CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 25-282, Backhoe Loader Replacement (Unit 055), to West Side Tractor Sales for an amount not to exceed $201,856.11
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DEPARTMENT: Department of Public Works
SUBMITTED BY: John Rutkowski, Acting Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Unit 055 was reviewed and approved by the Fleet Services Manager for replacement in the FY2026 budget. Vehicles are scored for replacement based on four criteria: age, usage, condition and repair costs. Recommending a vehicle for replacement requires a score of 28.0 or greater. Unit 055 scored 34.44.
Electric Utility staff have deferred some planned FY2025 vehicle replacements to the FY2026 budget to allow time to better specify equipment that meets current operational need. Unit 055 is planned for replacement in the FY2026 budget, but a replacement unit is available for delivery before the end of 2025.
DISCUSSION:
Unit 055 is a 2006 John Deere 310SG backhoe-loader used by the Electric Utility to excavate as required to maintain utility infrastructure. The retired vehicle will be traded in to West Side Tractor Sales for $30,000 as part of the purchase of the new vehicle. The unit will be replaced with a new John Deere 320P backhoe-loader for the same operational use.
The new unit is available on the Sourcewell Cooperative, an approved cooperative through John Deere Company, Contract #011723-JDC. West Side Tractor Sales is the local authorized dealership.
Using the City's specifications, West Side Tractor Sales has quoted the backhoe-loader in the amount of $201,856.11; a cost breakdown is provided below.
Original Price
Less Cooperative Discount
Less
Trade-In
Net Price
$ 330,909.19
$ 99,053.08
$ 30,000.00
$ 201,856.11
The unit is in stock and available for immediate delivery.
FISCAL IMPACT:
CIP#: VE25-055
Heavy equipment replacements for the Electric Utility are expensed to the Vehicles and Equipment account l...
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