HomeMy WebLinkAboutStaff Report 4.D 05/07/2012 f1gatci iItw w#4:b
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DATE; May 7, 2012
TO:. Honorable.Mayor:andMembers of the City Council,through City Manager
FROM Dan St. John, F.ASCE Director, Public Works and Utilit y
Steve Simmons—Field,Operations Manager.
SUBJECT: Resolution Approving the Purchase of One (1) new Caterpillar 420E Backhoe
Loader in the Amount of$108,766.80
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RECOMMENDATION
It is recommended-that the City Council adopt the attached resolutionapproving the purchase of
One (1):new Caterpillar 420E_Backhoe Loader in the amount of$108,766.80 from Peterson
Caterpillar, Santa Rosa.CA and authorizing the City Manager'to execute all documents necessary •
• to complete the purchase.
BACKGROUND
ThePublic Works and_Utilities:Department seeks to replace;a;Casa+580 Backhoe #720 that was
purchased.in 1987. This backhoe is' f
is-,One used by the•P-ublic Works Utilities Division for
excavating to make repair to water, sewer and storm systems and to perform channel
maintenance. Due to.the:age and.hourstof service oftheCase'580istaff,recommends its
replacement to;avoid expending'funds:as major components are failing:T is backhoe was
• 1 designed,for moderate to light dutyand lacks modern safety features. Replacement of the
equipment:is budgeted in the Water and Sewer Utilities Operations and-Maintenance budgets.
The•proposed,action meets Council Goal "Plan and Implement priority capital projects as
fundirig.permits".
DISCUSSION
Utility Maintenance personnel.on the sewer, waterand storm maintenance crews depend on the
backhoes to be in excellent working condition. The Case 580'is now 25 years old and worn to the
1 point that we:avoid driving it on:City Streets. The Case will be relegated to the Corporation yard
to load base,rock and.cutback;,and not be driven on.City/Streets.
After numerous demos Utility'Maintenancestaffrecommends purchasing;a Caterpillar 420E
Backhoe loader to replace the'old Case 580. The Caterpillar 420E has,an automatic ride leveling
' feature that makes it a muck safer piece of equipment fo operate on our City streets.
Agenda Review: n
City Attorney \ Finance Director CityManag ,
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TheCaterpillar 420E!has significantly;more,pulling;1lfting'and,digging„capacity which is;a great
advantage to the.crew's productivity and safety especially,when moving.and placing heavy steel.
road plates. The old Case,580 is;not designed for this type-of work.
The Caterpillar was competitively bid through the National Joint,Powers Alliance,purchasing
I program RFP #060311. Per Municipal.Code 4.04.100 Cooperative Purchasing,Programs, the
bidding:process maybe waived when-it is advantageous for-the City, with"appropriate City
Manager and City'Council"approval, to use contracts that were,awarded'by other agencies.
4.04:100 Cooperative'purchasingprograms.
Purchases of supplies and equipment made under a cooperative:purchasing program with the
state,county or other public agencies are exempt from the requirements!of this chapter.
Cooperative purchases joined,will have been competitively awarded, and documentation as to
the advantage of the cooperativelpurchase will be retained.
Staff recommends purchase-of the Caterpillar 420E using National Joint Powers Alliance
purchasing program RFP #060311.
FINANCIAL IMPACTS
The total purchaseprice;of the Caterpillar 420E is $108,766.80. This,;includes a'$20,816.00
discount under NJPA Contract #0603 11.
The Caterpillar be funded:50% ($5_4,383.40) from the Water Enterprise Fund account
(6700.67100.62210). The,current balance;in-the account is $200,000 leaving a remaining balance
of$145,616;60-after the purchase of the backhoe.
