City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-00283 1/21/2025 Consent Item 6.
Cooperative Purchase Agreement: Replacement Loaders
File ID: 2025-00283
Location: Citywide
Recommendation: Pass a Motion: 1) approving the use of the Sourcewell cooperative purchase agreement with John Deere Construction Retail Sales (Contract No. 011723-JDC) for the purchase of five replacement loaders and one replacement excavator not to exceed $844,579; and 2) authorizing the City Manager or the City Manager’s designee to take any necessary actions to complete the purchases specified above.
Contact: Stacey Chatman, Program Specialist, (916) 808-6711, [email protected]; Alison Kerstetter, Fleet Manager, (916) 808-1163, [email protected]; Department of Public Works
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, has a customer requirement to purchase five replacement John Deere Loaders for the Department of Public Works.
These include two for the Pavement Maintenance Section of the Maintenance Division to replace units 10594 and 10198, one for the Illegal Dumping Collection Section of the Recycling and Solid Waste Division (RSW) to replace unit 12131, and two for the Seasonal and Appointment Collection Section of RSW to replace units 12135 and 12133. The loaders will be used to assist with leveling and smoothing surfaces for pavement maintenance and picking up debris (both illegally dumped and scheduled service pickups as part of residential waste services).
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56, which requires City Council approval of actions of $250,000 or more and which provides for the use of cooperative purchase agreements without competitive bidding (Section
3.56.240).
File ID: 2025-00283 1/21/2025 Consent Item 6.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of vehicles and are not considered to be a project in accordance with Section 15378(b)(2) of the CEQA guidelines.
Sustainability: The recommended purchases are consistent with the updated Fleet Sustainability Policy, adopted by City Council on December 12, 2017 (Resolution No. 2017-0478) and California Air Resource Board (CARB) regulations as there is no comparable zero emission model available for replacement.
Commission/Committee Action: None.
Rationale for Recommendation: After reviewing the available purchase options, the Fleet Management Division has determined that the Sourcewell cooperative purchase agreement with John Deere Construction Retail Sales represents the most advantageous purchasing strategy. The contract was competitively bid nationally, and Sourcewell receives greater discounts from the manufacturer due to a higher purchase volume than the City would receive if issuing its own bid.
In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement method increases pricing competitiveness and lowers operating costs through volume buying. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract.
The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost savings opportunities for the City.
Financial Considerations: The recommended purchase, in a total amount not to exceed $844,579, will be made from the Department of Public Works Fiscal Year (FY) 2024/25 operating budget (Fleet Fund, Fund 6501) and will be charged to the Department of Public Works, Pavement Maintenance (I06152125, Fund 2002), Illegal Dumping Collection (I06150025, Fund 1001), and Seasonal and Appointment Collection (I06147025, Fund 6007). Sufficient funding exists in the Department of Public Works FY2024/25 operating budget and the Department of Public Works Fleet Projects (I06152125, I06150025, and I06147025) to support the recommended purchases.
File ID: 2025-00283 1/21/2025 Consent Item 6.
Local Business Enterprise (LBE): John Deere Construction Retail Services is not an LBE. The minimum LBE participation requirement is waived for the City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar LBE programs.
