CITY OF
STAFF REPORT
DATE: August 24, 2026
TO: Honorable Mayor and City Council
FROM: Dr. Sean M. Moore, City Manager
PREPARED Fermin Preciado, Director of Public Works/City Engineer BY: Scott Washburn, Deputy Director of Public Works
SUBJECT: Purchase Authorization - Heavy Equipment for Public Works RECOMMENDATION:
That the City Council:
Item No. 14.
1. Declare the following equipment surplus to the needs of the City and authorize its trade-in toward the replacement equipment:
a. 2010 New Holland Backhoe Loader Tractor
b. 2007 Case 420 Skid Steer Compact Tractor; and
Pursuant to Yucaipa Municipal Code section 2.24.060(A), find that compliance with the City's formal competitive procurement procedures would be impracticable under the circumstances and that the public welfare would be promoted by dispensing with those procedures; waive the formal competitive procurement procedures; and authorize the City Manager to execute the purchase order for the purchase of one used backhoe loader tractor for the Public Works Department in the not -to -exceed amount of $125,000; and
3. Find that the public interest will not be best served and the procurement would not be feasible by a formal request for proposals process, waive the formal solicitation of proposals and authorize the City Manager to execute the purchase order for the purchase of one used skid steer compact tractor for the Public Works Department in the not -to -exceed amount of $65,000; or
4. Provide further direction to staff
BACKGROUND/DISC USSION:
The City's vehicle and equipment fleet includes a variety of specialized equipment used by the Public Works Department to provide essential maintenance and operational services throughout the community. The fleet currently includes a New Holland backhoe loader tractor and a Case skid street compact tractor that have both reached the end of their useful service life and both require replacement for the Public Works Department to be able to continue to provide services to the public.
The New Holland backhoe loader tractor was purchased in 2010 and has been an essential asset for both the Streets and Parks divisions. It is routinely used for storm cleanup, to address illegal dumping issues, excavation and repair of irrigation systems, trenching, loading materials, and numerous other maintenance operations. Over the past several years, the equipment has experienced accelerated wear and deterioration due to the increased travel associated with the City's maintenance operations being temporarily relocated to the 5 Winds Ranch facility for approximately three years during construction of the new Public Works Maintenance Yard.
The Case skid street compact tractor was purchased in 2007 and has also been an essential asset for both the Streets and Parks divisions. This piece of equipment is routinely used for a wide range of daily maintenance activities that require the use of a compact tractor and larger equipment is not able to be used due to space constraints. Due to its age and extensive use, the unit has experienced an increased number of mechanical failures over the past several years, resulting in higher maintenance costs and reducing this piece of equipment's reliability.
Staff has contacted multiple equipment vendors in an effort to locate suitable replacement equipment. Due to the high demand for quality used backhoe and skid steer tractors, inventory is limited and desirable units are often sold before a formal solicitation process can be completed. For these reasons, vendors have indicated that they are generally unwilling to hold equipment or participate in a traditional request for proposals process for used equipment.
Staff contacted Quinn Caterpillar and identified two suitable used replacement units that are in like -new condition. The backhoe loader tractor is a 2020 Caterpillar 430 with approximately 29 hours of use. It includes three additional bucket attachments and a 24-inch compactor wheel ("sheepsfoot"). The skid steer compact tractor is a 2023 Caterpillar 259D3 with approximately 1,100 hours of use and includes a 72-inch loader bucket. Both units have been inspected by Caterpillar and include a limited warranty.
Consistent with Chapter 9 of the City of Yucaipa's Purchasing Policy and Procedures (Disposal of Surplus Personal Property Policy), property that has become obsolete, unfit, or unsuitable for City use may be considered surplus and disposed of in accordance with the City's policies and procedures.
Because the combined value of the City's existing backhoe and skid steer exceeds $10,000, City Council approval is required to declare the equipment surplus. Staff is therefore recommending that the City Council declare the following equipment surplus to the needs of the City:
• New Holland Backhoe — purchased in 2010
• Case Skid Steer — purchased in 2007
Staff has requested and the vendor, Quinn Caterpillar, has agreed to provide the City with a trade-in allowance for both pieces of equipment toward the purchase of the replacement equipment. The estimated combined trade-in value is approximately $37,500. The final trade-in value will be determined following the vendor's final inspection of the equipment; however, staff anticipates that the final trade-in value will be greater than $30,000. The approved trade-in amount for each piece of equipment will be credited toward the purchase price of the respective replacement equipment.