The.remainingI50%,($54,383.40) will be-funded from the Wastewater Enterprise Fund account
(6600.66100:62210). The current balance;in the account is $98 135,89 leaving a remaining
'balance of$43;754.49 after the purchase of backhoe loader,
ATTACHMENTS
1., Resolution
2:, Quote and NJPA RFP #06031I
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Attachment 1
RESOLUTION,APPROVING THE PURCHASE OF ONE(1)
NEW 2012 CATERPILLAR:MODEL 420E BACKHOE LOADER IN THE AMOUNT OF
$108,766.80 FROM PETERSON TRACTOR CO. SANTA ROSA CA. AND
AUTHORIZING THE CITY MANAGER TO EXECUTE ANY NECESSARY
DOCUMENTS TO COMPLETE THE PURCHASE
WHEREAS, the Public Works and Utilities Department has identified a requirement for
one (1) Caterpillar Model 420E Backhoe Loader; and
WHEREAS, the Petaluma Municipal Code section 4.04.100'provides that purchases
made through a cooperative purchasing program with the state, county or other public agencies
are exempt from provisions of Chapter 4.04 of the Petaluma Municipal Code which require the
City to conduct its own competitive bid process for certain purchases; and
WHEREAS, The City of Petaluma intends to purchase the Caterpillar Model 420E
Backhoe Loader competitively bid through the National Joint Powers Alliance purchasing
program.RFP #060311 from Peterson Caterpillar Co. Santa Rosa, CA; and
WHEREAS, the:Public Works and Utilities Department will utilize budgeted finds from
fiscal year 2011/2012 to purchase the Caterpillar Model 420E Backhoe Loader.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL HEREBY
(1) Approves the.purchase of one (I) Caterpillar Model 420E Backhoe Loader
with accessories in the"amount of$108,766.80 from Peterson:Caterpillar, Santa Rosa, CA
and authorizes the City Manager, or his designee, to execute any necessary documents to
complete the purchase.
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Attachment 2
Quote 108179-01
January 26,2012
CITY OF.PETALUMA
ATTN: ACCTS PAYABLE
PO BOX 61
PETALUMA, California
94953-0061
Attention: PAT DIRRANE
Dear Sir,
We would'dike to thank you for yourinterestin our company and our products; and are pleased to quote the following
for your consideration.
CATERPILLAR Model: 420E Backhoe Loader
SERIAL NUMBER: Special Order YEAR:2012
4x4 AWD,'Standard Shift
Open'ROPS,Tilt Wheel
Flip Over Stabilizer:Pads
Control Pattern Changer, Pilot Controls
4 in 1 Bucket with Bolt on Edge, 1.3cyd
Extend-A-Stick
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Front Windshield
Air Suspension Seat
Wain Roy Quick Coupler
Caterpillar 4 4 ACERT, Non EGR,Tier3.Diesel Engine
Caterpillar Thumb
Ride Control
Hooks to Use Customers Forks
List Price $117,666.00.
NJPA.Contract#060311 Discount($20,816.00)
(F.O.B. Petaluma Yard)Sell Price $96,850.00
Freight Prep $3,860.00
Sub Total $100,710.00
Tax 8% $8,056.80
Total $108,766.80
I wish to thank you for the opportunity of quoting on your equipment needs.
Sincerely,
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Nathan Ehni
PETERSON TRACTOR CO.
707 495-9711 CELL
Page 1 of 3
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Peterson Quote 108179 701
CATERPILLAR Model: 420EQ Batkhoe.Loaders
STANDARD.EQUIPMENT
CONSIST NOTE THIS LISTING IS1AGENERAL DESCRIPTION OFA'420E:BACKHOE LOADER EQUIPPED
WITH THE LOWEST CHARGE ITEMS.
