Item 1.8 - Auth to Purchase 2 Backhoes by Cooperative Purchase Agreementi; �,� r �w'9Y
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DATE:
TO:
FROM:
City Of Poway
COUNCIL AGENDA REPORT
October 3, 2017
APPROVED
APPROVED AS AMENDED
❑
(SEE MINUTES)
DENIED
❑
REMOVED
❑
CONTINUED
RESOLUTION NO.
Honorable Mayor and Members of the City Council
Michael Obermiller, P.E., Dir of Public Works
mobermiller@poway.org
CONTACT: Eric Heidemann, Assistant Director of Public Works for
Maintenance Operations / 1�
eheidemann@poway.org C�
SUBJECT: Authorization to Purchase Two Backhoes by
Cooperative Purchase Agreement
Summary:
The City's approved Fiscal Year 2017-18 Capital Replacement Budget includes funding
to replace two backhoes. The City is a member of several cooperative purchasing
organizations including National Joint Powers Alliance (NJPA). For optimal pricing, it is
recommended that the purchase of this equipment be made through the NJPA
Cooperative Purchase Program. Two backhoes that meet the City's service requirements
and specifications have been competitively bid through NJPA members Sonsray
Machinery LLC and Hawthorne Cat.
Recommended Action:
It is recommended that the City Council authorize the purchase of a Case Backhoe from
Sonsray Machinery LLC and a Caterpillar Backhoe from Hawthorne Cat through the
National Joint Powers Alliance Cooperative Purchasing Program, for a total estimated
cost of $211,590.67, and authorize the City Manager to execute any necessary
documents.
Discussion:
The backhoes are primarily used by the Stormwater and Wastewater divisions. They are
nineteen and twenty-two years old, respectively, and are scheduled to be replaced.
Backhoes are commonly used for maintenance, construction and repairs throughout the
City. These critical pieces of equipment are also necessary for responding quickly to
emergency roadwork, water main repairs, and replacing underground infrastructure.
The manufacturer, equipment specification and costs are listed in the table below:
1 of 8 October 3, 2017, Item # 1•$
Authorization to Purchase Two Backhoes
October 3, 2017
Page 2
Backhoes
2 WD, Tier 4 Engine,
Hawthorne Cat Model
Extendable Boom, Enclosed
$103,716.92
420F2 HRC
Cab with Pilot Controls, 24"
Compaction Wheel
4 WD, Tier 4 Engine
Sonsray Machinery Case
Extendable Boom, Enclosed
$107,873.75
Cab w/ Pilot Controls
Total:
$211,590.67
'See quotes Attachment "A"
All agreements offered through the National Joint Powers Alliance, a Cooperative
Purchasing Program, have been awarded via a thorough Request for Proposal (RFP)
competitive solicitation program by a public agency/government entity (e.g. state, city,
county, public university or school district). The program provides a streamlined and
effective procurement option by establishing agreements with manufacturers and
suppliers currently on an existing multiple award schedule with a competitive procurement
procedure. Section 3.28.110 of the Poway Municipal Code permits the use of cooperative
purchasing programs for procurement of supplies, services and equipment when the
administering agency has made their purchase in a competitive manner.
Environmental Review:
This action is not subject to California Environmental Quality Act review.
Fiscal Impact:
An additional appropriation of $4,590.00 is needed from the Equipment Replacement
Fund's Undesignated Fund Balance account 611-8912 to the Construction Equipment
account 611-0108-6106 so there are sufficient funds available to purchase the two
backhoes as described in the report for $211,590.67.
Public Notification:
A copy of this report was sent to Sonsray Machinery LLC and Hawthorne Cat.
Attachments:
A. Hawthorne Cat contract pricing worksheet.
B. Sonsray Machinery LLC contract pricing worksheet.
Reviewed/Approved By: Reviewed By:
%k4
Wend Kaserman
Assistant City Manager
2of8
Morgan Foley
City Attorney
Approved By:
Tina White
City Manager
October 3, 2017, Item #
HAWTHORNE
August 24, 2017
CITY OF POWAY
14415 LAKE POWAY
POWAY,
California
92074.0789
Attention: TONY BOWERS
RE: Quote 134871.02
Dear Sir, We would like to thank you for your Interest in our company and our products, and are pleased to quote the following for
your consideration.
