ADMINISTRATIVE REPORT
MEETING DATE: January 7, 2026 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: December 17, 2025
SUBJECT: Dispense with bidding for the purchase of an asphalt paver for the Streets Division (unbudgeted).
1. Resolution determining that an asphalt paver can most efficiently be obtained through cooperative procurement bidding procedures from Quinn Cat and authorizing the Finance Director to dispense with bidding for the purchase of one unit in the amount of $670,664 for the Streets Division within the Public Works Department.
2. Appropriate $621,555 Equipment Management Fund balance to the Public Works Department’s Operating budget
3. Appropriate and transfer $49,109 Self-Insurance Fund balance to the Public Works Department’s Operating budget within the Equipment Management Fund to complete the purchase of one unit.
RECOMMENDATION:
Staff recommend adoption of the resolution and approval of the appropriation and transfer to complete the purchase
BACKGROUND:
This previously approved unbudgeted purchase of an asphalt paver for the Streets Division within the Public Works Department will replace a unit that was involved in a collision and sustain major damage.
The cost of the repairs exceeds the value of the unit; therefore, Fleet staff recommend replacing the unit.
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 interes ts 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.
Quinn Cat 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 an asphalt paver from Quinn Cat in the amount of $670,664 for the Streets Division within the Public Works Department.
FISCAL IMPACT:
This unexpected purchase requires appropriation from the Equipment Management Fund balance to the Public Works Department’s Operating budget in the am ount of $621,555 which has been recovered through rental rates. Additionally, an appropriation and transfer amount of $49,109 Self -Insurance Fund balance to the Public Works Department’s Operating budget will be necessary to complete the purchase.
COUNCIL GOAL:
Innovative and Efficient City Government
ATTACHMENTS:
1. Resolution
2. Quote