BOOMS,;STICKS.AND LINKAGES- 14'4tt,Center pivot excavator style;=t baokhoe-Pilot operated joystick.hydraulic
• - controls with.pattern changer valve--Pilot operated'stabtllzercontrols Boom transport lock-Swing transport lock
Street pads stabilizer shoes::Antiadrifthydraulics-. (Boom, Stick and E Stick) Cat Cushion.Swing(Im)system-
Bucket level indicator Liftrcyllnder brace Return-to-dig (auto bucket positional--Self-leveling loader with single
lever,' control`=. Transmission neutralizerswitch:Single Tilt Loader
POWERTRAIN-Cat C4.4 93HP Direct•Injection•Turbo- Charged engine with ALERT,Technology,- US EPA Tier
3/EU Stage lIla Emissions compliant Water separator with service Indicator-Thermal startingaid system-A dry-
1 type axial seal air,cleanerwith-! integral precleaner.automatic dust- ejection'system and filter condition-indicator
-Hydraulically boosted multi-plate;wet- disk brake with dual'pedals and interlock Differential lock-Drive-line
parking brake:-High Ambient Cooling:Package-.Torque converter-Transmission-foucspeed.synchro mesh- with
power Shuttle>and neutral safety switch` Spin-on,fuel, engine oil and transmission-- oil filters-Outboard
planetary-rear axles-.OpenCircuit Breather
HYDRAULICS=Load sensing,variable;flow,system- with.43 gpm axial:piston pump-.5 micron spin-on hydraulic
filter-O ring face;seal hydraulic fittings-,CaterpillarXT-3:hose- Hydraulic'oil cooler-Pilot control shutoff switch-
PPPC; Flow-sharing hydraulic valves
ELECTRICAL- 12'volf electrical,start 7 120:ampere alternator- Horn,-Backup alarm- Hazard flashers/turn signals-
Halogen headlights(4) Halogen rear floodlights(4)- Stop:and;tail lights-Audible system fault alarm-Key
starUstop'.system-880.CCAmaintenance free.battery.a.Battery,disconnect:switch• External/internal power
receptacles(12v)- Diagnostic portsfor engine'and;machine- Electronic Control Modules
OPERATOR ENVIRONMENT Lighted;:gauge group-Interior rear iew mirror=Rear fenders- RODS canopy- 2-inch
retractable seat belt +Tilt steering column: Steering,knob- Hand and foot throttle -•Automatic Engine Speed Contro-
One Touch Low Idle-,Floor mat Coat hook Two;lockable storage areas-:Drink and lunch box holders-Air
suspension seat
COOLING-Long Life Coolan •-30C'(-20F)
OTHERSTANDARD EQUIPMENT; Hydrostaticpower steering-Tool box,-Transporttie=downs-Ground line fill fuel
tank with 45- gallon'capacity-Rubber,impact,strips;on radiator,guards Bumper-.CD-ROM Parts Manual-Backhoe
Safety Manual-Operations:and•MaintenanceManual-.Lockable hood
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Page 2 of3
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Peterson Quote 108179-01
MACHINE SPECIFICATIONS. .
Description Reference No' List Amount;
420E MISC MATERIAL LEICESTER OP-0931
• LP2;420EST,MP 364-6133 $80,470.00•
COUPLING, QUICK--DISCONNECT 132-8769 $486.00
AUX.LINES GROUP WITH QUICK DISCONNECTS 175-7877
SEATBELT,;3" SUSPENSION 206-1748 $104.00
LOCK,VANDALISM 216-0909 $58.00
BUCKET-MP, 1.3:CYD 216-8800 $6,642.00
THUMB, TINES FOR 12, 18,24'BCUKETS 221-4284 $368.00
PLATE GROUP-BOOM WEAR 270-3204 $199.00
HYDRAULIC THUMB 282-5409. $5,432.00
CAT 4.4 ACERT, 101 HP TIER 3, NON EGR 298-5938, $8,490.00
RIDE CONTROL. 317-1457 $1,825.00
TIRES 4WD COMBINATION'RADIAL.FRONTS.AND BIAS,REAR 320-2385 $2,525.00
OPEN CANOPY, BATTERY DISCONNECT '354-8242
E STICK, FACTORY THUMB READY,.COUNTERWEIGHT 354-8251 $10,380.00
CUTTING EDGE,TWO PIECE 9R-5321 $319.00
STABILIZER PADS, FLIP-OVER 9R-6007 $321.00
FOUR WHEEL DRIVE, STANDARD SHIFT TRANSMISSION 0P-9002
MANUAL, PARTS 357=4166 $47.00
Install Front Windshield and Wiper
Wain Roy Quick Coupler
CTI Fork Brackets,for customers forks
(F.0'B..Petaluma-Yard)Sell Price $96,850.00
Freight Prep $3,860.00
Sub Total $100,710.00
Tax 8% $8,056.80
Total $108,766.80
WARRANTY
Standard:Warranty: 12 Month,,unlimited Hours
F.O:BITERMS
Santa:Rosa
Accepted,by _ on
Signature
Page 3,of 3
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RFP 060311 .