One (1) New CATERPILLAR Model: 420F2 HRC Backhoe with all standard equipment in addition to the additional specifications
listed below:
Machinery I Corp. Office
16945 Camino San
Bernardo
San Diego, CA 92127
(858)674-70001 (800)
437-4228
Power Systems
16945 Camino San Bernardo
Bldg. D
San Diego, CA 92127
(858) 376-6800 1 (800) 872-
4228
Rent -it Service
1620 Mission Rd.
Escondidio, CA 92029
(760) 740-2900 1 (800)
750-4228
Rent -It Service
12329 Mapleview St.
Lakeside, CA 92040
(619) 561-87001(800)
750-4228
Rent -it Service
680 Moss St.
Chula Vista, CA 91911
(619) 336-2500 1 (800)
750.4226
3 of 8 ATTACHMENT A October 3, 2017, Item #
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Dear Sir, We would like to thank you for your Interest in our company and our products, and are pleased to quote the following for
your consideration.
One (1) New CATERPILLAR Model: 420F2 HRC Backhoe with all standard equipment in addition to the additional specifications
listed below:
Machinery I Corp. Office
16945 Camino San
Bernardo
San Diego, CA 92127
(858)674-70001 (800)
437-4228
Power Systems
16945 Camino San Bernardo
Bldg. D
San Diego, CA 92127
(858) 376-6800 1 (800) 872-
4228
Rent -it Service
1620 Mission Rd.
Escondidio, CA 92029
(760) 740-2900 1 (800)
750-4228
Rent -It Service
12329 Mapleview St.
Lakeside, CA 92040
(619) 561-87001(800)
750-4228
Rent -it Service
680 Moss St.
Chula Vista, CA 91911
(619) 336-2500 1 (800)
750.4226
3 of 8 ATTACHMENT A October 3, 2017, Item #
134871-02
STOCK NUMBER: TBD SERIAL NUMBER: TBD YEAR: NEW
One (1) New CATERPILLAR Model: 420F2 HRC Backhoe with all standard equipment in addition to the additional
specifications listed below:
STANDARD EQUIPMENT
CONSIST NOTE - THIS LISTING IS A GENERAL DESCRIPTION - OF A 420F2 BACKHOE LOADER EQUIPPED WITH - THE
LOWEST CHARGE ITEMS. -
BOOMS, STICKS, AND LINKAGES -14'4" Center pivot excavator style - backhoe - Pilot operated joystick hydraulic - controls
with pattern changer valve - Pilot operated stabilizer controls - Boom transport lock - Swing transport lock - Street pads stabilizer
shoes - Anti -drift hydraulics - (Boom, Stick and E -Stick) - Cat Cushion Swing(tm) system - Bucket level indicator - Lift cylinder brace
- Relurn-to-dig (auto bucket positioner) - Self -leveling loader with single lever - control - Transmission neutralizer switch - Single Tilt
Loader
POWERTRAIN - Cat C4.4, 74.5KW (Net 92HP / 69kM - Direct Injection Turbo Charged Engine, - with ACERT technology. - US
EPA Tier4 Final Emissions Compliant - with Selective Catalytic Reduction(SCR) - Water separator with service indicator - Thermal
starting aid system - Eco mode - A dry -type axial seal air cleaner with - integral precleaner, automatic dust - ejection system & filter
condition - indicator - Hydraulically boosted mufti -plate wet - disk brake with dual pedals & interlock - Differential lock - Drive -line
parking brake - High Ambient Cooling Package - Torque converter - Transmission --four speed synchro mesh - with power shuttle &
neutral safety - switch - Spin -on fuel, engine oil & transmission - oil filters - Outboard planetary rear axles - Open Circuit Breather -
HYDRAULICS - Load sensing, variable flow system - with 43 gpm axial piston pump - 6 micron hydraulic filter - 0 -ring face seal
hydraulic Wings - Caterpillar XT -3 hose - Hydraulic oil cooler - Pilot control shutoff switch - PPPC, Flow -sharing hydraulic valves -
Hydraulic suction strainer -
ELECTRICAL - 12 volt electrical start -150 ampere alternator - Horn and Backup Alarm - Hazard flashers/tum signals - Halogen
