City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 20, 2026 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL SUBJECT: PURCHASE OF A CATERPILLAR AP655 ASPHALT PAVER FROM QUINN COMPANY DBA CATERPILLAR, INC., OF RIVERSIDE, CALIFORNIA, THROUGH SOURCEWELL CONTRACT NO. 011723-CAT IN THE AMOUNT OF $719,637.05, AND A SUPPLEMENTAL APPROPRIATION OF MEASURE A FUNDS ISSUE:
Consider approving the purchase of a Caterpillar AP655 Asphalt Paver from Quinn Company dba Caterpillar, Inc., of Riverside, California, through Sourcewell Contract No. 011723-CAT in the amount of $719,637.05, and a supplemental appropriation of Measure A funds.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of a Caterpillar AP655 Asphalt Paver from Quinn Company dba Caterpillar, Inc., of Riverside, California, through Sourcewell Contract No. 011723-CAT in the amount of $719,637.05; By at least five affirmative votes, authorize the Chief Financial Officer, or designee, to record a supplemental appropriation in the amount of $719,637.05 in the Measure A Fund, Asphalt Paver expenditure account from available fund balance for the purchase of a Caterpillar AP655 Asphalt Paver; and Authorize the City Manager, or designee, to execute any purchase orders, or other documents with Quinn Company dba Caterpillar, Inc., including making minor and non-substantive changes.
BACKGROUND:
The Public Works Department, Street Maintenance Division is responsible for street maintenance, including, but not limited to, rehabilitating small streets, parking lots, and alleys, as well as a limited number of major street rehabilitation projects. These services require reliable heavy-duty equipment to efficiently support daily operations.
The equipment that is proposed for replacement has experienced extended periods of down time for repairs, has exceeded its expected service life, and has excessive life-to-date maintenance costs. To ensure operating efficiency, employee productivity, and continued public safety, the equipment should be replaced.
DISCUSSION:
The General Services Fleet Division (Fleet) evaluates all equipment purchases to ensure the efficient management of City assets. Many City vehicles are included in the Fleet Motor Pool (Motor Pool) program, which means funds are set aside monthly for future replacement. The Motor Pool programs provide a sound and predictable fiscal approach to funding capital equipment and vehicle needs over the long-term. However, it has not been the practice to include heavy-duty off-road equipment in the Motor Pool program, which means departments must either request supplemental appropriations or absorb costs in their budgets for essential equipment.
Public Works has a need to begin adding new equipment to its aging fleet of equipment to support the City’s core mobility and transportation infrastructure, such as street maintenance (grinding, paving, slurry coating), concrete work (curb and gutter), street painting and striping, and emergency response (rain and wind events).
Public Works has an immediate need to purchase an asphalt paver. The asphalt paver is an essential piece of equipment used during street resurfacing, asphalt rehabilitation, roadway reconstruction, pothole and pavement repairs, and preventative maintenance projects. The paver can also be used for paving and resurfacing City-owned parking areas and other City facilities.
Replacing the aging asphalt paver with new equipment will improve the Street Maintenance Division’s ability to reliably perform daily paving operations and respond to the City’s ongoing street maintenance needs. A new paver will reduce the likelihood of mechanical breakdowns, minimize equipment-related downtime, and reduce the need for costly repairs associated with aging equipment. It will also provide improved paving performance and consistency, helping crews achieve a more uniform asphalt placement and higher-quality finished roadway, and will allow the Street Maintenance Division to continue performing core street maintenance services in-house and respond effectively to the City’s growing infrastructure maintenance needs.
Purchasing Overview
On November 15, 2022, Sourcewell, a State of Minnesota local government unit and service cooperative, issued Request for Proposals (RFP) No. 011723 on Sourcewell’s Procurement Portal seeking prospective proposers to provide Heavy Construction Equipment with Related Attachments and Technology.