Quinn Caterpillar has provided a quote in the amount of $109,809 for the backhoe loader tractor, which includes the trade-in allowance. They have also provided a quote in the amount of $58,185 for the skid steer compact tractor, including the trade-in allowance. The total cost of both pieces of equipment is estimated to be in the amount of $167,994. This amount is within the amount of $190,000 included in the FY2026/2027 Adopted Budget for equipment replacement.
Given the limited availability of suitable used equipment, staff is requesting that the City Council determine that the public interest would not be best served by utilizing a formal competitive proposal process and that such a process is not feasible under the circumstances. Waiving the formal solicitation requirements will allow the City to secure suitable replacement equipment while minimizing the risk of losing the identified units due to procurement delays.
This approach will allow the City to obtain quality replacement equipment in a competitive used -equipment market while reducing the City's exposure to continued repair costs and equipment downtime associated with the existing units.
Approval of the recommended action will allow the City to replace two aging and increasingly unreliable pieces of equipment with newer, low -hour units that can continue to support the Public Works Department's Streets and Parks operations.
FISCAL IMPACT:
The recommendation authorizes the procurement of a budgeted item. No additional budget appropriation is needed.
Attachments
Attachment 1 - Skid Steer Compact Tractor Specifications. pdf Attachment 2 - Backhoe Loader Tractor Specifications.pdf Attachment 3 - Skid Steer Compact Tractor Steer Quote
Attachment 4 - Backhoe Loader Tractor Quote
City of Yucaipa
Track Skid Steer Specifications
• Track Skid Steer
• Enclosed Cab With A/C
• Caterpillar 559D3
• Front Auxiliary Hydraulics
• Auxiliary Hydraulics Flow -High Flow
• Hydraulic Coupler
• Tier 4 Final Emissions
• Self -Leveling
• 2020 or Newer
• Safety Equipment
City of Yucaipa
Backhoe Specifications
• 4-Wheel Drive
• Enclosed Cab With A/C
• Caterpillar 420 or 430
• Front Auxiliary Hydraulics
• 4 in 1 Front Bucket
• Rear Auxiliary Hydraulics
• Tier 4 Final Emissions
• Extending Rear Stick
• 2020 or Newer
• Safety Equipment
Quote 197376-01
QUINN
197376-01
Aug 11, 2026 y
CITY OF YUCAIPA
Attention: Account Payable
34272 YUCAIPA BLVD
YUCAIPA, California 92399-2434
Attention: SCOTT WASHBURN
One (1) Used Caterpillar Inc. Model: 259D3 Compact Track Loader including standard and optional equipment as listed below STOCK NUMBER: US0006147 SERIAL NUMBER: OCW924245 YEAR: 2023 SMU: 1,102 Thank you for the opportunity of quoting on your equipment needs. This quotation is valid for 30 days, after which time we reserve the right to re -quote. If there are any questions, please do not hesitate to contact me.
