HomeMy WebLinkAboutItem 17 - Purchase Order for John Deere 410L Backhoe Public Works Agency
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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.
Award a Purchase Order for John Deere 410L Backhoe
March 2, 2021
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The Notice Inviting Bids was advertised on October 26, 2020 on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
267 Vendors were notified
0 Santa Ana vendors were notified
7 Vendors downloaded the bid packet
3 Bids received
0 Bids received from Santa Ana vendors
Three bids were received and opened on November 18, 2020, and evaluated. The results
are as follows:
Vendor Location Amount
Bragg Investment Company Inc. Long Beach, CA $135,938.38
Quinn Company Foothill Ranch, CA $149,117.00
Sonsray Machinery Santa Fe Springs, CA $137,181.03
The bid submitted from Bragg Investment Comapany Inc., DBA Coastline Equipment, is
responsive to the specifications and meets the City’s requirements. Staff recommends
authorizing a one-time purchase order and payment to Bragg Investment Company Inc.
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.
Additionally, Bragg Investment Company Inc., provides tractor repair services to the Fleet
Services Division on an as-needed basis. With the purchase of the backhoe, the $25,000
aggregate limit will be exceeded. In order for the Division to continue utilizing the vendor’s
services, staff recommends authorizing a blanket order in the amount of $25,000 for as-
needed repairs.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
Award a Purchase Order for John Deere 410L Backhoe
March 2, 2021
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FISCAL IMPACT
Funds in the amount of $170,939 are available for expenditure in FY 2020-21 as follows:
Fiscal Year
Accounting
Unit-Account
#
Fund
Description Accounting Unit, Account
Description Amount
2020-21 06817640-
66400
Sanitation
Fund
Public Works-
Environment/Sanitation,
Machinery & Equipment
$145,939
2020-21 07517100-
62322
Fleet
Maintenance
Equipment Maintenance-
Garage Operation,
Maintenance & Repair
Machinery & Equipment
$25,000
Total:$170,939
EXHIBIT(S)
1. Abstract of Bids
Submitted By: Nabil Saba, Executive Director, Public Works
Approved By: Kristine Ridge, City Manager
CITY OF SANTA ANA
Alternate Product Alternate Product
Item Description Bragg Investment
Long Beach, CA
Quinn Company
Foothill Ranch, CA
Sonsray Machinery
Santa Fe Springs, CA
1 John Deere 410L Backhoe Model Year 2020 or Newer $115,550.00 $128,000.00 $116,339.00
2 9.25% Sales Tax $10,688.38 $11,840.00 $10,761.36
3 Subtotal $126,238.38 $139,840.00 $127,100.36
4 Extended Warranty (Non Taxable) $2,850.00 $9,270.00 $9,374.67
5 Destination and Delivery (Non Taxable) $6,850.00 $0.00 $0.00
6 California Tire Fee (Non Taxable) $0.00 $7.00 $7.00
7 Misc. Fees (Non Taxable) $0.00 $0.00 $699.00
8 Total Price per vehicle $135,938.38 $149,117.00 $137,181.03
9 1% Local Vendor Preference N/A N/A N/A
10 Final Bid Amount as Determined by Basis of Award $135,938.38 $149,117.00 $137,181.03