AGENDA REPORT
Meeting Date: April 18, 2023
Item Number:
To:
From:
E-11
Honorable Mayor & City Council
Craig Crowder, Fleet & Facilities Manager
Michael Hensley, Deputy Director of Public Works - Operations Subject: APPROVAL OF A PURCHASE ORDER TO QUINN
CATERPILLAR, INC. FOR A TOTAL NOT-TO-EXCEED
AMOUNT OF $181,820.96 FOR PURCHASE OF ONE (1) SIDE
SHIFT BACKHOE LOADER
Attachment: 1. Sourcewell Procurement Contract #032119-CAT
2. Price Quote #165798-01 from Quinn Caterpillar, Inc.
RECOMMENDATION
Staff recommends that City Council waive the bidding requirements as the City is utilizing the Sourcewell bid process and move to approve a purchase order in the not to exceed amount of $181,820.96 to Quinn Caterpillar, Inc. for the purchase of specified Side Shift Backhoe Loader.
INTRODUCTION
The City’s Fleet Services Bureau reviews and inspects each vehicle and piece of equipment recommended for replacement, including the service history, anticipated maintenance and repair requirements, availability or obsolescence of parts and equipment, continued factory/dealer availability of support and the actual mileage, hours of use and/or age of the vehicle or equipment. This process begins with an asset management system, which contains replacement data parameters such as age and mileage and/or hour accumulation. This data is compared to national standards detailed in the National Association of Fleet Administrators (NAFA) best practices recommendations. The system is used to generate a list of vehicles and equipment that qualify for replacement based on these standards. Vehicles and equipment that qualify for replacement are not necessarily replaced at this time; this list establishes what equipment will be further inspected and reviewed for replacement recommendation. If the vehicle or equipment does not require replacement, it is retained for an additional year
BEVERLY
HILLS
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Meeting Date: April 18, 2023
and reconsidered during the next replacement cycle. The goal of this process is to maximize the lifecycle of City fleet vehicles and to stretch the vehicle replacement budget, when possible.
DISCUSSION
Following an annual evaluation of the City’s vehicle and equipment fleet, Fleet Services staff has determined that the below-listed backhoe loader has exceeded its life expectancy:
ID # YEAR/MAKE/MODEL PROGRAM NO. / DESCRIPTION
741 2005 JOHN DEERE 315 SG 80006003 / Water Supply & Distribution Replacement vehicle and equipment selections are determined by a number of considerations including:
• Right-sizing vehicles for divisional operations.
• Enhancing service delivery.
• Minimizing mobile source emissions from on and off-road vehicles and equipment • Reducing the use of nonrenewable polluting transportation fuels in support of the Beverly Hills Sustainable City Plan to reduce both air pollution and the City’s carbon footprint.
After discussion with Water Utility staff, Fleet Services concurred with their request to replace the current John Deere 315 SG Side Shift Backhoe Loader with a like-vehicle replacement of a Caterpillar 428 Side Shift Backhoe Loader. This replacement vehicle helps to improve emissions, fuel efficiency and provides operational familiarity with projected enhanced reliability through upgraded systems design. This vehicle is also necessary in order to satisfy job duty requirements and ensure that the vehicles in the City fleet are safe, reliable, modern and relevant to the user’s current and future needs.
In pre-pandemic days, these off-road construction vehicles were generally taking 90-120 days to be delivered from the time of purchase order completion. With ongoing challenges to computer chip production, parts availability, and supply chain issues, build duration for these types of vehicles has increased to 180-240 days. Staff is considering these delays when developing replacement schedules and may place orders earlier in the cycle, if warranted. Staff anticipates bringing additional replacement vehicles to City Council for consideration in the coming months, as medium and heavy-duty vehicle manufacturers accept orders from dealers.
