06-18-2019 - Item 14 - Authorization For The Purchase Of One Wheel Loader With A 2.0 Cubic Yard Multipurpse BucketAGENDA ITEM NO. 14
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE:June 18, 2019
TO:Mayor and City Council
FROM:David Carmany
Interim City Manager
SUBJECT:AUTHORIZATION FOR THE PURCHASE OF ONE WHEEL LOADER WITH
A 2.0 CUBIC YARD MULTIPURPOSE BUCKET
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1.Authorize the purchase of one 2019 Wheel Loader with a 2.0 cubic yard multipurpose bucket
from John Deere Coastline Equipment Company of Long Beach for the cost of $169,348.73;
and
2.Waive formal bidding and authorize the use of Sourcewell formally NJPA contract
No. 032515-JDC.
BACKGROUND:
The current Wheel loader Unit No. 162 is a 1988 John Deere 544 E wheel front loader with a 2.0
cubic yard multipurpose bucket. It is thirty-one years old with 6,274 engine hours. It has
experienced significant service and reliability issues. Most recently, the unit’s multipurpose bucket
welds broke in several places. The replacement cost for the multipurpose bucket will exceed $20,000
dollars. In addition, repair parts are becoming scarce and some are no longer available. The cost to
repair the existing loader would exceed its value. Replacement of the loader will move the City
forward in meeting the fleet-average emission targets set by the California Air Resource Board.
DISCUSSION:
The Public Services Department is requesting a purchase of a new Wheel Loader with a 2.0 cubic
yard multipurpose bucket to replace Unit No. 162 as it is essential to the repair and maintenance of
the City’s streets and sewer systems. The proposed replacement will be one (1) 2019 John Deere
524L Wheel Loader with a 2.0 Cubic Yard Multipurpose Bucket. Staff performed an analysis of the
overall state of the City’s fleet. This included evaluation of the City’s current fleet, identification of
vehicles in most critical need of replacement, and a review of a vehicle replacement program. Part of
the review also included equipment needs and usage. Staff determined that a smaller more cost-
effective unit would better suit the needs of the City.
City staff is proposing to purchase the vehicle through the Sourcewell (formally National Joint
Powers Alliance) program. The Sourcewell program is a public agency, member-driven cooperative
purchasing service that serves over 50,000 members. It offers a multitude of competitively bid
contracted products, equipment and service opportunities to local government agencies. These
purchasing contracts bring considerable value to member agencies, allowing local government
agencies to expedite critical equipment purchases. Sourcewell products and suppliers are already
approved by U.S. General Service Administration, therefore, no request for proposal or bidding is
required.
Because Unit No. 162 has exceeded its useful life and cannot be practically utilized elsewhere within
the City fleet, it is recommended it be auctioned after the new loader is received and placed in
service.
OPTIONS:
The City Council has the following options:
1.Approve staff's recommendation;
2.Reject the Sourcewell Cooperative Purchasing contract bid and solicit bids. Because this is
already a competitively bid contract, it is unlikely that a lower bid for the same equipment will
be received;
3.Provide alternative direction.
Prepared by: Mike Cresap Public Services Superintendent
Fiscal Impact
FISCAL IMPACT:
The total cost to purchase the John Deere 524L Wheel Loader with a 2.0 Cubic Yard Multipurpose
Bucket is $165,402.64 including sales tax, delivery and options. The John Deere 524L Wheel
Loader is available through the Sourcewell Coorperative Purchasing Agreement, Contract #032515-
JDC.
Staff is requesting that an appropriation of $169,348.73 be made from both Sewer Fund 189
($84,674.37) and State Gas Tax Fund 124 ($84,674.37) fund balance to accounts 189.41.4160.7180
and 124.41.4151.7160. There are sufficient funds available in each fund balance to cover the cost of
the purchase.
There will be no impact to the General Fund.
Funds Account Number Amount
Sewer Fund 189 Appropriation 189.41.4160.7180 $84,674.37
State Gax Tax Fund Appropriation 124.41.4151.7160 $84,674.37
Total 169,348.73
Attachments
Attachment No. 1 QUOTE
Attachment No. 2 Sourcewell Contract Info