22B - AWARD PO BACKHOE LOADER TRACTOR

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 21, 2017 TITLE: AWARD PURCHASE ORDER TO SONSRAY MACHINERY, LLC, FOR A BACKHOE LOADER TRACTOR (SPEC. NO. 17-097) (STRATEGIC PLAN NO. 6,2) CITY 1ANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 2"d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize a one-time purchase and payment of purchase order to Sonsray Machinery, LLC, for the procurement of one backhoe loader tractor in the amount of $133,880 plus a contingency of $6,700, for a total amount not to exceed $140,580, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION The Finance and Management Services Agency, Facilities, Fleet Maintenance and Central Stores Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The Public Works Agency is in need of a new backhoe tractor to replace an older unit that is over 20 years old and is consistently having mechanical issues due to its age. The tractor is used by the Water Resources maintenance staff for water line replacements and repairs throughout the City. The Notice Inviting Bids was advertised on August 23, 2017, on the City's online bid management and publication system. A summary of the bid invitations and bids received is as follows: 9 Vendors notified 5 Vendors downloaded the bid packet 4 Bids received 0 Bids received from Santa Ana vendors The bids were opened on September 21, 2017, and evaluated (Exhibit 1). The bid from Sonsray Machinery, LLC, is responsive to the specifications and meets the City's requirements. To allow for unanticipated charges, a $6,700 contingency has been included in the award amount. 2213-1