After careful evaluation of various purchasing options and pricing, staff determined it is in the best interest of the City to utilize the bid process of the Sourcewell procurement contract #032119-CAT for the Caterpillar 428 Side Shift Backhoe Loader (See Attachment 1). The Sourcewell cooperative contracts are the result of a competitively bid, public procurement process and staff has determined that using the Sourcewell resources, staffing and purchasing power gives the City the best pricing opportunity. Quinn Caterpillar, Inc. will extend the same terms, conditions and prices that are stipulated in the Sourcewell procurement contract #032119-CAT, which commenced on October 19, 2022, to the City of Beverly Hills with modifications to the vehicle specifications as noted in the table below and described in the specification quote (See Attachment 2).
Meeting Date: April 18, 2023
FISCAL IMPACT
Summary of the Vendor’s price quote for the Caterpillar 428 Side Shift Backhoe Loader specified by City is as follows:
One (1) 2023 or Newer, Caterpillar 428 Side Shift Backhoe Loader, per the Sourcewell Procurement Contract #032119-CAT (Attachment 2) $185,057.00
City of Beverly Hills Additions: 18” & 24” Buckets, Hydraulic Hammer, Quick Connect Bucket Adapter $17,091.00
City of Beverly Hills Deletions: 22% Sourcewell Discount -$44,472.56 Subtotal: $157,675.44
Delivery: $800.00
Machine Prep: $1,200.00
Selected Warranty Options: To Include 7 Year, 500 Annual Hr. Premier Warranty: $4,964.71 Manuals: $1,400.00
Total: $166,040.15
Tax (9.5%): $15,773.81
Tire Fee: $7.00
Unit Total: $181,820.96
Funding for this purchase is included in the Fiscal Year 2022/23 City Council-approved Department budget.
Program # / Description of Fund Source Amount
49008501-850000-08502 / Vehicle Replacement $181,820.96 Shana Epstein,
Director of Public Works
Approved By
Attachment 1
OocuSign Envelope 10: AOSOOB3F·661 F-4EB5-AFn-6047E6730B71 FORME CONTRACT ACCEPTANCE AND AWARD (.9-tOIEHr �.... ., .,,.
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(Top portion of this form will be completed by Sourcewell if the vendor is awarded a contract. The vendor should complete the vendor authorized signatures as part of the RFP response.) Sourcewell Contract #: 032119-CAT Proposer's full legal name: Caterpillar Inc. Based on Sourcewell's evaluation of your proposal. you have been awarded a contract. As an awarded vendor, you agree to provide the products and services contained in your proposal and to meet all the terms and conditions set forth in this RFP, in any amendments to this RFP, and In any exceptions that are accepted by Sourcewell. The effective dote of the Contract will be May 13, 2019 and will expire on Moy 13, 2023 (no later than the later of four years from the expiration date of the currently awarded contract or four years from the dote that the Sourcewell Chief Procurement Officer awards the Contract}. This Contract may be extended for o fifth year at Sourcewell's discretion.
Sourcewell Authorized Signatures:
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P��T/CPOSIGNATURE
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SOURCEWELL EXECVTIVE DIRECTOR/CEO SIGNATURE Awarded on Moy 10, 2019 Jeremy Schwartz
(NAME PRINTED OR TYPED)
Chad Caouette
(NAME PRINTED OR TYPED)
Sourcewell Contract# 032119-CAT --- ·---- - ------- -
Vendor Authorized Signatures:
The Vendor hereby accepts this Contract award, including all accepted exceptions and amendments. VendorName_�(;."-'-"'�J�� �
-/,'_Z_a.�r---':I:.c.c.��c-----------------
��ed Signatory's Tiiie �tJ_rH. _, _ ,1_.,.,_er_i_eo.. __ -1_,_cl., _su _l_r_,'/�f{-""-"-..,'}r'-if�-- --@ JeC--- Pa-/.r,t,..K, l:ea-rt1S
VENDOR AUTHORIZED SIGNATURE {NAME PRINTED OR TYPED)
Executed on t1o.; JO , 20_.i_J ' Sourcewell Contract # 032119-CAT Attachment 2
Quote 165798-01
165798-01
Mar 31, 2023
CITY OF BEVERLY HILLS
ATTN:VEHICLE MAINTENANCE DEPT
455 N REXFORD DR
BEVERLY HILLS, California 90210
Attention: HARRY KALINDJIAN
Dear Sir,
We would like to thank you for your interest in our company and our products, and are pleased to quote the following for your consideration.