SELL PRICE
$60,400.00
TRADE IN 2007 CASE 420 SN N7M457954
-($7,500.00)
SALES TAX (8.75%)
$5,285.00
AFTER TAX BALANCE
$58,185.00
TRADF-INS
Trade
Model
Make
Serial Number
Year
Allowance
420
CASE/NEW HOLLAND (CB)
N7M457954
2007
1 $7,500.00
Accepted by
on
Signature
Quote 197376-01
MACHINE SPECIFICATIONS
259D3 COMPACT TRACK LOADER
512-4259
CAB PACKAGE, ULTRA (HIGH FLOW)
588-9122
RUBBER BELT, 2 SPD, TF IDLERS
357-0240
TRACK, RUBBER,400MM(15.7 IN)BAR
454-6049
RIDE CONTROL
512-3484
BATTERY, HD,DISCONNECT, 850 CCA
560-7824
REAR LIGHTS
356-6082
DOOR, CAB, POLYCARBONATE
539-8616
SEAT BELT, 3"
542-6995
PRODUCT LINK, CELLULAR PL641
573-8121
MOUNTING, FIRE EXTINGUISHER
563-7518
COUNTERWEIGHT, MACH INE,EXTERNAL
345-5148
FILM, RIDE CONTROL, ANSI
422-3445
COMES WITH SHOWN SMOOTH BUCKET IN PICTURES
000-0000
JEFF LINK/ HEAVY EQUIPMENT SALES
QUINN COMPANY RIVERSIDE
0eff.link �guinncompany.com
562.965.9284
Quote 197328-01
QUINN
197328-01
Aug 11, 2026
CITY OF YUCAIPA
Attention: Account Payable
34272 YUCAIPA BLVD
YUCAIPA, California 92399-2434
Attention: SCOTT WASHBURN
One (1) Used Caterpillar Inc. Model: 430F2 Backhoe Loader including standard and optional equipment as listed below.
STOCK NUMBER: CU0001065 SERIAL NUMBER: OHWE01217 YEAR: 2020 SMU: 448 Thank you for the opportunity of quoting on your equipment needs. This quotation is valid for 30 days, after which time we reserve the right to re -quote. If there are any questions, please do not hesitate to contact me.
SELL PRICE
TRADE IN 2010 NEW HOLLAND SN-FNHOB95BNBHH05555
SALES TAX (8.75%)
AFTER TAX BALANCE
WARRANTY COVERAGE ALREADY INCLUDED
US41 I Dec 30, 2022 Dec 29, 2027 I USED 60MO/2500HR PT/HYD $128,560.00
-($30,000.00)
$11,249.00
$109,809.00
TRADE-INS (ON APPROVED PHYSICAL INSPECTION ALL MAJOR PARTS & COMPONENTS WORKING PROPERLY) Trade
Model
Make
Serial Number
Year
Allowance
B95B
NEW HOLLAND (NH)
FNHOB95BNBHH05555
2010
$30,000.00
Accepted by,
on
Signature
Quote 197328-01
MACHINE SPECIFICATIONS
4301`2 BHL ST, TIER 4, HRC
450-8452
PT, 4WD, STD SHIFT
450-8606
ENGINE, 86KW, C4.4 ACERT, T4F
450-8761
HYDRAULICS, MP, 6FCN/8BNK, ST
450-8530
WORKLIGHTS (8) LED LAMPS
491-6736
SEAT BELT, 3" SUSPENSION
206-1748
TIRES, 12.5 80/19.5L-24, GY
379-2161
COUNTERWEIGHT, 1015 LBS
337-9696
STABILIZER PADS, FLIP -OVER
9R-6007
BUCKET -MP, 1.4 YD3, PO
337-7442
CUTTING EDGE, TWO PIECE,WIDE
9R-5320
BUCKET, HOE, (NONE)
175-7877
INSTRUCTIONS, ANSI
430-9944
SERIALIZED TECHNICAL MEDIA KIT
421-8926
RIDE CONTROL
398-2681
LINES, COMBINED AUX, E-STICK
398-2855
SECURITY SYSTEM, KEYPAD
387-6570
PLATE GROUP - BOOM WEAR
270-3204
SERVICE FILTER PACK, T4/C4.4
399-0118
RUST PREVENTATIVE APPLICATOR
462-1033
PRODUCT LINK, CELLULAR PL641
581-1781
CAB, DELUXE
450-8683
SEAT, DELUXE FABRIC
433-4806
AIR CONDITIONER, T4
450-8715
RADIO, FM BLUETOOTH
540-2298
FAN
387-6682
(THUMB, HYD, NO TINE with Lines and install
282-5409
THUMB, TINE, C 2
274-5837
COMES WITH 18",24",36" WAYNE ROY BUCKETS
COMES WITH A 24" COMPACTION WHEEL
JEFF LINK/ HEAVY EQUIPMENT SALES
QUINN COMPANY RIVERSIDE
jeff.link(c�quinncompany.com
562.965.9284