head lights (4) - Halogen rear flood lights (4) - Stop and tail lights - Audible system fault alarm - Key start/stop system - 880 CCA
maintenance free battery - Battery disconnect switch - External/internal power receptacles(12v) - Diagnostic ports for engine and
machine- Electronic Control Modules -Remote jump start connector -
OPERATOR ENVIRONMENT - Lighted gauge group - Interior rearview, mirror - ROPS canopy, Rear Fenders - 2 -inch retractable
seat belt - Tilt steering column - Steering knob - Hand and foot throttle - Automatic Engine Speed Control - One Touch Low Idle -
Floor mat and Coat Strap - Lockable storage area - Air suspension seat
OTHER STANDARD EQUIPMENT - Hydrostatic power steering - Standard Storage Box - Transport tie -downs - Ground line fill fuel
tank with 44 - gallon capacity - Ground line fill diesel exhaust fluid - tank with 5 gallon capacity - Rubber impact strips on radiator
guards - Bumper- CD-ROM Parts Manual - Backhoe Safety Manual - Operations and Maintenance Manual - Lockable hood - Tire
Valve Stem Protection - Long Life Coolant -30C (-20F) - Padlocks (2 on ST, 3 on IT)
Page 2 of 5
4 of 8 October 3, 2017, Item #16":10
134871-02
MACHINE SPECIFICATIONS
®
NJPA $
420F2 BHL ST, TIER 4, HRC
$87,070.00
$66,173.00
LANE 2 -AVAILABLE FROM LEICESTER FACTORY
LANE 3 - AVAILABLE FROM LEICESTER FACTORY
ONLY FOR USE WITH: AM -N and PUERTO RICO
LANE 3 ORDER
STICK, EXTENDABLE, 14FT
$4,780.00
$3,632.00
PT, 4WD, AUTOSHIFT
$13,210.00
$10,039.00
ENGINE, 74.5KW,C4.4 ACERT, T4F
$7,000.00
$5,320.00
HYDRAULICS, MP, 6FCN/8BNK, ST
$2,590.00
$1,968.00
PRODUCT LINK, SATELLITE,PL631E
CAB, DELUXE
$8,320.00
$6,323.00
WORKLIGHTS (8) HALOGEN LAMPS
SEAT, DELUXE FABRIC
$915.00
$695.00
SEAT BELT, 3" SUSPENSION
$108.00
$82.00
AIR CONDITIONER, T4
$2,365.00
$1,797.00
TIRES,340 BOR18/500/70-24 MI
$1,875.00
$1,425.00
COUNTERWEIGHT, 1015 LBS
$1,750.00
$1,330.00
STABILIZER PADS, FLIP -OVER
$332.00
$252.00
BUCKET -MP, 1.4 CYD
$7,278.00
$5,531.00
CUTTING EDGE, TWO PIECE,WIDE
$329.00
$259.00
INSTRUCTIONS, ANSI
SERIALIZED TECHNICAL MEDIA KIT
RIDE CONTROL
$1,475.00
$1,121.00
LINES, COMBINED AUX, E -STICK
$3,465.00
$2,633.00
PLATE GROUP - BOOM WEAR
$214.00
$162.00
BUCKET -HD, 24", 6.2 CFT
$1,683.00
$1,279.00
COUPLER, PG, HYD, DUAL LOCK
$3,967.00
$3,014.00
BEACON, MAGNETIC MOUNT
$229.00
$174.00
LINES,HYD COUPLER 14FT E -STICK
$2,324.00
$1,766.00
Page 3 of 5
5 of 8 October 3, 2017, Item # k1
134871-02
LIST PRICE
NJPA DISCOUNT CONTRACT # 32515 @ 24% DISCOUNT ($36,306.00)
TOTAL $114,973.00
SELL PRICE
($14,641.00)
CAT DISCOUNT
$96,257.00
SALES TAX (7.75%)
$100,332.00
TOTAL
$103,716.92
LESS GROSS TRADE ALLOWANCE Case 5801- SIN JJG0222406
$738.00
WELD D -RING ON FRONT BUCKET BY A CERTIFIED WELDER
$90,716.92
$3,970.00
24" COMPACTION WHEEL
$105,040.00
TOTAL
$2,315.00
PDI ,FREIGHT
$107,355.00
TOTAL
HAW-THORNE DISCOUNT
($11,097.00)
SELL PRICE
$96,257.00
NET BALANCE DUE
$96,257.00
SALES TAX (7.75%)
$7,459.92
TOTAL AFTER TAX BALANCE
$103,716.92
LESS GROSS TRADE ALLOWANCE Case 5801- SIN JJG0222406
($13,000.00)
TOTAL AFTER TAX BALANCE
$90,716.92
THIS QUOTE IS UNDER THE NJPA CONTRACT # 32515
Page 4 of 5
6 of 8 October 3, 2017, Item # 11
134871-02
WARRANTY
Standard Warranty:
F.0.81TERMS: San Diego County Jobsite
Accepted
12 MONTH/UNLIMITED HOURS, PREMIER
on
Signature
We wish to thank you for the opportunity of quoting on your equipment needs. This quotation is valid for 60 days, after which time
we reserve the right to re -quote. If there are any questions, please do not hesitate to contact me.