One (1) New Caterpillar Inc. Model: 428 Side Shift Backhoe Loader including standard and optional equipment as listed.
SOURCEWELL #032119-CAT
Member ID#42695
We wish to thank you for the opportunity of quoting on your equipment needs. This quotation is valid for 30 days, after which time we reserve the right to re-quote. If there are any questions, please do not hesitate to contact me.
Sincerely,
Tony Mykris
Governmental Sales
Quote 165798-01
One (1) New Caterpillar Inc. Model: 428 Side Shift Backhoe Loader including standard and optional equipment as listed.
Standard Equipment
BOOMS, STICKS, AND LINKAGES
- Return to Dig - Transmission neutralizer switch
- Loader float function - Mechanical operated loader controls
POWERTRAIN
- Water Seperator - Parking brake
- Dry-type air cleaner with precleaner - Differential lock (rear axle) and filter condition indicator - All Wheel Drive
- Hydraulically boosted multi-plate - Spin-on filters for wet disc brake with dual pedals & Fuel
interlock Engine oil
- Hand and foot throttle Transmission oil
HYDRAULICS
- Load sensing, variable flow system with 162 L/min (43 gpm) axial piston
BOOMS, STICKS, AND LINKAGES
BACKHOE stabilizer controls
- 4.3 meter (14'4'') side shift LOADER
excavator style backhoe. - Parallel Lift (PL) Loader
- Boom and swing transport locks - Lift cylinder brace
- Mechanical operated backhoe and
HYDRAULICS
pump
OPERATOR ENVIRONMENT
and washers engine oil pressure and coolant temp
- Left and right side doors with locks - Worklights, 4 front & 4 rear and opening windows - Opening rear side windows
- Lockable storage - Internal power socket (12v)
- Tilt steering column - Radio ready headliner
- Air suspension fabric seat - Vandal guard
with 50mm seat belt - Sun Visor (perforated)
- Two exterior rear view mirrors - 2 external beacon sockets - Warning light and audible alarm for - Steering wheel knob FLUIDS
- Antifreeze - Extended Life Coolant -30C (-20F)
Quote 165798-01
OTHER STANDARD EQUIPMENT
- Standard Storage Box guard
- Transport tie-down points - Safety Manual
- Ground line fill fuel tank with - Operations and Maintenance Manual 160L (42.3 gal) capacity & 19L (5 gal) - Lockable hood
diesel exhaust fluid - Tire Valve Stem Protection
- Rubber impact strips on radiator
HYDRAULICS
- 6 micron spin-on hydraulic filter - Hydraulic oil cooler - Caterpillar Compact 294 hose - Flow-Sharing Hydraulic Valves - Electro-hydraulic slide frame lock - Hydraulic suction strainer release
ELECTRICAL
- 12 volt electrical start - Audible system fault alarm - Horn, front and rear - Key start/stop system
- Backup alarm - 850 CCA maintenance free battery
- Hazard flashers/turn signals - Battery disconnect switch - Halogen head lights (2) - External Power Receptacle (12v) - Halogen rear flood lights (2) - Self cancelling turn signals - Stop and tail lights
OPERATOR ENVIRONMENT
- Isolation mounts - Floor mat and Dome Light
