ADMINISTRATIVE REPORT
MEETING DATE: August 27, 2025 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: August 15, 2025
SUBJECT: Dispense with bidding for the purchase of electric vehicle (EV) loaders for the Solid Waste Division.
Resolution determining that EV loaders can most efficiently be obtained through cooperative procurement bidding procedures from Volvo Construction Equipment & Services and authorizing the Finance Director to dispense with bidding for the purchase of two (2) units in the amount of $1,154,981 for the Solid Waste Division within the Public Works Department.
RECOMMENDATION:
Staff recommend adoption of the resolution and approval of the purchase.
BACKGROUND:
This purchase of two (2) EV loaders for the Solid Waste Division within the Public Works Department will replace units that are more than eight years old and have become worn out and unreliable. The Fleet Division has determined that the units meet the cri teria for replacement. The existing units will be replaced with new units providing more efficiency and improved performance.
The City municipal code section 3.20.060(D)(6) allows the City to dispense with bidding when it is determined that the equipment is not available from local vendors and that it is in the best interests of the City, and to the City’s economic advantage that such equipment be obtained at the lowest possible cost by entering into a cooperative procurement contract that was competitively bid within the last thirty- six months or is one that is still active and valid.
Volvo Construction Equipment & Service has entered into a competitive procurement contract with Sourcewell to offer discount pricing for their equipment. Staff recommend adoption of the Resolution to dispense with bidding for the purchase of two (2) EV loaders from Volvo Construction & Services in the amount of $1,154,980 for Water Department.
FISCAL IMPACT:
This purchase qualifies for point -of-sale discounts available thr ough California’s Clean Off -Road Equipment Voucher Incentive Project (CORE), which supports zero -emission off -road equipment purchases. Vouchers are awarded on a first -come, first-served basis. Volvo Construction Equipment & Services has submitted a notice of intent to purchase, pending Council approval. Upon approval of CORE voucher, a discount of $ 520,000 will be applied, reducing the total purchase price to $634,98 1.
Nonetheless, sufficient funds have been budgeted in the Equipment Management Fund to cov er the full purchase amount exclusive of the discount.
COUNCIL GOAL:
Innovative and Efficient City Government
Reliable Infrastructure
ATTACHMENTS:
1. Resolution
2. Quote