TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: September 9, 2026
SUBJECT: APPROVAL OF PURCHASE OF JOHN DEERE BACKHOE IN
THE AMOUNT OF $174,274.89 FOR THE PARKS AND
PUBLIC WORKS DEPARTMENT
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
On May 29, 2026, the City Council approved the Fiscal Year 2026-27 Operating and Capital Improvement Budgets. As part of the capital equipment budget, the City Council appropriated $175,000 for the purchase of a replacement backhoe for the Parks and Public Works Department.
The new backhoe will replace the Department’s larger backhoe, a JCB model that is more than 20 years old and has exceeded its reliable service life. The existing equipment is used for maintenance activities requiring greater excavation capacity and the loading and movement of larger quantities of debris and materials throughout the City. It is also an important resource for emergency response and storm cleanup operations.
The FY 2026-27 capital equipment request identified the existing backhoe as having recurring mechanical issues and increasing difficulty obtaining replacement parts, resulting in growing maintenance costs and reduced equipment availability.
Tony Chou, Mayor
Calvin Lo, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Gretchen Shepherd Romey, Council Member
DISCUSSION
The Parks and Public Works Department currently operates two backhoes that are essential to a variety of maintenance and operational activities, including excavation, trenching, material handling, debris removal, and emergency response. The Department’s smaller backhoe was replaced in FY 2023-24 with a John Deere model equipped with turf tires. This configuration allows staff to perform excavation and other maintenance activities in landscaped areas while minimizing impacts to existing turf and landscaping.
The Department’s larger backhoe is a JCB model that is more than 20 years old and has exceeded its reliable service life. The equipment has experienced recurring mechanical issues and has been out of service for nearly a year. In addition, replacement parts have become increasingly difficult and costly to obtain, making continued repairs and maintenance impractical and not costeffective. The equipment’s age and condition have also reduced the Department’s ability to rely on it for routine operations and emergency response.
The larger backhoe provides capabilities that complement the Department’s smaller unit and are particularly important for projects requiring greater excavation capacity and the loading and movement of larger quantities of debris and materials. The equipment also plays an important role in emergency response and storm cleanup activities. For example, the larger backhoe was used extensively during the January 2025 windstorm cleanup to assist staff with the removal and loading of large debris and fallen tree limbs.
Replacement of the existing backhoe will improve fleet reliability, reduce downtime associated with equipment repairs, increase staff efficiency, and ensure that the Department has appropriate heavy equipment available for routine maintenance and emergency response activities. The replacement backhoe is anticipated to have a useful service life of approximately 20 years.
Equipment Selection
The Department evaluated available equipment options and obtained a proposal from John Deere for a new 310 P Backhoe Loader. Department staff also participated in a demonstration of the proposed equipment to evaluate its capabilities and suitability for the City’s operational needs. The proposed John Deere 310 P Backhoe Loader includes a multipurpose bucket, hammer hydraulics, a street package for loading, an 18-inch bucket, and an extended warranty. The total purchase price is $174,274.89.
Staff also considered the Department’s existing familiarity with John Deere equipment. The Department currently operates a smaller John Deere backhoe purchased in 2023, and maintenance staff are familiar with the operation, maintenance, and service requirements of John Deere equipment. Purchasing equipment from the same manufacturer will provide operational continuity, minimize the need for additional equipment-specific training, and facilitate the transition to the replacement unit.
As part of the equipment evaluation, staff also obtained pricing for comparable equipment from other major manufacturers. Caterpillar provided pricing of approximately $210,000, while Case Construction Equipment provided pricing of approximately $215,000. The John Deere proposal of $174,274.89 is therefore substantially lower than the comparable equipment pricing obtained by staff while still meeting the Department’s operational needs.
Based on the equipment’s capabilities, the results of the equipment demonstration, competitive pricing, availability through the Sourcewell cooperative purchasing contract, and staff familiarity with John Deere equipment, staff recommend proceeding with the purchase of the John Deere 310 P Backhoe Loader.
FISCAL IMPACT & PROCUREMENT REVIEW
The City Council approved $175,000 in the Fiscal Year 2026-27 Capital Improvement Budget for the purchase of a replacement backhoe. The final proposal from John Deere is $174,274.89, which is within the approved appropriation and leaves $725.11 in the approved capital equipment budget.
The replacement backhoe will require routine maintenance and servicing over its useful life. These ongoing costs are anticipated to be accommodated within the Department’s existing operating budget.
The Department will procure the backhoe through the Sourcewell cooperative purchasing contract. As part of the procurement review, staff also obtained and evaluated pricing for comparable equipment from Caterpillar and Case Construction Equipment. The pricing received was approximately $210,000 for Caterpillar equipment and $215,000 for Case equipment, compared with $174,274.89 for the proposed John Deere equipment. Based on the pricing comparison and the equipment’s ability to meet the Department’s operational needs, staff determined that the proposed John Deere purchase represents the most competitive option evaluated.
The procurement is consistent with the City’s procurement policy, which permits the use of cooperative purchasing alliances pursuant to SMCC
02.06.05.B.6.
The Finance Director has reviewed this staff report for compliance with San Marino City Code §02.06.05.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommend that the City Council approve the purchase of one new John Deere 310 P Backhoe Loader from John Deere Equipment in the amount of $174,274.89. If the Council concurs, an appropriate motion would be:
“I move to approve the purchase of one John Deere 310 P Backhoe Loader from John Deere Equipment in the amount of $174,274.89.”
ATTACHMENTS
1. Backhoe Loader Quote
2. Backhoe Loader Features
3. Backhoe CIP Form