______________________________CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.Supplement/Addendum #:Contract Expiration Date (if applicable):Adjusted $ Amount (+/-):General Information (Required)Original Contract # (supplements only): Parcel Number(s): Contract Effective Date: 0/14/2023_$ Amount (Not to Exceed):$57.00Other Party: John Deere Construction Retail SalesProject Title: Replacement LoadersProject #: City Council Approval:YESBid/RFQ/RFP #:0-JDCif YES, Council File ID#:202-Contract Processing ContactsDepartment:Public WorksProject Manager:Email:@cityofsacramento.orgContract Coordinator:SDepartment Review and RoutingAccounting: Supervisor: Division Manager:Other:(Signature) (Date)(Signature) (Date)(Signature)(Date)(Signature)(Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)Recording RequestedOther Party Signature Required------------------FOR CLERK & IT DEPARTMENTS ONLYDO NOT WRITE BELOW THIS LINE------------------CC Rev. 12.19.2018 Pape Machinery for John Deere Construction Retail SalesJohn Deere Construction Retail SalesJohn Deere Construction Retail SalesJohn Deere Construction Retail SalesPape Machinery for John Deere Construction Retail SalesPape Machinery for John Deere Construction Retail SalesJohn Deere Construction Retail SalesJohn Deere Construction Retail SalesPape Machinery for John Deere Construction Retail SalesPape Machinery for John Deere Construction Retail SalesPape Machinery for John Deere Construction Retail Sales ADDITIONAL TERMS AND CONDITIONS COOPERATIVE PURCHASE AGREEMENTWHEREAS, John Deere Construction Retail SalesandSourcewell entered intoSourcewell Contract # -JDCfor the procurement of Heavy Construction Equipment withRelated Accessories, Attachments and Supplies;WHEREAS, Pape Group Incorporated ) is an approved dealer for Vendor, and has agreed to be bound by the terms and conditions of the Sourcewell Contract; WHEREAS, Sourcewell Members may agree to "additional terms and conditions" through the Sourcewell Contract; andWHEREAS, the Citywishes to purchase equipment manufactured by Vendor pursuant to the terms of the Sourcewell Contract, with these Additional Terms.NOW THEREFORE, Pape and the City agree as follows:1.Purchase of Equipment at Quoted Prices. The City agrees to purchase the Equipment set forth in the attached PriceInformation (Attachment 1 hereto) from Pape, pursuant to the terms and conditions of the Sourcewell Contract. The terms ofthe Sourcewell Contract shall apply to this purchase and shall control over any contrary terms included in the RevisedPrice Quotation.2. Purchase via Purchase Order. Pape agrees that the Equipment identified in the Price Information shall be delivered to theCity, as ordered via a subsequently issued Purchase Order, through the Sourcwell Contract expiration date.3. Indemnity. Pape shall defend, hold harmless, and indemnify City, its officers, and employees, and each and every oneof them, from and against all actions, damages, costs, liabilities, claims, demands, losses, judgments, penalties, andexpenses of every type and description, whether arising from the purchase, delivery or use of the Equipment set forthin the attached Revised Price Quotationoutside attorneys and any fees and expenses incurred in enforcing this provision (hereafter collectively referred to aseto the environment, contractual or other economic damages, or regulatory penalties, arising out of or in any wayconnected with performance of or failure to perform by Pape, any subcontractor (including lower-tier subcontractors) oragent of Pape, their respective officers and employees, and anyone else for whose acts of omissions any of them maybe liable, whether or not the Liabilities (i) are caused in part by a party indemnified hereunder, or (ii) are litigated, settled,or reduced to judgment; provided that the foregoing indemnity does not apply to liability for damages for death or bodilyinjury to persons, injury to property, or other loss, damage, or expense, to the extent arising from the active negligenceor willful misconduct of, or defects in design furnished by, City, its agents, servants, or independent contractors who aredirectly responsible to City, except when such agents, servants, or independent contractors are under the supervisionand control of Contractor or any subcontractor (including lower-tier subcontractors) or agent of Pape.4. Insurance. Contractor shall, at its sole cost and expense, maintain the level of insurance coverage described in SectionsG.6.21 G.6.26 of the Sourcewell Contract. City shall have all of the rights as Soucrewell has under the SourcwellAgreement, including those specified in Sections G.6.21 G.6.26. Pape shall have the same obligations as Vendorunder the Sourcewell Contract, including those specified in Sections G.6.21 G.6.26.5. Authority. Pape warrants and represents that the person or persons executing this document on behalf of Pape has orhave been duly authorized by Pape and Vendor to sign these Additional Terms and bind Pape to the terms hereof.6. Venue and Jurisdiction. The relationship and agreement between the parties shal construed and enforced inaccordance with the laws of the State of California, except that the rule of interpretation in California Civil Code section1654 will not apply. Venue of any litigation will lie exclusively in the state trial court or Federal District Court located inSacramento County in the State of California, and the parties consent to jurisdiction over their persons and over thesubject matter of any such litigation in such courts, and consent to service of process issued by such courts.7.Except as specifically modified herein, all terms and conditions of the Sourcewell Contract shall remain infull force andeffect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Agreement,as supplemented and modified by these Additional Terms.
