: 12 months. Unlimited hours.
05/28/2019
JOHN DEERE 310SL-HL BACKHOE LOADER
Configured List Price $ 188,348.00
Less 47% SourceWell Discount ($ 88,523.56)
Sub-Total $ 99,824.44
Additional items: Inbound freight, pre-delivery inspection, delivery,
and first service at 500 hours $ 7,158.00
Extra set of bucket teeth with welded cutting edge for 24” bucket No charge
Pallet forks 60” with rod, brackets welded to loader bucket $ 2,570.00
Bucket pins for 12” and 18” buckets No charge
Extended Warranty: 36 months / 3000 hours / PowerTrain + Hydraulics $ 1,056.00
SALES PRICE $ 110,608.44
Sales Tax (8.2500%) $ 9,125.20
CA Tire Fee $ 7.00
TOTAL SALES PRICE $ 119,740.64
Quote expires 6/30/2019
Brian Heavey
Territory Manager
Papé Machinery, Inc.
8621 S. El Dorado St.
French Camp, CA 95231
Cell: (209) 247-5317
bheavey@papemachinery.com
www.papemachinery.com
RESOLUTION NO. 2019-97
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO WAIVE THE BID PROCESS AND
PURCHASE ONE JOHN DEERE 31OSL HL BACKHOE LOADER
FROM PAPE MACHINERY, INC., OF EUGENE, OREGON,
UTI LIZING THE COMPETITIVELY-BI D
SOURCEWELL CONTRACT NO. 03251 5-JDC
WHEREAS, the Puþlic Works Department currently utilizes two backhoe loaders for
water and wastewater infrastructure maintenance and repair; and
WHEREAS, the current equipment has reached its useful life expectancy for this type of
heavy-duty equipment; and
WHEREAS, per Lodi Municipal Code 53.20.045, 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; and
WHEREAS, staff recommends authorizing the City Manager to waive the bid process
and purchase one John Deere 31OSL HL backhoe loader, from Pape Machinery, lnc., of
Eugene, Oregon, utilizing the competitively-bid Sourcewell Contract No.032515-JDC, in the
amount of $1 1 9,741.
NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to waive the bid process and purchase one John Deere 31OSL HL
backhoe loader from Pape Machinery, lnc., of Eugene, Oregon, utilizing the competitively-bid
Sourcewell Contract No. 032515-JDC, in the amount of $1 19,741.
Dated: June 19,2019
I hereby certify that Resolution No. 2019-97 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 19,2019, by the following vote:
AYES: COUNCIL MEMBERS - Johnson, Kuehne, Mounce, and Nakanishi
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - Mayor Chandler
ABSTAIN: COUNCIL MEMBERS - None
NNIFE
2019-97
City Clerk
FERRAIOLO