HomeMy WebLinkAboutAgenda Bill 4.G 04/05/2004•
CITY OF PETALUMA. CALIFORNIA
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AGENDA BILL April 5, 2C
Aienda Title
Meeting Date: April 5, 2004
RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE
THREE PARK MAINTENANCE VEHICLES UNDER THE CALIFORNIA
Meeting Time ® 3:00 PM
MULTIPLE AWARD SCHEDULE (CMAS) IN THE AMOUNT OF
❑ 7:00 PM
$34
Category (check one) Consent Calendar ❑ Public`Hearing ❑ New Business
❑ Unfinished Business ❑ Presentation
(Department
Director
Contact Person
Phone Number
Finance
William Thomas
Sue Simmons
707/778 -4322
Cost of Proposal $34,572
Account Number
Amount Budgeted N/A
750.0 -62210
Name of Fund:
Vehicle & Equipment Re lacement
Attachments to Agenda Packet Item
1. Resolution
2. State Contract Worksheets
3. California Multiple Award Schedules (CHAS) program description
4. Memo from the Parks and Recreation Department
Summary Statement
The Parks and Recreation Department is responsible for maintaining over 200 acres of public parkland in
the City. In order to adequately maintain this parkland the department specialized equipment. The
current equipment that the department utilizes is wom out and will not be able to sustain another season of
use.
Recommended City Council Action /Suggested Motion
Recommend the Council approve and authorize the City Manager to purchase three law mowers under the
CMAS program in the amount of $34,572.
Reviewed by Finance Director:
Reviewed by City Attorney
Date:
Approved AYOCity Manager:
Date:
D e:
Today's Date
Revision # and.IDate Revised:
File Code:
Monday, March 29, 2004
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H;.
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C -ITY OF PETALUMA, CALIFORNIA
APRIL 5, 2004
AGENDA DEPORT
FOR
RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE THREE PARK MAINTENANCE
VEHICLES UNDER THE CALIFORNIA MULTIPLE AWARD SCHEDULE (CMAS) IN THE AMOUNT
OF $34,572
1. EXECUTIVE SUMMARY
The Parks and Recreation Department is responsible for maintaining over 200 acres of public
parkland in the City., In order to adequately maintain this parkland the department requires
specialized equipment. The current equipment that the department utilizes is worn out and will
not be able to sustain another season of use.
2. BACKGROUND
The California Multiple Award. Schedules (CMAS) program that provides competitive bidding to
local governments eliminating that cost for the local agency. The program incorporates state
procurement codes, policies and guidelines in a competitive bidding process and then awards
contracts to the lowest, responsible bidder.
Petaluma Municipal Code Section 4.04. 100 permits purchase of supplies and equipment made
under a cooperative purchasing program in lieu of the formal bidding process. The section
requires that cooperative purchasing programs be competitively awarded. The CMAS program
meets those requirements.
West Cal Tractor of Santa Rosa currently holds the CMAS contract for lawn mowing equipment.
Attached to this report is the State Contract Worksheets. The price for two lawn mowers is
$28,074 and the bid for the utility equipment is $6,83.84.
3. ALTERNATIVES
a. Purchase equipment
b. Council could reject this request and give staff direction.
c. Not purchase replacement equipment
4. FINANCIAL IMPACTS
The total cost of this purchase is :$37,542. Sufficient funds are available in Vehicle and
Equipment Replacement Fund to purchase this equipment.
5. CONCLUSION
The current maintenance equipment that the department is using will not
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR
COMPLETION:
A purchase order will be issued to West Cal Tractor for the purchase of the equipment as
specified on the State. Contract Worksheets (attached).
7. RECOMMENDATION
Adopt the resolution authorizing the City Manager to purchase the equipment.