Approved By:ContractorApproved By:Attested To By:City of SacramentoCity ClerkApproval Recommended By:Approved As To Form By:Project ManagerCity Attorney
Mr. Tony Snodgrass City of Sacramento 5730 24th Street #1 Sacramento, CA 95822 October 30, 2024 Revised November 9, 2024 Unit # 10198 Dear Tony,Thank you for your recent inquiry requesting a price quotation on a new John Deere model 410-P backhoe/loader. I am pleased to offer the following revised Sourcewell price information on this model for your review and consideration. 17E0T 410 P-Tier Backhoe/Loader 4006 John Deere PowerTech Plus 4.5L Engine Meets Final Tier 4 Emissions.183E JDLink Machine Monitoring System 0259 English Decals with English Operator and Safety Manuals3009 Mechanical Front Wheel Drive with Limited Slip Differential and 5F/3R Autoshift Transmission1003 Enclosed Cab with Heat and Air Conditioning6154 Dual Maintenance Free Batteries With Disconnect and Jump Post6752 Extendible Dipperstick7000 No Auxiliary Rear Hydraulics 7028 Pilot Controls, Two Lever, with Pattern Selection7040 Three-Function Loader Hydraulics, Single Lever6577 1,250 Lb. Front Counterweight5250 Galaxy 21LL - 24 in. 12 PR Rear Tires & 12.5/80-18 10PR Front Tires7861 1.31 Cu. Yd., 92 in. Wide Multipurpose Bucket8109 Sun Visor8115 MFWD Driveshaft Guard8126 Heavy Duty Grille Frame8142 LED Light Package8165 Auto Ride Control8207 Cloth Air-Suspension SeatTotal “Base Machine” List price: $ 248,628.31Less 41% Sourcewell Discount per contract # 011723-JDC: ( $ 101,937.61 )Sourcewell Base Machine Sales Price: $ 146,690.70Plus Inbound Freight, Dealer PDI, Wain Roy Backhoe Bucket Couper, Wain Roy 36” Digging Bucket, Wain Roy 48” Ditching Bucket, LoaderFork Hooks, Rubber Grille Bumpers, Beacon, SMV Emblem, Manuals,Sky Hook, Rear Camera and Delivery: $ 25,890.30
Total Final Delivered Machine Sales Price: $ 172,581.00 Plus 8.75% Sacramento Sales Tax: $ 15100.84 Plus CA Tire Disposal Fee: $ 7.00 Grand Total “Out-the-Door” Delivered Sales Price: $ 187,688.84 Options for additional consideration ( add to final sales price, before tax ): AM/FM Radio: $ 851.00 + tax Auxiliary Rear Hydraulics ( one-way flow for hyd. hammer ): $ 4,050.00 + tax Auxiliary Rear Hydraulics ( one-way flow for hammer and two-way flow for hyd. thumb and/or hyd. auger ): $ 6,175.00 + tax Above price includes delivery to 5730 24th St., Bldg # 1, Sacramento, CA, 95822. Prices are current but subject to escalation and do not include any applicable taxes or fees. This price quotation is firm for 90 days. Approximate delivery time is 180 days, A.R.O. Our payment terms are net 30 days. Tony, thank you for the opportunity to quote John Deere backhoe/loaders. Please do not hesitate to contact us should you have any questions or need any additional info. Sincerely, Anthony Bertoldi Anthony Bertoldi – Governmental Territory Mgr. Pape Machinery 2850 El Centro Rd. Sacramento, CA 95833 ( 916 ) 891-8293 Mr. Tony Snodgrass City of Sacramento 5730 24th Street #1 Sacramento, CA 95822 October 30, 2024 Revised November 8, 2024 Unit # 10594 Dear Tony,Thank you for your recent inquiry requesting a price quotation on a new John Deere model 410-P backhoe/loader. I am pleased to offer the following revised Sourcewell price information on this model for your review and consideration. 