The solicitation notification is summarized in the table below:
Action
Number of Vendors
Vendors who downloaded the RFP
46 Proposals received
18 A non-mandatory pre-proposal meeting was held on December 6, 2022. A total of 7 questions were received from prospective proposers, and 5 addenda were posted. RFP No. 011723 closed on January 17, 2023, with a total of 18 responses. 17 bids were found to be responsive and responsible, with 1 bid deemed nonresponsive due to products and services offered in the proposal response fell outside of the Requested Equipment, Products, or Services of the RFP.
Under the guidance of Sourcewell, a State of Minnesota local government unit and service cooperative, 4 individuals from Sourcewell, evaluated the proposals for 1 round, which resulted in Caterpillar, Inc. ranking No. 1. The evaluation criteria, total points and rankings for each evaluation round are summarized in the tables below.
Round 1 – Evaluation Criteria
Evaluation Criteria
Total Points
Conformance to RFP Requirements
50 Pricing
400
Financial Viability and Marketplace Success
75 Ability to Sell and Deliver Service
100
Marketing Plan
50 Value Added Attributes
75 Warranty
50 Depth and Breadth of Offered Equipment, Products, or Services 200
Round 1 – Evaluation Results
Vendor
Location
Proposed Cost
Evaluation Scores
Rank
Caterpillar, Inc.
Peoria, IL
N/A
857.00
1 Komatsu America Corp.
Chicago, IL
N/A
847.00
2 John Deere Shared Services, LLC
Moline, IL
N/A
846.00
3 CNH Industrial America, LLC
Racine, WI
N/A
838.00
4 Volvo Construction Equipment North America
Shippensburg, PA
N/A
837.00
5 Kobelco Construction Machinery, USA
Katy, TX
N/A
835.00
6 LluGong Construction Machinery North America, LLC
Katy, TX
N/A
820.00
7.5 SANY America
Peachtree City, GA
N/A
820.00
7.5 Hitachi Construction Machinery America's, Inc.
Newnan, GA
N/A
818.00
9 Hyundai Construction Equipment Americas, Inc.
Norcross, GA
N/A
816.00
10 Gradall Industries, Inc.
New Philadelphia, OH
N/A
812.00
11 Liebherr USA Co.
Newport News, VA
N/A
809.00
12.5 Link-Belt Cranes
Lexington, KY
N/A
809.00
12.5 Doosan lnfracore North America
Suwanee, GA
N/A
798.00
14 HI-Vat Corporation
Marietta, OH
N/A
768.00
15 Grove U.S., LLC
Shady Grove, PA
N/A
728.00
16 LBX Company, LLC
Lexington, KY
N/A
706.00
17 Mazio Attachments, LLC*
Port St. Lucie, FL
N/A
N/A
N/A
*Non-responsive vendor
Following the evaluation, Caterpillar, Inc. was selected as the most qualified company to perform the requirements of the RFP.
Cooperative Procurement
Sourcewell is a national service cooperative created to provide government procurement resources and solutions to members in government, education, and nonprofit sectors. Since the City of Riverside is a member of Sourcewell, Quinn Company dba Caterpillar, Inc. can provide the best overall government pricing in accordance with Cooperative Agreement number 011723-CAT.
The City is receiving a discount in the amount of $124,454.73 on the equipment purchased from the Sourcewell contract with Quinn Company dba Caterpillar, Inc., which reduced the total cost of the equipment to $719,637.05.
This action is pursuant to Purchasing Resolution No. 24421, Section 602 which states, “Competitive Procurement through the Informal Procurement 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 recommended action is compliant with Purchasing Resolution No. 24421.
The General Services Department concurs with the recommendations in this report.
FISCAL IMPACT:
The total fiscal impact of this action is $719,637.05. Upon Council approval, a supplemental appropriation will be recorded in the Measure A Fund, Asphalt Paver Account No. 9938630-440313.The Measure A Fund has sufficient reserves to support the supplemental appropriation.
Prepared by: Alex Rendon, Principal Management Analyst Approved by: Nathan Mustafa, Public Works Director
Certified as to
availability of funds: Julie Nemes, Finance Director
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: James Johnson, City Attorney
Attachments:
Sourcewell Cooperative Agreement No. 011723-CAT
Quote – Quinn Cat Asphalt Paver
Approve Purchase of Asphalt Paverh Page 2