Item 17 - Purchase Order for John Deere 410L Backhoe

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Public Works Agency https://www.santa-ana.org/pw Item # 17 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 2, 2021 TOPIC: Purchase Order for John Deere 410L Backhoe AGENDA TITLE: Award a Purchase Order in the Amount of $145,939 for One John Deere 410L Backhoe and a $25,000 Blanket Order for As Needed Repairs to Bragg Investment Company Inc., DBA Coastline Equipment (Specification No. 20-138) (Non-General Fund) RECOMMENDED ACTION 1. Authorize a one-time purchase order and payment to Bragg Investment Company Inc., DBA Coastline Equipment for one John Deere 410L Backhoe in the amount of $135,939, and a $10,000 contingency, for a total amount not to exceed $145,939, subject to non- substantive changes approved by the City Manager and City Attorney. 2. Authorize a blanket order in the amount of $25,000 for as-needed repair services subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency’s Maintenance Services Division is in need of a new backhoe to replace the current vehicle. The backhoe is a vital, multi-function, all-purpose vehicle that allows staff to perform various tasks efficiently during the course of daily field operations such as trenching, excavation, moving/lifting heavy equipment, and objects. The backhoe is crucial and heavily utilized in responding to homeless-related request for services to locations with challenging terrain requiring earth/soil clearing, including the Santiago Creek area and similar terrain. In addition, the vehicle is vital when deployed as part of the City’s emergency response to rain and windstorm-related debris and after-hours emergency service calls. The Public Works Agency’s Fleet Services Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The Division notes that the current backhoe has reached the end of its useful lifecycle and has become unreliable, leading to public service delays. The vehicle exceeds the division’s recommended Equipment Lifecycle Guidelines by exceeding 15 years in age and over 7,000 operating hours, earning a “terrible” conditions rating based on industry standards from the Municipal Equipment Maintenance Association, the National Association of Fleet Administrators, and the American Public Works Association.