- Coat hook - Front and rear windshield wipers
Quote 165798-01
MACHINE SPECIFICATIONS
428 07A BHL AM-N DCA1 588-0447
INCLUDES:
543-3346 428 07A BACKHOE LOADER CFG2
337-9696 COUNTERWEIGHT, 1015 LBS 337-9696
337-9731 SOUND SUPPRESSION, EU, 102 DB
387-6612 LIGHTS, ROADING, RH DIP 387-6612
9R-0868 STABILIZER PADS, STREET 9R-0868
398-2866 LINKAGE, DIG, 14FT, REGULATED 398-2866
456-3390 COUPLING,QD,THREADED WITH CAPS 456-3390
467-4599 GUARD, REAR LIGHT 467-4599
491-6734 WORKLIGHTS (8) HALOGEN LAMPS 491-6734
540-2301 STANDARD RADIO DAB+ (12V)
542-7779 ENGINE, 70KW, C3.6 DITA, S5 542-7779
542-7810 AIR CONDITIONER, S5 542-7810
544-5769 HYD, MP, PILOT, 5FNC/7BNK 544-5769
545-5047 DISPLAY, STANDARD 545-5047
545-5097 STICK, EXTENDABLE, 14FT, PILOT 545-5097
545-5419 PT, 4WD/2WS POWERSHIFT, PILOT 545-5419
546-4811 FRAME, NARROW 546-4811
548-1197 LINES, TWO-WAY, 14FT E-STICK 548-1197
549-4574 GUARD, DRIVESHAFT
551-6940 COLD WEATHER PACKAGE, 120V 551-6940
557-4934 CAB, DELUXE 557-4934
559-3958 PREPARATION PACKAGE PILOT, EU
560-6797 PRODUCT LINK, CELLULAR, PLE643 560-6797
564-2020 LOADER QUICK COUPLER 564-2020
567-5090 AUTO-UP STABILIZERS 567-5090
569-6244 RIDE CONTROL 569-6244
570-9674 STEERING STOP 570-9674
573-4520 SEAT, DELUXE FABRIC 573-4520
586-0928 POWER SIDE SHIFT 586-0928
595-4867 DRIVE ARRANGEMENT, 20'' TIRES 595-4867
389-9281 FENDER, REAR STANDARD 389-9281
LANE 1 ORDER 0P-9001
TIRES, 340 80R20/480 80R26, MX 533-2163
BUCKET-MP, 1.4 YD3, IT 216-8840
CUTTING EDGE, TWO PIECE,WIDE 9R-5320
SEAT BELT, 3'' SUSPENSION 206-1748
INSTRUCTIONS, ANSI 615-9562
SERIALIZED TECHNICAL MEDIA KIT 421-8926
SHIPPING/STORAGE PROTECTION 461-6839
RUST PREVENTATIVE APPLICATOR 462-1033
PACK, DOMESTIC TRUCK 0P-0210
PINS, SPARE, NARROW STICK 223-1882
COUPLER, PG, MAN.D.LOCK, BHL 444-7500
Quote 165798-01
Sub Total 185,057.00
Min Member Disc 22.0% (40,712.54)
Machine / Option Price 144,344.46
Work Tools / Attachments
BUCKET-HD, 18", 4.2 FT3 219-3386 1,799.00
BUCKET-HD, 24", 6.2 FT3 219-3387 1,938.00
HAMMER, B8S 532-9208 12,361.00
BRACKET, BHL, QC, TUCK, LG 572-6066 660.00
LINES, B6-B8 HAMMER, BHL-TUCK 565-6083 333.00
Sub Total 17,091.00
Member Disc 22.0% (3,760.02)
Work Tool / Attachments Price 13,330.98
Customer Invoice
Machine / Option Price 144,344.46
Work Tool / Attachments Price 13,330.98
Pre-Tax Total 157,675.44
Add-ons, No contract discount
Delivery 800.00
Machine Prep 1,200.00
84 MO, 500 HR Premier 4,964.71
Manuals 1,400.00
Total 166,040.15
Quote 165798-01
WARRANTY & COVERAGE
Standard Warranty: 12 MONTHS FULL MACHINE
Extended Coverage: 428-84 MO/500 HR PREMIER (Tier 4)
SOURCEWELL SELL PRICE $166,040.15
EXT WARRANTY Included
NET BALANCE DUE $166,040.15
TIRE FEE $7.00
SALES TAX (9.5%) $15,773.81
AFTER TAX BALANCE $181,820.96
F.O.B/TERMS:
Delivered / Net 10 days
Accepted by___________________________________ on ____________________ ______________________________
Signature