AGENDA
ITEM
16 HEF CAT
AGENDA
CALEXICO California ITEM
WIERE CALIFORNIA AND MEXICO MEET
16 CITY COUNCIL
AGENDA STAFF REPORT
DATE: September 16, 2026
TO: Mayor and City Council
APPROVED BY: Benjamin A. Martinez, City Manager Ba
REVIEWED BY: Karta Chaparo, Finance Director Ne
PREPARED BY: Liliana Falamir, Public Works Manager - Administrative Hel SUBJECT: Authorize the City Manager to Purchase One (1) Caterpillar 420 Backhoe Loader for the Water Distribution in the amount of $167,807.26 from Empire Machinery under OMNIA Partners Public Sector Cooperative Purchase Agreement.
Recommendation:
It is recommended that the City Council of the City of Calexico approve the following:
1. Authorlze the City Manager to Purchase One (1) Caterpillar 420 Backhoe Loader for the Water Distribution in the amount of $167,807.26 from Empire Machinery under OMNIA Partners Public Sector Cooperative Purchase Agreement.
Background:
The Public Works Department is requesting to purchase one (1) Caterpillar 420 Backhoe Loader which is an essential piece of equipment for the City's Water Distribution Division. This Backhoe Loader will allow City staff to continue performing maintenance and replacing pipeline in our water distribution as part of the City's Capital Improvement Program (CIP).
Discussion and Analysis:
Public Works staff is requesting that the City Council of the City of Calexico authorize the City Manager to purchase one (1) Caterpillar 420 Backhoe Loader from Empire Machinery for Water Distribution under OMNIA Partners Public Sector Cooperative Purchase Agreement.
OMNIA Partners provides cooperative solutions that assist both government and education agencies. In addition, they provided qualified public bidding process through purchasing cooperative, which the City may join pursuant to Ordinance No. 1218, Purchasing Policies and Procedures - Cooperative Purchases.
Fiscal Impact:
Budgeted Item for FY 2027-2028
Water Enterprise Fund #516-90-992-56014-000 $167,807.26 Total $167,807.26
Coordinated With:
City Manager's Office.
Finance Department.
Public Works Department.
Attachments):
1. Empire Machinery Proposal dated August 26, 2026.
2. Ordinance No. 1218, Purchasing Policies and Procedures - Cooperative Purchase Section.
3. OMNIA Partners Contract No. 212816-01 Executive Summary. 2 ATTACHMENT NO. 1
CAT
Attn: Jose Saldana
City of Calexico
608 Heber Ave
Calexico, CA 92231
*Not Actual Quoted Unit
CATERPILLAR 420 BACKHOE LOADER
STANDARD EQUIPMENT
Booms, Sticks, and Linkages
Backhoe
14' 4° Center Pivot Backhoe Thermal Starting Ald System : Boom & Swing Transport Locks • Dry Type Axial Seal Alr Cleaner with Integral Pre-Cleaner Pilot Operated Backhoe & Electro-Hydraulic & Automatic Dust Ejection System Stabllizer Controls & Streel Type Stabilizer Shoes : Fliter Condition Indicator • Anti-Drift Hydraulics (Boom, Stick, & E-Stick) Hydraulically Boosted Multi-Plate Wet Disc Brake with • CAT Cushion Swing™ System Dual Pedals & Interlock
• Loader Differential Lock
Single Tilt Loader & Lift Cylinder Brace Torque Converter • Self-Leveling Loader with Single Lever Control Four-Speed Manual Shift TransmIssion Return-to-Dig (Aulomatic Bucket Positioner) Neutral Safety Switch Transmisslon Neutralizer Switch Spln-On Filters for Fuel, Engine Oll, & Transmission Oll • Bucket Level Indicator Outboard Planetary Rear Axles
Dlesel Partlculate Filter
Hydraulics • Hydrostatic Power Steering
Pilot Hoe & Mechanical Loader Controls & Pilot Control
Shutoff Switch Electrical
