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CITY COUNCIL AGENDA ITEM NO. 5

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

RECOMMENDATION
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.

PREVIOUS ACTION
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.

On February 24, 2004 by Resolution No. 2004-40, City Council adopted Purchasing Policy 10-7.

BACKGROUND
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.

FISCAL IMPACT
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.

Attachments:
• Resolution
• Nortrax West Quotation
• John Deere 310SG Specification Sheet

RESOLUTION NO.

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 exceed $77,800.

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 vote:
 

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