HomeMy WebLinkAbout22E - RDO EQUIMPENT POREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
DECEMBER 17, 2019
TITLE
AWARD PURCHASE ORDER FOR AN
AMOUNT NOT TO EXCEED $207,200
TO RDO EQUIPMENT CO., FOR
VERMEER BRUSH AND TREE REMOVAL
MAINTENANCE EQUIPMENT
(ENTERPRISE FUND)
(SPECIFICATION NO. 19-121)
{STRATEGIC PLAN NO. 6,21
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 111 Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For_
CONTINUED TO
/s/Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to RDO Equipment Co., for the
purchase of one stump cutter and two brush chippers, in the amount of $197,200, plus a
contingency of $10,000, for a total amount not to exceed $207,200, subject to non -substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency Fleet Services Division is responsible for the acquisition, maintenance,
repair, and replacement of vehicles, trucks, and maintenance equipment. The Public Works
Agency, Maintenance Services Division is responsible for the maintenance of approximately 400
miles of streets and 50,000 street trees. Debris chippers and stump cutters are vital equipment
utilized by Maintenance Division Staff daily, at multiple job sites, in the removal of tree trimming
and landscaping debris, felled tree branches and limbs, stump grinding and removal, and for use
in emergency response situations involving downed trees during storm events.
The existing brush and tree removal maintenance equipment have reached the end of their useful
lifecycle and have become unreliable. The equipment exceeds the City's Fleet Services Division's
recommended Equipment Lifecycle Guidelines, earning a "terrible" rating, based on industry
standards from the Municipal Equipment Maintenance Association, the National Association of
Fleet Administrators, and the American Public Works Association. Furthermore, the equipment will
not be in compliance with the State of California Air Resources Board Portable Equipment
Registration Program in 2021. The new equipment will conform to State requirements and will be
more productive. The equipment contains patented features, such as a bottom -feed stop bar used
for safety and in emergency situations, engine idle systems that reduce noise and greenhouse
emissions, and lower fuel consumption, resulting in better air quality as well as reduced operating
costs.
22E-1
Award Purchase Order for Vermeer Maintenance Equipment
December 17, 2019
Page 2
Santa Ana Ordinance No. NS-2312 authorizes the City to utilize purchase contracts from any public
agency utilizing a competitive bid process. Sourcewell (formerly National Joint Powers Alliance),
awarded a contract to Vermeer (Contract No. 062117-VRM) for procurement of chippers, stump
cutters, trenchers, and compact utility loaders as a result of open competitive bidding on behalf of
its members, which includes government agencies. RDO Equipment Co., also known as Vermeer
Pacific, is the official and approved sole -source provider of equipment, parts, and service for
Vermeer Corporation for the entire state of California. Utilizing the contract awarded to Vermeer
Pacific allows the City to make purchases through August 18, 2021, and is in accordance with the
City's existing Purchasing Guidelines.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Plan Goal #6 — Community
Facilities & Infrastructure, Objective #2 (Address deferred maintenance on City buildings and
equipment).
FISCAL IMPACT
Funds in the amount of $207,200 are budgeted and available for expenditure in FY 2019-20 as
follows:
Fiscal Year
Accounting Unit-
Fund Description
Accounting Unit,
Amount
Account #
Account Description
Public Works -
FY 2019-20
06817640-66400
Sanitation Fund
Environment/Sanitation,
$207,200
Dec. -June
Machinery & Equipment
Total:
$207,200
APPROVED AS TO FUNDS AND ACCOUNTS:
Fuad S. Sweiss, PE, PLS Kathryn Downs, CPA
Executive Director Executive Director
Public Works Agency Finance and Management Services Agency
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22E-2