17E0T 410 P-Tier Backhoe/Loader 4006 John Deere PowerTech Plus 4.5L Engine Meets Final Tier 4 Emissions.183E JDLink Machine Monitoring System 0259 English Decals with English Operator and Safety Manuals3009 Mechanical Front Wheel Drive with Limited Slip Differential and 5F/3R Autoshift Transmission1003 Enclosed Cab with Heat and Air Conditioning6154 Dual Maintenance Free Batteries With Disconnect and Jump Post6752 Extendible Dipperstick7000 No Auxiliary Rear Hydraulics 7028 Pilot Controls, Two Lever, with Pattern Selection7040 Three-Function Loader Hydraulics, Single Lever6577 1,250 Lb. Front Counterweight5250 Galaxy 21LL - 24 in. 12 PR Rear Tires & 12.5/80-18 10PR Front Tires7861 1.31 Cu. Yd., 92 in. Wide Multipurpose Bucket8109 Sun Visor8115 MFWD Driveshaft Guard8126 Heavy Duty Grille Frame8142 LED Light Package8165 Auto Ride Control8207 Cloth Air-Suspension SeatTotal “Base Machine” List price: $ 248,628.31Less 41% Sourcewell Discount per contract # 011723-JDC: ( $ 101,937.61 )Sourcewell Base Machine Sales Price: $ 146,690.70Plus Inbound Freight, Dealer PDI, Wain Roy Backhoe Bucket Couper, Wain Roy 36” Digging Bucket, Wain Roy 48” Ditching Bucket, LoaderFork Hooks, Rubber Grille Bumpers, Beacon, SMV Emblem, Manuals,Sky Hook, Rear Camera and Delivery: $ 25,890.30
Total Final Delivered Machine Sales Price: $ 172,581.00 Plus 8.75% Sacramento Sales Tax: $ 15,100.84 Plus CA Tire Disposal Fee: $ 7.00 Grand Total “Out-the-Door” Delivered Sales Price: $ 187,688.84 Options for additional consideration ( add to final sales price, before tax ): AM/FM Radio: $ 851.00 + tax Auxiliary Rear Hydraulics ( one-way flow for hyd. hammer ): $ 4,050.00 + tax Auxiliary Rear Hydraulics ( one-way flow for hammer and two-way flow for hyd. thumb and/or hyd. auger ): $ 6,175.00 + tax Above price includes delivery to 5730 24th St., Bldg # 1, Sacramento, CA, 95822. Prices are current but subject to escalation and do not include any applicable taxes or fees. This price quotation is firm for 90 days. Approximate delivery time is 180 days, A.R.O. Our payment terms are net 30 days. Tony, thank you for the opportunity to quote John Deere backhoe/loaders. Please do not hesitate to contact us should you have any questions or need any additional info. Sincerely, Anthony Bertoldi Anthony Bertoldi – Governmental Territory Mgr. Pape Machinery 2850 El Centro Rd. Sacramento, CA 95833 ( 916 ) 891-8293 Mr. Tony Snodgrass City of Sacramento 5730 24th Street #1 Sacramento, CA 95822 December 5, 2024 Unit # 12131 Dear Tony,Thank you for your recent inquiry requesting a price quotation on a new John Deere model 244PLoader. I am pleased to offer the following Sourcewell price information on this model for your review and consideration. 