Proposal.Offering,
And Acceptance and-Award
RFP#060311
FORM.D
HEAVY CONSTRUCTION EQUIPMENT TOGETHER WITH RELATED ACCESSORIES,SUPPLIES,AND
SERVICES;
' Proposal.Offerin2(To be completed'.Only by Proposer)
In compliance with the Request,for proposal (RFP)!for HEAVY CONSTRUCTION EQUIPMENT TOGETHER WITH
RELATED ACCESSORIES, SUPPLIES;AND SERVICES, the undersigned warrants that I/we have examined this RFP
and being familiar with all of the instructions, terms and conditions, general specifications, expectations, technical
specifications, service expectations and any special terms, do hereby offer and agree to furnish the defined
products/services and services in compliance with all terms, conditions,of this RFP; any applicable amendments of this
RFP, and all Proposer's Response documentation. Proposer further understands they are thesole offeror herein and that
the performance of any sub-contractors employed,,by the Proposer in fulfillment of this,offer is the sole responsibility of
the Proposer.
Company Name:Caterpillar Inc. Date:
Company Address: 100 NE Adams
City:Peoria State: IL Zip: 61629-1395
0 ::::::;nL::i:a : tle: lke Ti : "ove 'al les S ••4 Consultant 2 /): r .. •-_,
(Name printed or typed)
Contract Acceptan ce and-Award(To be completed.only.by"NJPA)
Your proposal offering is hereby accepted and awarded. As an awarded Proposer,:you are now bound to provide the
defined goods and services contained•inyour proposal offering according,to all terms, conditions, and pricing set forth in
th's R P any ame d ep to this RFP, and the Proposer's Response. The effective date of the Contract be
`` I and continue for four years thereafter AND which isFsubject to annual renewal at the
option of bo parties.
National Joint PowersAlliance$ (NJPA)
NJPA Authorized signature: 4�„ 11 '21lIt 1)' hld([�al `(
n , 11 d `� - (Naiie printed or typed)
Title: J(1(, kik 4, a(��V�AAJ
Awarded this. Iair2 day of bv, , Lb I ( Contract Number#060311_( '"
/ J �LX�sc
NJPA Authorized signature: 1 _.euLC ,Z. •, &X(rc-'roier' Lit riarcr>n
(Name printed or typed)
• Title: _.
• Executed this Z p •day of f. a t.Y Contract Number#.060311 -CAT
Page 41 of 47
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AMENDMENT 072811
To that certain
ACCEPTANCE ANDAWARD?06031:1-CAT
Whereby
. Cateepillar, Inc: (CAT)
Committed to the provision of certain goods and service at specified prices,
And
The Natidlialkiint Powers Alliance® (NJPA®)
Accepts an indefiiiite'quantity of those provisions on behalf of itself and its Members nationwide
according to the terms and-ccuiditionspf•the Request For Proposals issued by NJPA AND the entire
Bidders response received from CAT.
Now Therefore;NJPA and CAT hereby agree to amend said Acceptance and Award 066311-CAT by
changing the effective date of.the agreement from July.19,2011to Octolier-19, 2011.
National Joint Powers Alliance.
By (--na-6,..s. • Its: ExecutiveDirector
Todd scio,
Caterpillar, inc.
By 1>C,,CLIC Its: cre
Nameprinted Srev Absinro.A./
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