RESOLUTION AUTHORIZING PURCHASE OF PARK MAINTENANCE
EQUIPMENT FROM WEST CAL TRACTOR IN THE AMOUNT OF $37,542 UNDER
THE CALIFORNIA MULTIPLE AWARD SCHEDULES PROGRAM
WHEREAS, the Parks and Recreation Department has identified a need for replacement
lawn maintenance equipment and
WHEREAS, the California Multiple Award Schedules Program provides local
governments the ability to purchase off of existing contracts; and
WHEREAS, the funding for the park maintenance equipment is available in the Vehicle
and Equipment Replacement Fund; 'and
NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby authorizes the
City Manager to proceed with the purchase two lawn mowers and one utility vehicle from West
Cal Tractor in the amount of $37,542 utilizing the services of the California Multiple Awards
Schedules Program.
.:ff 2--
JOHN DEERE COMPANY STATE CONTRACT WORKSHEET
—� t-A.0 Agency Information
Bill'to' r '" y � u VW, Ship to:
Address: _) ?l 1 Address:
7
0
VENDOR
Description Ot List Price
DELIVERING DEALER
I C{ L 1 l
Ise • G(i
John Deere Company
Dealer.
Cq
4401 Bland Avenue
Acct #
�_
1 C)
Raleigh. NC 27609
r 1 1o4 CO
City /State:
B 011 y 4,5
I
Phone: (800) 535 -2967, option 4
Phone:
Fax: ;919} 431 -2485
Contact: j j
-� •,; }
ZL�,C Z:
This worksheet .s intended to assist a John Deere dealerworr'with -a qualified agency to prepare a purchase order -for submission directly to John Deere Ccmpany. All
purchase orders received by John Deere Company are subject to: audit.
List Price Effective Date: List and price all codes, bundles and part numbers requires
Equipment Codes
Description Ot List Price
Total List ^rce
I C{ L 1 l
Ise • G(i
,` C )
" C C)
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1 C)
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r 1 1o4 CO
1 9 .L'L
B 011 y 4,5
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— 10 1 t . 0
C-1A ,5 zz.=
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I
Total List Price per Unit
_
0o
Discount Percentage: - Discount
Price per Unit
' �,
Number of Units
Total,Price
I
1
Less Trade -in if applicable)
- -
PO Price
. If agency is required to pay state sales tax enter percentage here: - 7 1� Dealer Invoice /Order #
If tax exempt please sub "mit tax exemption certificate with purchase order.
Please submit this form along with the agency purchase order.
JOHN DEERE COMPANY STATE" CONTRACT WORKSHEET
Agency Information
Bill to C.., x( �:, �J'.fiC,�UI'YIC: Ship to:
Address: ~Zti K\ : "Y Y L: ; ".e -kll, Vey Address:
ID, ' t. I - I .," (`. i� - rs ,,sc
i-
VENDOR
Description
DELIVERING DE_ ALER
John Deere Company
Total List f r,-ice..
Dealer
4401 Bland Avenue
Y v Pl' �,
Acct # L -7'
2 °Z.
Raleigh, NC 27609
City/State:
Phone: (800) 535 -296x. option 4
Phone: -- I C.`
4 _7YL:( - 'Grill X
Fax: (91i9�431. -24
Cont e, y .l
I f1 C_il�
This worksheet �s intended to assist a Jorin Deere dealer wor< wilh,a, qualified agency to-prepare a purchase order far submission directly tp;John Deere Company. Alt
purchase orders received by John Deere Company are sudject to audit.
List Price Effective Date: List and price all codes, bundles and part numbers required
Eq uipment Codes
Description
Qty Last Price
Total List f r,-ice..
„ _CL
L: ",nm.
Y v Pl' �,
ai..t i �'iC C'1
It - ,U
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Total List Price p er Uni
�"
1 � 1�� Gt ,:0Ci I
Discount, Percenta e L
Discount
4 S
Price per Unit
14 O : [�
Number of Units
1 ,
L
Total Price
..Z 1 Z 1
Less Trade -in if applicable)
--
PC Price
•
If agency is" required to :paystate sales tax enter percentage here: Dealer Invoice /Order #
If tax exempt please submit tax exemption certificate with purchase order.
Please submit this' form along with the agency purchase order.
