SR-04-08-2014-3ICity Council Meeting: April 8, 2014
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Purchase of Two Backhoe Loaders
Recommended Action
Staff recommends that the City Council award Bid #4116 to Quinn Company, a
California -based company, in an amount not to exceed $245,801 for the purchase and
delivery of two backhoe loaders.
Executive Summary
This purchase would replace one backhoe loader that has reached the end of its useful
life and one backhoe loader that was severely damaged while in service. In October
2013, the City solicited bids for the purchase of one backhoe loader, with an option of
purchasing additional units. After reviewing the five bids received, staff recommends
Quinn Company as the best bidder for the purchase and delivery of two four - wheeled
backhoe loaders in the amount of $245,801.
Discussion
The City replaces vehicles that have reached the end of their useful life or those
damaged beyond repair through the vehicle replacement program. The two backhoe
loaders to be replaced are used by the Public Works Department's Street Maintenance
section. This purchase would replace one backhoe loader that has reached the end of
its useful life and one backhoe loader that was severely damaged while in service. On
June 18, 2013, a tree fell onto backhoe unit #16191 during the course of work on 20th
Street, crushing the cab compartment and damaging most of the control and air
conditioning assemblies. The City had originally requested bids for the replacement
vehicle only, while staff evaluated whether to repair or replace the damaged unit. In the
event the decision was made to replace the vehicle, staff requested the purchase of an
additional vehicle in the bid. Staff evaluated the option of repairing the backhoe unit;
however, this was dismissed based on the age of the vehicle, the type of repairs
needed, and the cost of repairs. The purchase cost for the damaged backhoe would be
0
covered by the collected depreciation amount and the auction revenue, with the balance
covered by insurance funds through Risk Management. The City would utilize the
provision in the bid document to purchase an additional vehicle at the same price,
terms, and conditions to replace the damaged unit along with the replacement unit.
Vendor Selection
In October 2013, the City published a Notice Inviting Bids to furnish and deliver one new
and unused four - wheeled backhoe loader as required by the Fleet Management
Division in accordance with City Specifications. The bid was posted on the City's on-
line bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. Five bids were received
and publicly opened on October 21, 2013 per attachment A.
The bids were evaluated based on the criteria in SMMC 2.24.072, including price,
availability to deliver, and product specifications. Quinn Company offered the
Caterpillar brand 420F backhoe, which has the largest fuel tank size, the greatest
bucket rotation at 205 degrees, with bucket and stick dig forces greater than other
equipment offered. The bid from Quinn Company also included an option to purchase
additional vehicles at the same price, terms, and conditions, if purchased before
September 30, 2014. Once staff completed their evaluation of the damaged backhoe
unit, it was determined that the purchase of a second backhoe unit would be necessary.
Based on these criteria, Quinn Company is recommended as the best bidder to provide
four - wheeled backhoe vehicles in accordance with City specifications.
In addition to reviewing the product specifications, staff visited a local Quinn location to
evaluate the proposed backhoe loader, 2014 Caterpillar 420F. The Caterpillar unit is
equipped with many safety features including, windows around the entire cab for
increased visibility, side windows that open which is essential for communication with
other staff, and a back window that is easy to open in case an emergency exit is
necessary. Additionally, the Caterpillar unit operates with one cylinder instead of two,
providing a better line -of -sight to the bucket when it is in use. In terms of usability, the
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Caterpillar offers a larger cabin and greater ease of motion within the cab, providing
levers at arm level rather than floor level.
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Quinn Company is for an amount not to
exceed $245,801. Funds are available in the FY 2013 -14 Capital Improvement
Program budget in account 0540167.589200.
Prepared by: Ryan Kraemer, Senior Administrative Analyst
roved:
�1 —
Martin Pastu a
Director of Public Works
Attachments: A — Bid Summary
3
Forwarded to Council:
Rod Gould
City Manager
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