CITY COUNCIL AGENDA ITEM
Meeting Date: January 25, 2005
Subject/Title: Approve a Resolution authorizing the purchase of a new John
Deere backhoe and authorizing the City Manager to execute a purchase order
not to exceed $77,800.
Prepared by: Chris Ehlers, Water Operations Manager
Submitted by: Paul Zolfarelli, Director of Public Works
Approve a Resolution authorizing the purchase of a new John Deere backhoe
from Nortrax West and authorizing the City Manager to execute a purchase
order not to exceed $77,800.
On June 10, 2003 by Resolution No. 2893, City Council adopted the Vehicle
Replacement Fund under the 2003/04 - 2004/05 Operating Budget for the City
On February 24, 2004 by Resolution No. 2004-40, City Council adopted
Purchasing Policy 10-7.
The Water Division has two backhoes, a 1999 John Deere 310E and a 1980 Case
580C. The Case 580C is due for replacement through the vehicle replacement
fund. The Water Division would like to stay uniform in its equipment
purchases and can replace the Case with a new John Deere 310SG through the
California Multiple Award Schedules (CMAS) program. The John Deere backhoe
can be delivered within six weeks of purchase.
Three bids are not required by utilizing the CMAS program. Public Contract
Codes 10290 and 12101.5 allow the California Department of General Services
to create CMAS contracts. The City of Brentwood Purchasing Policy 10-7
adopted February 24, 2004 by Resolution No. 2004-40 Section 6.7.6 allows the
City to use Cooperative Purchasing Agreements. By using CMAS the City
receives the best prices without acquiring multiple bids. The CMAS surcharge
of 2.26% is an administrative fee to cover the cost of the program. The
quote we received through CMAS is $77,800.
The vehicle replacement fund can provide the entire cost for this
replacement. The total replacement cost will be $72,967.54 plus an
additional CMAS California surcharge of approximately 2.26% or $1,650.00.
Cost not to exceed $77,800.
• Nortrax West Quotation
• John Deere 310SG Specification Sheet
APPROVE A RESOLUTION AUTHORIZING THE PURCHASE OF A NEW JOHN DEERE BACKHOE
FROM NORTRAX WEST AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE
ORDER NOT TO EXCEED $77,800.
WHEREAS, the Water Division’s Case 580C is due for replacement; and
WHEREAS, staff has selected the best backhoe for the City’s operation; and
WHEREAS, in Fiscal Year 2004/05, funds were budgeted through the Vehicle
Replacement Fund to replace the Water Division’s backhoe; and
WHEREAS, on June 10, 2003 by Resolution No. 2893, City Council adopted the
Vehicle Replacement Fund under the 2003/04 – 2004/05 Operating Budget for
the City of Brentwood; and
WHEREAS, On February 24, 2004 by Resolution No. 2004-40, City Council
adopted Purchasing Policy 10-7; and
WHEREAS, the California Multiple Award Schedules (CMAS) program has acquired
the best price for a John Deere 310SG from Nortrax West.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood
that the City shall purchase one John Deere backhoe from Nortrax West.
BE IT FURTHER RESOLVED that the City Manager or his/her designee is
authorized to execute a purchase order with Nortrax West for a cost not to
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at
a regular meeting held on the 25th day of January 2005 by the following