• Load Sensing, Varlable Flow System with 43 gpm Axial 12V Electrical Start & 12V External Power Receptacle Piston Pump • Front & Rear Horn & Back-Up Alarm
• Caterpillar XT-3 Hose Hazard Flashers & Turn Signals
• Hydraullc Oll Cooler, Flow-Sharing Hydraulic Valves, Halogen Head Lights (2) & Rear Flood Lights (2) Hydraulto Suction Strainer, & 6 Micron Hydraulic Fllter Stop & Tall Lights Audible System Fault Alarm
Operator Environment Key Start/Stop System
Interlor Rearvlew Mirror • 850 CCA Malntenance Free Battery & Battery Disconnect • Rear Fenders Switch
• ROPS Сапору • Diagnostic Ports for Engine & Machine ECM • 2" Retractable Seat Belt
• Tilt Steering Column Other Standard Equlpment
• Steering Knob & Hand & Foot Throttle • Standard Storage Box • Automatic Engine Speed Control & One Touch Low Idle * Transport Tie-Down Points • Floor Mat & Coat Strap • Ground LIne FIll Fuel Tank (42.3 Gallon) & Diesel Exhaust Lockable Storage Area Fluld (5 Gallon)
• Air Suspension Seat • Rubber Impaci Strips on Radlator Guard Safety Manual/Operations & Maintenance Manual
Flulds :
Antifreeze - Extended Life Coolant to -20°F Tire Valve Stem Protection
8/26/2026
ADDITIONAL CONFIGURATION
RIY REFERENCE DESCRIPTION LIST PRICE
1 5427992 CATERPILLAR 420-07A BACKHOE LOADER $113,078.00 1 6645967 TRIM PACKAGE 3 $52,194.00
TRIM PACKAGE 3 INCLUDES
1 5440883 CAB, DLX $0.00
5427774 HYD, MP, 6FCN $0.00
5441066 PT, 2WS, PSHF $0.00
5434284 STICK, EXT, 14' $0.00
5455048 DISPLAY, TOUCH SCREEN $0.00
4916736 WORKLIGHTS (8) LED LAMPS $0.00
6110339 SEAT, DLX FABRIC $0.00
1 5427810 AIR CONDITIONER, T4F $0.00
1 3379696 CTWT, 1015 LBS $0.00
1 5516453 RIDE CONTROL $0.00
1 5481231 LINES, AUX COMBO, E-STICK $0.00
1 5402298 STD RADIO (12V) $0.00
5516940 COLD WEATHER PACKAGE, 120V $0.00
1 5675090 AUTO-UP STABILIZERS $0.00
1 4237607 PLATE GROUP, BOOM WEAR $0.00
1 3531389 GUARD, STABILIZER $0.00
END OF TRIM PACKAGE INCLUDES
1 5419540 ENG, 74.5KW, C3.6, T4F $12,597.00
1 2061748 BELT, SEAT, 3" SUSPENSION $191.00
6394880 PRODUCT LINK, CELLULAR, PLE643 $0.00
3792161 TIRES, 12.5 80/19.5L-24, GY $3,428.00
1 9R6007 STABILIZER PADS, FLIP-OVER $444.00
4616839 SHIPPING/STORAGE PROTECTION $289.00
1 4621033 RUST PREVENTATIVE APPLICATOR $152.00
1 337-7444 BUCKET-MP, 1.4 YD3, PO, BOCE $8,642.00
1 5458548 LOADER BUCKET PINS $0.00
1 5441901 COUPLER, PIN LOCK, BL F $1,588.00
1 2471947 BUCKET-HD, 12", 3.4 FT3, PL $1,942.00
1 2471950 BUCKET-HD, 24", 7.3 FT3, PL $2,246.00
CATERPILLAR LIST PRICE $196,791.00
PRICING SUMMARY
CATERPILLAR LIST PRICE: $196,791.00
OMNIA MEMBER CONTRACT #212816 DISCOUNT (22.00%): -$43,294.02 ADDITIONAL DEALER DISCOUNT (3.00%): -$5,903.73
SUBTOTAL: $147,593.25
PREP/PDI (MACHINE): $2,344.00
EXTENDED WARRANTY (DETAILS BELOW): $3,581.00
DELIVERY (DETAILS BELOW): $1,500.00
SALE PRICE: $155,018.25
SALES TAX (8.75%): $12,789.01
GRAND TOTAL: $167,807.26
8/26/2026
Warranty Coverage | INCLUDED 1
Caterpillar Premier Extended Protection coverage of 5 years or 3,000 hours (whichever occurs first) is included, helping protect the agency's investment by reducing exposure to unexpected repair costs while supporting long-term equipment rellability and budget predictability. Travel time and mlleage associated with warranty repairs are covered during the first twelve (12) months of ownership. With more than 365,000 warranty coverage combinations across the Caterplllar equlpment Ilneup, additional terms and coverage structures are avallable should an alternative approach better allgn with your operational requirements, lifecycle strategy, or budget objectives.