Yours Truly,
doe ftrujanceuicz
Joe Polujancewicz
Governmental Sales Representative
Hawthorne Cat
jpolujancewicz@hawthornecat.com
858-688-0116
Page 5 of 5
7 of 8 October 3, 2017, Item # 0
l��•�y QUOTATION
SONSRAY NJPA PRICING- Contract#032515-CNN
MACHINERY
To: City of Poway - NJPA #803405
Address: 14467 Lake Poway
Poway, CA 92064
Attn: Eric Heldenann
From: Paul Lull, Sales Consultant, Sonsray Machinery
Data: August 24, 2017
r • ,
Sonsray Machlery
1475 Pioneer Way
EI Cajon, CA 92020
Store: 619-873-0123
Cell: 858.864-2935
CITY CODE
DESCRIPTION
Case MSRP
RJPA
Price(loss
49%)
1
580SN WT 4wd T4 Final
Loader Backhoe "WIDE TRACK"
$
135,494.00
$
69,101.94
1
Performance Pilot
Performance Pilot Pk
$
5,865.00
$
3,001.35
1
423061
Power Shift"S"Type Trans
$
$
1
9200015
12.5/80x18 Front Tires
$
$
1
839564
21 Lx24 Rear Tires
$
$
1
423076
Extendahoe
$
7,166.00
$
3,655.68
1
423047
Heavy Duty Front Counterwe" hl for Extendahoe
$
487.00
$
246.37
1
423078
Pilot Controls w/Power Lift
$
2,746.00
$
1,400.46
1
423084
Combo DirectAv Plot Controls -Performance Pk-
$
$
1
442017
H d Pin Release Backhoe Bucket Coupler
$
3,191.00
$
1,627.41
1
423069
24" Universal Backhoe Bucket
$
1,445.00
$
736.95
1
442056
Flip Over Stabilizer Pads -Performance Pk.
$
$
1
742433
93"4inl Ldr Bucket w/Curtin Ede
$
7,483.00
$
3,816.33
1
747853
Cab w/ 2 Doors WAIC and Heater
$
11,032.00
$
5,626.32
1
442083
Dix Cab Pk isccs Fan -72 DBA
$
11510.00
$
770.10
1
423077
Radio AM/FM#AP3
$
268.00
$
136.66
1
747735
3" Seat Belt CA Law
$
86.00
$
43.86
1
747897
Dix Alr Susp Cloth Seat
$
487.00
$
248.37
1
745136
4wd Drive Shaft Guard
$
$
1
747874
Battery Disconnecr/Jump Stan
$
177.00
$
90.27
1
423092
Gripper Teeth Extn-Pedormance Pk-
$
$
1
745167
Locking DERFuel Cover
$
152.00
$
77.52
1
423090
Auto Ride Control -Performance Pkg-
$
$
1
728758
Rotating Beacon
$
273.00
$
139.23
1
747875
Tool Box
$
198.00
$
100.98
1
745121
Case Site Watch Telematics
$
$
1
745131
3 Yr Advanced Tele Subscription
$
$
Mfg 1 yeartunlimited new machinewarranty plus 2nd year
$
on powernaln (see attached warranty form for details).
$
• Case/EPA Engine EmisaIons Warranty 6 r/3 000 hours.
$
(see attached 0 eralors Manual pages for details
Total MSRP List/NJPA Net
$
178,082.00
$
q2.876.00
Additional Items
$
PDI
$
Freight
$
Delive
$
Service Manual -CD-
$
1,095.00
Werk-Brau #3MNDCG60 -60" ditch bucket
$
2,694.00
SUBTOTAL
Document Fees
$
$
99,766.82
375.00
Sales Tax Amount Depends on Delivery City
Sales Tax 7.75%
$
7,731.93
Sub Total
$
107,873.75
Less Trade -used Case 680SL backhoe wl 4wd unit #748
$
13 000.00
Serial Number: JJG0267679
TOTAL 1
$
94,873.75
8 of 8 ATTACHMENT B October 3, 2017, Item # L