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0 <br />* <br />CITY COUNCIL MEETING DATE: <br />AUGUST 16, 2016 <br />TITLE: <br />CONTRACT AWARD TO COASTLINE <br />EQUIPMENT COMPANY FOR BACKHOE <br />TRACTORS (SPEC. 16 -077) <br />(STRATEGIC PLAN NO. 6,2) <br />CITY MANAGgE <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />1. Reject the bid from Yale /Chase Equipment and Services, Inc., as nonresponsive. <br />2. Authorize a one -time purchase and payment of purchase order to Coastline Equipment <br />Company for the purchase of two backhoe tractors in the amount of $277,110 that includes a <br />five percent contingency, and a $25,000 contract for as- needed tractor repairs for a total <br />amount not to exceed $302,110, subject to nonsubstantive changes approved by the City <br />Manager and City Attorney. <br />DISCUSSION <br />The Finance and Management Services Agency Facilities, Fleet Maintenance and Central Stores <br />Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, <br />trucks, and maintenance equipment. The City's Vehicle Replacement Policy provides guidelines <br />and criteria for determining when vehicles need replacement. These criteria include vehicle age, <br />mileage, maintenance costs, and safety history. As a result of reviewing the City's replacement <br />criteria, two backhoe tractors purchased in 1989 and 1997 have been identified for replacement. <br />These older tractors are utilized by the Public Works Agency Water Department to dig trenches <br />for damaged water and sewer lines. Given the age of these two vehicles, maintenance costs and <br />equipment downtime have increased. Replacing this equipment will reduce overall vehicle <br />maintenance costs and improve the efficiency Public Works staff by providing more timely and <br />consistent repairs of the City's water and sewer infrastructure. <br />Coastline Equipment currently provides tractor repair services to the Fleet Maintenance Division <br />as needed. The tractor purchase, when added to the vendor's fiscal purchases, will exceed the <br />$25,000 aggregate limit. In order to continue utilizing their repair services, staff recommends <br />maintaining the separate blanket order repair contract in the amount of $25,000. <br />22A -1 <br />