- i ornia we
lul i
IV
wa Schedutes
rd (CMA S)
Srnort Government Starts. Here!
PLIfC1I-,ISI:Il- SOL111011S
• i\/11.11CIple Commas (cwfr 1,500)
• Mu I Eip 1e,S LIPP I 11�.US (ogre[ 1,000)
• S I Bl'tholl In Sales since 1 =i
PLLrChase Informaclon - fcchi - lo1oLTv (t.o. hardwar:f soffivart "vil c-abill
lllfoi�matian Tcchnolo Services (e. Lf`1N/W;k-N. COI
Purchase Non-IT Commocticic- s ;- S C;Iirpec ftirla
Copl,� , l icure, c amera
(fqUIPMelld
Coilinvas' based on Federal GSA &, och::l XJLitclp1t ZkNVard Curin-acus
Your Lqe
a Bcsc Ni'41LIt PUlr.C1l,1SI,fIO
- �cqui Quality Products and St
. Eltvaicd L`Vcl of Sft (Suppilitl'S 111LISE PcrfbI*111 or 1 l"CCLIFIl LIUS11
Eas uo Ust—jusl Compicut a PI-11-chast Oirdcr
Throw O:Lf[ Cosily Bid Processes
Proucsis are a. "hl , of [11C. R'ISC'
TlilleI.Y lrnphemtticatlola of Projects
V ?
----- ------
- G., fifoen la Aw Scheedules
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Procurement Reform
ass CI I b 1\ Bill '� 17 7 (Ociobc r 199 " dIo\-v(2d D paltmeill of(jtrl�;�r S( '�s to
,-
cj:eace
.R,tcarrij responsibility to ul :1 cnry
Focus on CCsUlfS, nou proces's
Leveroged Procurernents
1,
- lricorpomu�s Suace Pr.()cu.rc.ql.qpc Coct,. Policies and G,u I
0 Conuracc Provisions S'LfIn(f as used f'or $50 1 Info Teclinulo-v
Procurtnat.FlUS
EIMUMIct?s COS U issDeuced with re bl.ddiffig sanit, poclucus services
fro roam BasIII'2-'
No bids required
L I
Prpcluas ki-vices "irld pflofs
t3astd primarily- cm 1 . ederal General Services Admini'suracl'on `G5 M ille
SclicciLlICS
�- bascd on oditr Awar'ds
01 Lirnki - (8ef ire , Soles"Fax)
Products and Services S500IOOO i.
(1 0 000 - or Coll) 111�odjcv'JlroCILLCUS C O'l) . t(2rS, oarpeu, (fuc.
Lxce cion� cc) order limits Nvi,11 be
11 p , i I
Cost oi-• maillucl-larice. P p4eral to hard vane not wrasidel-tCi In orcte!. 11111lu
Sualid.alone lllaalueIlall(x coot is subject co hilliLs
Nor Spec."Hic-al,ly Priced (NSP) f"Iell provislo.ri allovvs for non,:oncract pr,udiul-usil
(wichin P.,f•aint
n
-E71�-3
, Oldministrotive Cost
1.2I('r'6 of order total
P.r000rednent Division bills agency directly
SmalIlDisabled Veteran Business Enterprises (S /DVBE)
1. 2 1 % admini'scrative fee waived for small business orders
Contractors not regUIrTtd to rneec DVBE parrieipation goals
Agenc) orders count to annual DYBE goals
Approved Contractors List identifies S /DUPE contractors
F•actory authorized suppliers inay offer products and /or services from another
suppl'ier's Multiple Award Schedule
Services
• Personal services available without hourly limit depending on a`encv
requirements
• Legislation does nor allow non- lri'forma6on Technology services (accounting,
financial, Total QUaliry N/lanagernent)
Local Governm
:any entity empowered to expend public funds
• • Use owia order forms
Adhere to their own procure -meni policies and guidelines
No order limits
General In formation
• No formal bids, protests or sole sources
• Approved Contractors List o'n the Internet
• State Agencies use Std. 65 for purchase of products and services
• May I clud:e multiple contracts on Std. 65 (same supplier address)
• Finance alternative is available via Internet Cvberrnall
• GSA operating leases are not available.
