Camarillo City Council
AGENDA REPORT
Date: March 13, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: John Thomas, Assistant Administrative Services Director Subject: Award Equipment Replacement for Specification No. AS-2023-14, Backhoe Loader
BACKGROUND
Staff annually reviews and revises the vehicle and equipment replacement schedule based on the age, estimated life expectancy, mileage, and maintenance costs. Purchases are made based on cost effectiveness, city needs and manufacturer (model/type) availability. Equipment is often kept in service as long as effectively possible and past the scheduled replacement year if still operable and in good working condition.
The City Council approved purchases of new and/or replacement vehicles and equipment with the adoption of the Fiscal Year 2023/24 Budget.
DISCUSSION
Staff obtained a quote for a 2024 model year Backhoe Loader from Quinn Company of Oxnard, to replace the 15-year-old loader, (Unit 361) for the Streets Division, utilizing cooperative contract pricing through Sourcewell, as allowed for in the City’s Purchasing Policy. Sourcewell Contract #011723-CAT will be utilized for the purchase.
Authorization is requested to purchase the replacement Backhoe Loader in the amount of $134,025, and approval of a 25% contingency in the amount of $33,500 based on manufacturers price increases experienced with other recent purchases, for a total expenditure of $167,525.
FISCAL IMPACT
Funds for the purchase of the Backhoe Loader are included in Vehicles & Equipment Fund, Capital Purchases Account No. 540-5540-455.91-33.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that equipment purchases are not subject
Award Equipment Replacement for AS-2023-14
March 13, 2024
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to CEQA review because it can be seen with certainty that there is no possibility that the purchase of equipment has a significant effect on the environment.
RECOMMENDATION
1. Find the purchase exempt from review under the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines; and
2. Authorize City Manager to execute the quote for AS-2023-14 from Quinn Company in the amount of $134,025; and authorize a contingency up to $33,500 for a not to exceed total of $167,525; and
3. Authorize City Manager to execute future change orders or documents as necessary up to the authorized contingency amount.
ATTACHMENTS
1. Equipment Photo
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL Quotes are available for review in the Administrative Services Department