0160T 244 P-Tier Compact Wheel Loader183B Less JDLink0202 United States of America0259 English Decals with English Operator and Safety Manuals0451 Standard Z-Bar Linkage0504 Level 1 Package - 3-Spool0950 Less Vision System3003 Hydrostat With Two Speed Synchronized Shift-On-Fly Transmission - High Speed4062 YANMAR 4TNV98CT FT4/EU STAGE V5361 365/70R18 Mitas EM-01 ( Will be removed and exchanged for 315/80R-22.5 Highway Tires6052 Halogen Work Lights7409 Hydraulic Coupler, Hook/Euro Style7500 Less Fork Frame7800 Less Bucket****Custom 22.5” x 9” wheels with regular offset of -2.656 and critical offset of 2.750 ( 69.9 )Total “Base Machine” List price: $ 137,343.00Less 26% Sourcewell Discount per contract # 011723-JDC: ( $ 35,709.18 )Sourcewell Base Machine Sales Price: $ 101,633.82Plus, Inbound Freight, Dealer PDI, Radio, SMV Emblem, Cole Hersey Ignition switch, Ecco Beacon, Ecco back-up flashers, Training and Delivery $ 13,736.18Plus, Tink Model 520S-II Clae Bucket w/ Tungsten Carbide Upgrade: $_18,435.00Plus, 315/80-22.5 Highway Tires/wheels in lieu of OEM Tires/Wheels: $__5,780.00Plus, Custom Ride Control Accumulator Install: $ 4,225.00Total Final Delivered Machine Sales Price: $ 143,810.00
Plus 8.75% Sacramento Sales Tax: $ 12,583.38 Plus CA Tire Disposal Fee: $ 7.00 Grand Total “Out-the-Door” Delivered Sales Price: $ 156,400.38 Options for additional consideration ( add to final sales price, before tax ): Above price includes delivery to 5730 24th St., Bldg # 1, Sacramento, CA, 95822. Prices are current but subject to escalation and do not include any applicable taxes or fees. This price quotation is firm for 90 days. Approximate delivery time is 90 days, A.R.O. Our payment terms are net 30 days. Tony, thank you for the opportunity to quote John Deere Loader. Please do not hesitate to contact us should you have any questions or need any additional info. Sincerely, AnthonyBertoldiAnthony Bertoldi – Governmental Territory Mgr. Pape Machinery 2850 El Centro Rd. Sacramento, CA 95833 ( 916 ) 891-8293 Mr. Tony Snodgrass City of Sacramento 5730 24th Street #1 Sacramento, CA 95822 December 5, 2024 Unit # 12133 Dear Tony,Thank you for your recent inquiry requesting a price quotation on a new John Deere model 244PLoader. I am pleased to offer the following Sourcewell price information on this model for your review and consideration. 0160T 244 P-Tier Compact Wheel Loader183B Less JDLink0202 United States of America0259 English Decals with English Operator and Safety Manuals0451 Standard Z-Bar Linkage0504 Level 1 Package - 3-Spool0950 Less Vision System3003 Hydrostat With Two Speed Synchronized Shift-On-Fly Transmission - High Speed4062 YANMAR 4TNV98CT FT4/EU STAGE V5361 365/70R18 Mitas EM-01 ( Will be removed and exchanged for 315/80R-22.5 Highway Tires6052 Halogen Work Lights7409 Hydraulic Coupler, Hook/Euro Style7500 Less Fork Frame7800 Less Bucket****Custom 22.5” x 9” wheels with regular offset of -2.656 and critical offset of 2.750 ( 69.9 )Total “Base Machine” List price: $ 137,343.00Less 26% Sourcewell Discount per contract # 011723-JDC: ( $ 35,709.18 )Sourcewell Base Machine Sales Price: $ 101,633.82Plus, Inbound Freight, Dealer PDI, Radio, SMV Emblem, Cole Hersey Ignition switch, Ecco Beacon, Ecco back-up flashers, Training and Delivery $ 13,736.18Plus, Tink Model 520S-II Clae Bucket w/ Tungsten Carbide Upgrade: $_18,435.00Plus, 315/80-22.5 Highway Tires/wheels in lieu of OEM Tires/Wheels: $__5,780.00Plus, Custom Ride Control Accumulator Install: $ 4,225.00Total Final Delivered Machine Sales Price: $ 143,810.00