• Year 200'0 Compliant produc and sen-ices
• Competitive bid based copier contracts (no category or pre - approval required)
Man) commodinv items (buses, carpets, fire trucks, cameras, etc.)
Be a Smart Shopper
• Insi i on Terrns and Conditions, with Price List (product return policy, warranty
and ,uarariuees, bonds, other required approvals., forms and codes)
• ,13ti at list price or lower
• Compare prices and shop for hest value
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C/lAS �Jnit de�ar�mep n;en,enal, SenY1Ce57Rrvcurement Diu�s�on
1�50�p, Sth�Stree�,, Suits ,1��6 �1SaCrainenio ti GA '95814 :��
",a'(9r1 } 6){ 32 �D4�3, •' �d.d�gs} �a��nrlacquilG�r►as� , �' ` �;
f
forni"a
M ultiple A vv hadule
a 1 ,
tai Sales for
19'971
iVlo h
Start
Local Gove iiiri_ent
Total.
S,
S
—63,546
—
Auttsr
i;`1,7 9 O )
11J, ?60
49.;?0 i.;�3z
Jehr<.nrbl�r
15, - 1,4(, 1
_' 102..1
`'6,6,1z
Ocecbej
19,8?5,096
� 3;9,600
?:1,164,696
November
12"0:13,0)1.3
5 ,6 7 4,935
18';686,9 =r8
Dtcen)btr
?;',149,606
3 1?,i66
30,262,17
ebruar
;>, t'.UO 6 >9
660
x ,-61,276
March
1 1.195 91'1
' 62,690
1 t,71
Api11
)6,._) �,5 ?8
? t9c),303
�c� > > '',181'
50;7011 55
- E,,06,9'1-?
X7;4!:' 468
11111
8 1 ,89:1-",660
Fiscal Year Totals
�01,61� ;`:33
?c),8 �5,478
r� %,4j% I$1
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C/lAS �Jnit de�ar�mep n;en,enal, SenY1Ce57Rrvcurement Diu�s�on
1�50�p, Sth�Stree�,, Suits ,1��6 �1SaCrainenio ti GA '95814 :��
",a'(9r1 } 6){ 32 �D4�3, •' �d.d�gs} �a��nrlacquilG�r►as� , �' ` �;
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CITY OF PETALUIVIA, CALIFORNIA
MEMORANDUM
i
Parks and Recreation Department, 320 North McDowell Blvd, Petaluma, CA 94954
(707) 778 -4380 Fax (707) 778 -4473
DATE: March 8, 2004
TO: Bill Thomas Finance Director
FROM: Ed Anchordoguy, Park and Landscape Manager
SUBJECT: Equipment Replacement
In the last several months the Parks Division with the help of Al Kirby, Equipment
Maintenance Leadworker, has taken several previously used vehicles from the Water
Resources Department and swapped them out for vehicles that the Parks Division was
sorely in need of replacing. This has improved our fleet significantly and will assure that
the division will be able to perform it's maintenance responsibilities for the coming season.
In addition the Parks Division is in desperate need of replacing the following equipment.
1. #313
1996 John Deere 72" Riding Mower
2600 hrs -8 mowing seasons
.Body and frame metal deteriorating
mower will not make it through znother season
Replacement Cost approx. $20K
2. #314
1996 John Deere 72" Riding Mower
2600 hrs =8, mowing seasons
Body and frame metal deteriorating
mower will not make it through another season
Replacement Cost approx. $20K
3. #347
1997 Cushman Electric Cart
unrepairable surplused.
Replacement Cost approx. $6 -10K
4. #3`48
1997 Cushman Electric Cart
unrepairable, surplused.
Replacement Cost approx. $6 -10K
The Parks Division.is currently handicapped by the elimination of our seasonal employees,
stretching our. manpower. Without usable equipment permanent employees will have to
work in an extremely inefficient manner and in some cases will not be able to do their jobs.
cc: Carr