Coordinated Dellvery | INCLUDED |
Dellvery is included to the address identified on header of first page of this document, with Empire coordinating transportation through qualified, Insured heavy equipment carriers to support a smooth and timely dellvery process. If the delivery location changes after order confirmation, additlonal transportation charges may apply.
Equlpment Operator Orientation | INCLUDED |
Equipment, Safety, and Balc Daily Maintenance Review is included with every governmental Caterpillar machine purchase and Is tallored to the specific equipment delivered. This orlentaton ensures operators are prepared to operate the machine safely, efficiently, and in accordance with manufacturer's recommendations from day one.
Equipment Telematics | INCLUDED |
Includesthe VisionLink® Connect Plan, providing core machine data such as GPS location, operating hours, fuel utlization, idle time, malntenance reminders, and machine alerts through a secure web and moblle interface. This connectivity enables agencies to monitor utilization, support preventive maintenance planning, improve operator accountability, and make data-driven decislons to controlowning and operating costs. Enhanced visibllity into fleet performance also supports uptime, operational efficiency, and lifecycle management.
Local & State Governmental Financing | AVAILABLE
CAT Financlal offers flexible financing solutions designed specifically for governmental agencies, Including lease -purchase and tax lease optlons with competitive rates and up to 100% financing for qualified entitles. Programs may Include non- appropriation clauses, predictable payments, and structures that often avold the complexity of bond issuance or voter approval. These options can help agencies acqure needed equipment while maintaining budget flexibility and long-ter planning alignment. Financing and insurance solutions can be evaluated alongside purchase alternatives to determine the best fit based on your agency's funding structure and operatlonal goals.
If you have any questions regarding this information, please let me know. Thank you for allowing Empire Machinery to assist with your Caterpillar equipment needs.
Brian Havens
Empire Southwest
Governmental Account Manager
(760) 996-4881
[email protected]
This quote Is good for thirty days and prices are subject to change. All finance options are subject to credit approval. By purchasing goods or services from Emple, you agree to Empire's Terms (www.empire-cat.com/salesservlceterms), which are incorporated Into this quote. Client agrees that pricing is subject to adjustment in the event a manufacturer increases pricing due to changes in applicable tariffs, dutles, or other governmental charges. Due to market issues outside of Empire's control, any tires listed on this quote may not be available at time of shipment. All tire makes, models and costs are subject to change.
8/26/2026
ATTACHMENT NO. 2
ATTACHMENT "1"
CITY OF CALEXICO PURCHASING POLICY & PROCEDURES
performance problem encountered immediately following the occurrence so that corrective action may be taken.
Contract Purchase Orders are annual and may include option for renewal for specific products, product types, or services at agreed upon prices or pricing structure and for a specified period of time.
Cooperative Purchases
The City may participate in purchases and contracts established by other political jurisdictions, provided the cooperative agreement is established following a competitive bid process. The City Manager may authorize the award of cooperative purchase agreements up to $24,999. City Council approval is required for the award of any cooperative purchase of $25,000 or more.
Sole Source Purchases
Commodities and services, which can be obtained from only one vendor, are exempt from competitive bidding. • Sole source purchases may include proprietary items sold directly from the manufacturer, items that have only one distributor authorized to sell in this area or a certain product had been proven to be the only product that has proven to be acceptable. All sole source purchases shall be supported by written documentation signed by the appropriate Department Head and forwarded to the Finance Department.
The Finance Director or designee will make final determination that an item is a valid sole source purchase.
