Title
MOTION TO APPROVE THE PURCHASE OF THE FOLLOWING LIST OF HEAVY EQUIPMENT FOR THE PUBLIC SERVICES DEPARTMENT AND THE UTILITIES DIVISION FROM KELLY TRACTOR CO. IN THE AMOUNT OF $226,941 AND FROM FLAGLER CONSTRUCTION EQUIPMENT IN THE AMOUNT OF $111,819, FOR A TOTAL COST OF $338,760 UTILIZING THE FLORIDA SHERIFFS ASSOCIATION'S (FSA) BID # FSA16-VEH14.0.
PUBLIC SERVICES DEPARTMENT
ONE (1) - 2017 CATERPILLAR 304E2 HYDRAULIC EXCAVATOR
ONE (1) - 2017 CATERPILLAR 420F2 IT LOADER BACKHOE
ONE (1) - 2017 CATERPILLAR 299D2 SKID STEER LOADER
UTILITIES DIVISION
ONE (1) - 2017 VOLVO DD25-B DOUBLE DRUM VIBRATORY ROLLER
ONE (1) - 2017 VOLVO L35-G WHEEL LOADER - Z BAR LINKAGE - PARALLEL LIFT
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
Public Services Department
1. The Public Services Department is requesting to purchase the following equipment from Kelly Tractor Co. utilizing the Florida Sheriffs Association's (FSA) Bid # FSA16-VEH14.0:
One (1) - 2017 Caterpillar 304E2 Hydraulic Excavator
One (1) - 2017 Caterpillar 420F2 IT Loader Backhoe
One (1) - 2017 Caterpillar 299D2 Skid Steer Loader
2. The Caterpillar 304E2 Hydraulic Excavator is a new piece of equipment which will be used for installing underground feeds, irrigation lines, etc.
3. The Caterpillar 420F2 IT Loader Backhoe will be replacing a 1995 Ford 555 Backhoe/Loader that is twenty-two (22) years old and has reached the end of it's useful life.
4. The Caterpillar 299D2 Skid Steer Loader will be replacing a 1996 Bobcat Trailer w/ root saw that is twenty-one (21) years old and has reached the end of it's useful life.
5. The cost of each piece of equipment is broken-down as follows:
One (1) - 2017 Caterpillar 304E2 Hydraulic Excavator for a total cost of $52,280
One (1) - 2017 Caterpillar 420F2 IT Loader Backhoe for a total cost of $99,526
One (1) - 2017 Caterpillar 299D2 Skid Steer Loader for a total cost of $75,135
The Public Services Department requested some additional options which were not specified on the FSA Bid for the 2017 Caterpillar 304E2 Hydraulic Excavator, however per the FSA Bid, these items can be provided at a 27% discount off the list price. The Public Services Department also requested a 36 month / 3000 hour powertrain and hydraulics warranty, which was not specified on the FSA Bid, however the vendor included it in the quote at a cost of $1,310. These options are already included in the total quoted price of $52,280.
Similiarly, the Public Services Department also requested some options which were not specified on the FSA Bid for the 2017 Caterpillar 420F2 IT Loader Backhoe, however per the FSA Bid, these items can be provided at a 27% discount off the list price along with work tool options at a 16% discount off the list price. The Public Services Department also requested a 36 month / 3000 hour powertrain and hydraulics warranty, which was not specified on the FSA Bid, however the vendor included it in the quote at a cost of $950. In addition, the Public Services Department requested a Werk-Brau 18" Rock Bucket that was not listed on the FSA Bid, however the vendor provided it at a cost of $1,600. These options are already included in the total quoted price of $99,526.
The Public Services Department also requested some options which were not specified on the FSA Bid for the 2017 Caterpillar 299D2 Skid Steer Loader, however per the FSA Bid, these items can be provided at a 28% discount off the list price along with work tool options at a 16% discount off the list price. 36 month / 3000 hour powertrain and hydraulics warranty, which was not specified on the FSA Bid, however the vendor included it in the quote at a cost of $3,017. These options are already included in the total quoted price of $75,135.
6. The total cost for all three (3) pieces of equipment is $226,941.
Utilities Division
7. The Utilities Division is requesting to purchase the following equipment from Flagler Construction Equipment utilizing the Florida Sheriffs Association's (FSA) Bid # FSA16-VEH14.0:
One (1) - 2017 Volvo DD25-B Double Drum Vibratory Roller
One (1) - 2017 Volvo L35-G Wheel Loader - Z Bar Linkage - Parallel Lift
8. Per the agreement for the Operation, Maintenance, Management of Utility System between the City and Operations Management International, Inc. (OMI), the City is required to provide certain equipment for the contractor to utilize to perform the services within the contract. The equipment being requested by the Utilities Division is for work outside the scope of the OMI contract.
9. The Volvo DD25-B Double Drum Vibratory Roller will be used to replace the 2005 Terex Roller (Asset # 2256) that is twelve (12) years old and undergone various repairs.
10. The Volvo L35-G Wheel Loader - Z Bar Linkage - Parallel Lift will be used to replace the 2000 Bobcat Loader (Asset # 4245) that is seventeen (17) years old and has also undergone various repairs.
11. The cost of each piece of equipment is broken-down as follows:
One (1) - 2017 Volvo DD25-B Double Drum Vibratory Roller at a price of $36,105
One (1) - 2017 Volvo L35-G Wheel Loader - Z Bar Linkage - Parallel Lift at a price of $75,714
12. The pricing includes optional downgrades and upgrades to the model listed within the specification as allowed by the FSA Bid based on a discount percentage off of the MSRP or Published Price.
13. The total cost for both pieces of equipment is $111,819.
Recommendation
14. Section 35.18(5) of the City's Procurement Procedures states; "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom."
15. Request Commission to approve the purchase of the following list of heavy equipment for the Public Services Department and the Utilities Division from Kelley Tractor Co. in the amount of $226,941 and from Flagler Construction Equipment in the amount of $111,819, for a total cost of $338,760 utilizing the Florida Sheriffs Association's (FSA) Bid # FSA16-VEH14.0.
Public Services Department
One (1) - 2017 Caterpillar 304E2 Hydraulic Excavator
One (1) - 2017 Caterpillar 420F2 IT Loader Backhoe
One (1) - 2017 Caterpillar 299D2 Skid Steer Loader
Utilities Division
One (1) - 2017 Volvo DD25-B Double Drum Vibratory Roller
One (1) - 2017 Volvo L35-G Wheel Loader - Z Bar Linkage - Parallel Lift
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $338,760.
b) Amount budgeted for this item in Account No: The following funds are available:
$ 0 in account # 1-539-6004-64089 (Excavator)
$99,526 in account # 1-539-6004-64012 (Backhoe)
$ 0 in account # 1-539-6004-64088 (Skid Steer Loader)
$36,105 in account # 471-535-6021-64400 (Other Equipment)
$ 0 in account # 471-533-6032-64087 (Wheel Loader)
c) Source of funding for difference, if not fully budgeted: Upon Commission approval, the following budget adjustment(s) will be made:
From:
1-539-6004-64012 (Backhoe) - $474
1-519-6001-64400 (Other Equipment) - $51,806
To:
1-539-6004-64089 (Excavator) - $52,280
From:
1-539-6004-64214 (Truck) - $35,517
1-519-6006-64400 (Other Equipment) - $5,956
1-519-6001-64400 (Other Equipment) - $33,662
To:
1-539-6004-64088 (Skid Steer Loader) - $75,135
From:
471-533-6032-64012 (Backhoe) - $75,714
To:
471-533-6032-64087 (Wheel Loader) - $75,714
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.