Plus 8.75% Sacramento Sales Tax: $ 12,583.38 Plus CA Tire Disposal Fee: $ 7.00 Grand Total “Out-the-Door” Delivered Sales Price: $ 156,400.38 Options for additional consideration ( add to final sales price, before tax ): Above price includes delivery to 5730 24th St., Bldg # 1, Sacramento, CA, 95822. Prices are current but subject to escalation and do not include any applicable taxes or fees. This price quotation is firm for 90 days. Approximate delivery time is 90 days, A.R.O. Our payment terms are net 30 days. Tony, thank you for the opportunity to quote John Deere Loader. Please do not hesitate to contact us should you have any questions or need any additional info. Sincerely, AnthonyBertoldiAnthony Bertoldi – Governmental Territory Mgr. Pape Machinery 2850 El Centro Rd. Sacramento, CA 95833 ( 916 ) 891-8293 Mr. Tony Snodgrass City of Sacramento 5730 24th Street #1 Sacramento, CA 95822 December 5, 2024 Unit # 12135 Dear Tony,Thank you for your recent inquiry requesting a price quotation on a new John Deere model 244PLoader. I am pleased to offer the following Sourcewell price information on this model for your review and consideration. 0160T 244 P-Tier Compact Wheel Loader183B Less JDLink0202 United States of America0259 English Decals with English Operator and Safety Manuals0451 Standard Z-Bar Linkage0504 Level 1 Package - 3-Spool0950 Less Vision System3003 Hydrostat With Two Speed Synchronized Shift-On-Fly Transmission - High Speed4062 YANMAR 4TNV98CT FT4/EU STAGE V5361 365/70R18 Mitas EM-01 ( Will be removed and exchanged for 315/80R-22.5 Highway Tires6052 Halogen Work Lights7409 Hydraulic Coupler, Hook/Euro Style7500 Less Fork Frame7800 Less Bucket****Custom 22.5” x 9” wheels with regular offset of -2.656 and critical offset of 2.750 ( 69.9 )Total “Base Machine” List price: $ 137,343.00Less 26% Sourcewell Discount per contract # 011723-JDC: ( $ 35,709.18 )Sourcewell Base Machine Sales Price: $ 101,633.82Plus, Inbound Freight, Dealer PDI, Radio, SMV Emblem, Cole Hersey Ignition switch, Ecco Beacon, Ecco back-up flashers, Training and Delivery $ 13,736.18Plus, Tink Model 520S-II Clae Bucket w/ Tungsten Carbide Upgrade: $_18,435.00Plus, 315/80-22.5 Highway Tires/wheels in lieu of OEM Tires/Wheels: $__5,780.00Plus, Custom Ride Control Accumulator Install: $ 4,225.00Total Final Delivered Machine Sales Price: $ 143,810.00
Plus 8.75% Sacramento Sales Tax: $ 12,583.38 Plus CA Tire Disposal Fee: $ 7.00 Grand Total “Out-the-Door” Delivered Sales Price: $ 156,400.38 Options for additional consideration ( add to final sales price, before tax ): Above price includes delivery to 5730 24th St., Bldg # 1, Sacramento, CA, 95822. Prices are current but subject to escalation and do not include any applicable taxes or fees. This price quotation is firm for 90 days. Approximate delivery time is 90 days, A.R.O. Our payment terms are net 30 days. Tony, thank you for the opportunity to quote John Deere Loader. Please do not hesitate to contact us should you have any questions or need any additional info. Sincerely, AnthonyBertoldiAnthony Bertoldi – Governmental Territory Mgr. Pape Machinery 2850 El Centro Rd. Sacramento, CA 95833 ( 916 ) 891-8293