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CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: June 13, 2006

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $77,932.05, for a Case 570 MXT loader with attachments from GCS Western Power & Equipment Company.

Prepared by: Jim Gallegos, Streets Manager

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $77,932.05, for a Case 570 MXT loader with attachments from GCS Western Power & Equipment Company.

PREVIOUS ACTION
On February 24, 2004 by Resolution No. 2004-40, City Council approved the amended Purchasing Policy No. 10-7.

On January 24, 2006 by Resolution No. 2006-7, City Council adopted the amended 2005/06 – 2006/07 Final Operating Budget for the City of Brentwood.

BACKGROUND
The City does not currently have a loader with both a four-in-one front bucket and combination rear box scraper in its fleet. The loader is replacing a 1975 John Deere tractor (vehicle #5110) that was not in the replacement fund and that has exceeded its life span. With this equipment, Street Maintenance staff will be able to dig broken asphalt, broken concrete and level construction areas. It will also enable staff to grade roadside edges, landscape areas, and load trucks with materials. With the City’s continual growth and the amount of new streets being installed within the City of Brentwood, this new piece of equipment will assist the Public Works Department with responding to street maintenance work requests in a timely and more efficient manner.

Public Works staff has looked at and operated many makes and models over the last three months. City staff put together specifications from the models demonstrated and a solicitation for bids was mailed out.

GCS Western Power & Equipment was the lowest bidder. This unit meets all the specifications that the City of Brentwood requested. GCS Western Power & Equipment is offering the loader at $74,739.05. Staff is recommending the City purchase the additional extended warranty of 60 months or 4,000 hours for a cost of $3,193.00 (parts and labor) for a total cost of $77,932.05. The bids submitted are listed below:

• GCS Western Power & Equipment $74,739.05
• Pape Machinery – Newark $85,079.08
• Peterson Tractor No Bid*

*Peterson Tractor could not meet bid specifications and therefore did not submit a bid.
Based upon GCS Western Power & Equipment submitting the lowest bid and meeting all the requested specifications, staff recommends the purchase of a Case Loader from GCS Western Power & Equipment. This purchase is in compliance with the Purchasing Policy 10-7.

FISCAL IMPACT
The City Council approved the 2005/06 – 2006/07 Final Operating Budget, which included a new loader purchase to perform roadway maintenance. The amount not to exceed $77,932.05 ($74,739.05 equipment price, plus $3,193 warranty cost) will be expended through the Street Maintenance Division 2005/06 – 2006/07 Final Operating Budget.

Attachment:
• Resolution
• Equipment Specifications

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE A PURCHASE ORDER AND NECESSARY DOCUMENTS IN AN AMOUNT NOT TO EXCEED $77,932.05, FOR A CASE 570 MXT LOADER WITH ATTACHMENTS FROM GCS WESTERN POWER & EQUIPMENT COMPANY.

WHEREAS, on February 24, 2004 by Resolution No. 2004-40, City Council approved the amended Purchasing Policy No. 10-7; and

WHEREAS, on January 24, 2006 by Resolution No. 2006-7, City Council adopted the amended 2005/06 – 2006/07 Final Operating Budget for the City of Brentwood, which included the purchase of this loader; and

WHEREAS, the purchase of this new equipment will assist in servicing the public in a more efficient and timely manner while responding to street maintenance and right-of-way work requests; and

WHEREAS, staff compared different models, generated specifications and solicited bids; and GCS Western Power & Equipment submitted the lowest bid meeting all City specifications; and

WHEREAS, the amount not to exceed $77,932.05 ($74,739.05 equipment price, plus $3,193 warranty cost) will be expended through the approved Street Maintenance Division 2005/06 – 2006/07 Final Operating Budget and is in compliance with Purchasing Policy 10-7.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve and authorize the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $77,932.05, for a Case 570 MXT loader with attachments from GCS Western Power & Equipment Company.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 13th day of June 2006 by the following vote:
 

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