Urgency Purchases
An urgency is one where there is an unforeseen situation which requires immediate procurement of materials or services in order to continue operations of an essential department, or for the preservation of health, safety and welfare of the people, or protection of property, when there is a present, immediate and existing danger. A depletion of stock through normal routine usage is not considered an urgency item.
Urgency purchases may be made without competitive bidding when time is of the essence, and shall be made only for the following reasons:
1. to preserve or protect life, health or property; or
2. upon natural disaster; or
3. to forestall a shutdown of essential public services since urgency prot prop di not note ly provide thed, sound apprint shall obsca in keeping such order to an absolute minimum. In addition, the following requirements shall apply:
The Finance Department shall be contacted as soon as possible for an advance purchase order number, which may be given verbally to cover the urgent 4 81211.0010034278866.1
ATTACHMENT NO. 3
OMNIA®
PARTNERS
NATIONALIPA US COMMUNITIES
HEAVY EQUIPMENT, PARTS, ACCESSORIES, SUPPLIES AND RELATED SERVICES Executive Summary
Lead Agency: City of Tucson, AZ Sollcitation: RFP #212816 RFP Issued: August 10,2021 Pre-Proposal Date: August 17, 2021 Response Due Date: September 24, 2021 Proposals Received: #2 Awarded to: Caterpillar, Inc. - Contract #212816-01
The City of Tucson, AZ Department of Procurement issued RFP #212816 on August 10, 2021, to establish a national cooperative contract for Heavy Equipment, Parts, Accessorles, Supplies and Related Services.
The solicitation included cooperative purchasing language in Sections A. Introduction, A.1. Summary:
NATIONAL CONTRACT:
The City of Tucson (herein referred to as the City) is requesting proposals from qualified and experienced firms to provide HEAVY EQUIPMENT, PARTS, ACCESSORIES, SUPPLIES AND RELATED SERVICES. The City requires a contractor who provides a diverse and extensive supply of equipment for purchase and/or rental to various locations in the Tucson metropolitan area and Participating Public Agencies, as well as representatives) to provide product and service consultations, demonstrations, and training.
Heavy equipment will include, but not be limited to, the following equipment categories: Landfill, Construction, and Materlal Handling, The City has approximately 150 pieces of heavy equipment that falls under the heavy equipment category. The Contractor will have a sophisticated Infrastructure Including strategically located nationwide distribution centers and employ professional sales representatives to provide effective, timely service to the City of Tucson and to Participating Public Agencies.
Notice of the sollcitation was sent to potential offerors, as well as advertised in the following:
• City of Tucson website Times Union, NY
OMNIA Partners website • Dally Journal of Commerce, OR
USA Today, nationwide • The State, SC
Arizona Business Gazette, AZ • Houston Community Newspapers, Cy Creek San Bernardino Sun, CA Mirror, TX
Honolulu Star-Advertiser, HI • Deseret News, UT
The Advocate - New Orleans, LA • Richmond Times, VA
• New Jersey Herald, NJ • Seattle Daily Journal of Commerce, WA Verslon August 19, 2020
• Helena Independent Record, MT Las Vegas Sun, NV
• Kennebec ME Journal
The Herald-News, IL
On September 24, 2021 proposals were recelved from the following offerors:
• CTOS Rentals LLC • Caterpillar, Inc.
The proposals were evaluated by an evaluation committee. Using the evaluatlon criterla established In the RFP, the committee elected to enter into negotiations with the top ranked firm, Caterplllar, Inc.
City of Tucson, OMNIA Partners and Caterplllar, Inc, successfully negotlated a contract, and the City of Tucson executed the agreement with a contract effective date of October 3, 2022.
Contract Includes:
• New and used heavy equipment
• Parts, accessorles, supplies and related services
Warranties, malntenance, and repalr services
Leasing, financing, trade-in options
Term:
Initial one (1) year agreement effective October 3, 2022 through October 2, 2023 with the option to renew for four (4) additlonal one-year periods through October 2, 2027.
Pricing/DIscount: Minlmum discount off list price.
OMNIA Partners Web Landing Page: Caterpillar Cooperative Contract | Contract Documentation (omniapartners.com)
Verslon August 19, 2020