Title
Consider and take action on a resolution authorizing the purchase of three (3) general equipment units through Sourcewell contracts in an amount not to exceed $619,836 (Director of Public Works)
Background:
Approval of this item will authorize the purchase of three (3) general equipment units through Sourcewell Contracts Nos. 011723-CAT, 032824-DAI, 021726-ELG, and 112624-KBA, in an amount not to exceed $619,836.
The FY2027 approved budget authorizes funding to replace three (3) general equipment units. Total funding for the replacement will be $619,836. The equipment will support the City’s ongoing operations and help meet the demands of current and future growth.
The capital replacement schedule was approved in the FY2027 budget after an annual inventory audit was conducted on all fleet vehicles and equipment. The inventory list consisted of current miles/hours, purchase year, estimated useful life and the targeted year of replacement. Vehicles and equipment were then placed through a scoring system evaluating five measures: age, mileage, type of service, general overall condition, and maintenance repair costs. Vehicles and equipment scoring points ranging in the replacement consideration group were then moved to the next phase whereas the last three years of maintenance costs were compared to the depreciation of acquiring new vehicles and/or equipment.
Water (1) $32,783
Unit 687 is a 2009 Case CB17X compact excavator with 1,382 hours. This unit will be replaced with a 2026 Caterpillar 301.5 compact excavator from Mustang Cat in an amount not to exceed $32,783.
Stormwater (1) $560,786
Unit 827 is a 2007 Vactor vacuum truck with 7,286 hours. This unit will be replaced with a 2027 Vactor vacuum truck from Kinloch Equipment & Supply in an amount not to exceed $560,786.
Sportsplex (1) $26,267
Unit 4007 is a 2019 ExMark 72” Mower with 2,247 hours. This unit will be replaced with a 2027 Kubota F2510 72” mower from Ewald Kubota in an amount not to exceed $26,267.
To ensure the best pricing and benefit to the city, quotes for the above units were obtained from cooperative purchasing contracts, state contracts, and local retail, with the following results:
• Caterpillar 301.5 (Water Unit 687): BuyBoard ($33,493), Sourcewell ($32,783), Retail ($33,392)
• Vactor Vacuum Truck (Stormwater unit 827): BuyBoard ($570,047), Sourcewell ($560,786), Retail ($590,778)
• Kubota F2510 (Sportsplex Unit 4007): BuyBoard ($28,315), Sourcewell ($26,267), Retail ($26,869)
Staff recommends purchasing the equipment through Sourcewell Cooperative Purchasing Contract Nos. 011723-CAT, 032824-DAI, 021726-ELG and 112624-KBA. The use of these cooperative purchasing contracts satisfies formal competitive bidding requirements.
The total purchase cost for replacement equipment will not exceed $619,836.
Attachments:
1. Proposed Resolution
2. Exhibit A - Approved Capital Replacement List
3. Operating Costs vs. Depreciation
4. Unit Scores
5. Unit Quotes
6. Fleet Replacement Criteria Memorandum
7. Vendor Report Cards
FUNDING
{X} Funds in the amount $619,836 are available from the FY27 Capital Replacement Fund, Equipment Account# 40203600-55730.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #3 - Safe and Desirable Community