City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 21, 2022 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: PURCHASE OF JOHN DEERE 444P LOADER, JOHN DEERE 60 INCH FORKS, PALADIN 103 INCH BROOM, AND JRB 2.5 YD GRAPPLE BUCKET FROM JOHN DEERE DBA DEERE & COMPANY IN THE AMOUNT OF $282,129.96.
ISSUE:
Authorize a purchase order for the purchase of a John Deere 444P Loader, John Deer 60 Inch Forks, Paladin 103 Inch Broom, and JRB 2.5 Yard Grapple Bucket from John Deere DBA Deere & Company from Cary, North Carolina, in the total amount of $282,129.96.
RECOMMENDATION:
That the City Council:
Approve a purchase order for the purchase of a John Deere 444P Loader, John Deere 60-inch Forks, Paladin 103 Inch Broom, and JRB 2.5 Grapple Bucket from John Deere in the amount of $282,129.96.
Authorize the City Manager, or his designee, to execute the purchase order with John Deere including making minor and non-substantive changes and authorize a 10% change order.
BACKGROUND:
The Parks, Recreation and Community Services Department (PRCSD) is committed to the safety of the community and the beautification of the parks system. Maintenance of parks frequently require activities such as post fire clean up, loading green waste and trash into bins, moving boulders to prevent access to sites, repairing trails at undeveloped sites, construction projects that require digging, lifting, loading and demolition, and homeless encampment clean ups. A loader is vital for the Parks Division to perform these activities and continue to maintain the over 50 developed and undeveloped parks.
The current loader being utilized dates back to 1995 and is in need of replacement. The current loader continues to fail and break down on a frequent basis. Due to the repairs required, it is not readily available for the work to be completed and hinders the productivity of staff. In addition to maintenance costs, the Department is required to rent outside equipment to perform clean-up activities. The cost of renting a loader is $6,800 per month. The loader currently being utilized was purchased for $78,000 and the maintenance and repair on the loader totals $210,000 to date. The Department currently has savings in the Fiscal Year 2021/2022 budget that can be utilized for the purchase of the equipment and will re-appropriate funds for the purchase of the loader.
DISCUSSION:
The purchase of the loader and accessories will assist with continued efforts towards community safety. Rentals of the equipment have been difficult to obtain and are becoming frequently unavailable. Due to the unavailability of a functioning loader, activities such as the loading of trash, homeless encampment clean ups, post fire clean ups, and other projects are being impacted. A purchase of a new loader will allow the Parks Division to fulfil their maintenance responsibilities and their responsibilities as part of the Public Safety and Engagement Team.
City Staff is requesting to purchase the equipment through the Sourcewell Staples Minnesota Cooperative pricing under RFP No. 032119 which was solicited on March 22, 2019. John Deere was awarded contract No. 032119-JDC for Heavy Construction Equipment with related Equipment and Accessories. Pursuant to Purchasing Resolution No. 23812, Section 602(f) which states “Competitive Procurement through the Informal and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements.” The Purchasing Manager concurs that the recommendation to purchase is in compliance with Purchasing Resolution 23812, Section 602(f).
STRATEGIC PLAN ALIGNMENT:
The purchase of the loader and accessories aligns with Strategic Priority 1 – Arts, Culture and Recreation and Goal 1.4, prioritizing safety at trails and parks, by maintaining safe and responsible open areas for recreational use and protection of home and property in the surrounding areas.
The item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Purchase of the loader increases community safety as it is to restrict access to dangerous areas, clean up local parks for community use and clean up homeless encampment throughout the City.
Equity – This purchase will benefit and contribute to the safety of all park users across all wards. The loader will be used at multiple locations allowing residents to utilize clean and well-maintained parks city-wide. As part of the Public Safety Engagement Team the loader will be used to clean up homeless encampments city-wide.
Fiscal Responsibility – Replacement of the loader will reduce rental and repair costs. To date the loader has cost the Department $210,000, and rental cost will increase if not replaced.
Innovation – The purchase of a newer model loader that will be more reliable contributes to the efficiency and effectiveness of maintaining clean parks and neighborhoods.
Sustainability & Resiliency – Routine maintenance at parks and local trails continue to preserve our park system and prevent deterioration. The loader will assist PRCSD to effectively perform maintenance and repair activities on a timely basis.
FISCAL IMPACT:
The total fiscal impact of the action is $282,129.96. Sufficient funds are budgeted and available in the General Fund, Parks, Automotive Equipment account 5215000-462100.
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: John Deere Retail Purchase Order/Quote
John Deere Purchase Order ● Page 2