HomeMy WebLinkAbout8 Backhoe-Loader purchase Agenda Item # 8
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Public Utility District
ACTION
To: Board of Directors
From: Mark Thomas
Date: June 18, 2008
Subject: Purchase of Backhoe-Loader
1. WHY THIS MATTER IS BEFORE THE BOARD
Board approval is required for purchases in excess of $15,000.
2. HISTORY
In the 2008 Water Department budget, staff budgeted $91,281 to replace one John
Deere 410C 21year-old backhoe/loader (Unit # 14). The existing unit has become
unrelieable and costly to maintain.
3. NEW INFORMATION
Section 3.08.050 of the District's codes (Joint Purchasing with the State of California
and other public agencies) permits the District to take advantage of other agencies low
bids providing that competitive procurement procedures were followed.
Nevada Irrigation District on February 27, 2008 awarded low bid to Pape Machinery
for a John Deere Backhoe/Loader series 410J which meets all of the specifications
developed by the Water Department. Pape Machinery is also offering a trade in value
on the 1987, John Deere 410C and two digging buckets of $13,450.00. With this
available trade in, the total purchase price of the Backhoe-Loader will be $91,108.88.
4. FISCAL IMPACT
Sufficient funds were included in the FY 08 Water Department Budget for the
purchase of a Backhoe/Loader.
5. RECOMMENDATION
1) Award the purchase of a John Deere 410J Backhoe/Loader to Pape Machinery for
the amount of $104,558.88
2) Declare 1987 John Deere Backhoe/Loader 410C S/N T0410
CG738166 (Unit 14) surplus along with 2 digging buckets.
3) Accept Pape Machinery trade in value of $13,450.00 for the John Deere 410C S/N
T041 OCG738166 (Unit 14) and two digging buckets.
� � y
Ed Taylor Michael D. Holley
Water Utility Manager General Manager
M. ID r1fvadalprifeation0listrict
1036 W Main St• Grass Valley, CA 95945• (530)273-61551
From Auburn & Lincoln: 1-Soo-222-4102 FAX: 477-2646 www,nid.dslLca.US
January 23, 2009
Re: Request for Quote for a Rubber Tired Sackhoe/Loader
The District is requesting a quotation for a rubber tired backhoe loader equipped
with the features described on the attached specification sheet. Quottatiom are w be
returned in a sealed envelope marked"Inquiry No.795,Do Not Open"uo later than 3:00
p.m_, February 22,2008, and addressed or delivered as follows:
Purchasing Department
Nevada Irrigation District
1036 West Main Street
Grass Valley, CA 95945
We also wish to trade-in a 1991 Caterpillar 426C, VTN 06XNOO801, which has
approximately 7,500 hours on it. The quote submitted must specify a trade in allowance.
If you wish to inspect this unit contact Tian Nunnink at (530)271-6802-
Please contact me at(530)271-6801 if you have any questions.
Sincerely,
hn R. Kirk
Maintenance Manager
Enclosures
The District wil I pro+idc o depsndable,quality watcr supply, vrive to be good
swwwds of the Nvutersheds and conserve Ilx available resou=S.
Nevada Irrigation District
Request for Quotation
Inquiry No. 795 Januiry 23, 2008
General Description of Product
Rubber Tired 13ackboe Loader
Terms and Conditions
i
1. Quotations are to be returned in a sealed envelope marked"Inquiry No. 795,Do Not Open' no later
than 3:00 p.m., February 22,2008, and addressed or delivered as follows:
Purchasing Depattr=t
Nevada Irrigaron District
1036 West Main Street
Grass Valley,CA 95945
Quotes %rill be opened publicly in the Purchasing Department offices in Grass Valley, California,
located at 1036 West Main Street. The quotation opening is scheduled for 3:10 p.m. local time on
February 22,2008. Award of the purchase shall be made at a subsequent mcetaag of the District's
Board of Directors.
2_ Teams of payment:Please speck Ale7" 41�5-
3. Delivery of the unit must be completed within 90 days from receipt of order.; Vendor guarantees that
delivery will be made within Y&_days. Liquidated damages in the amount of$100.00 per calendar
day will be assessed if vendor fails to deliver as stated.
4. The equipment mast be delivered complete, fully serviced and ready for operation. In additionthe
vendor shall,at bis own expense, provide a qualified factory authorized se ice representative at the
delivery site to make any necessary adjustments to the equipment, and provide instruction to selected
operators oa the proper operation of the equipment. Prices quoted shall be ROM.the following
destination:
Nevada Irrigation District
Corporation Yard
1036 West Main Street
Grass Valley, CA 95945
3. Vendor shall provide a full machine warranty against all defective parts and workmanship for a period
of 5 years or 7,500 hours,whichever comes first,from the date of acceptance by the District. Vendor
shall wan-ant supplying all parts and labor at no cost to the District to effect.the repair or replacement
of any pact or workmanship that prove to be defective during the warranty period_
6. The cquiparent and accessories supplied by the vendor shall meet all applicable local;, State and
Federal safety standards, the California Vehicle Code, and the California Air Pollution Control Board
Air Pollution and Exhaust Emission Control Requirements.
Page 1 of 2
Inquiry No. 795
The ve dor shall satisfy the District that he maintains a Store or bran e t ec onael�an�acient
f the
7 n
District headquarters,and that the branch is staffed with qualified P ection to
inventory of parts for the equipment. This branch shall be availableDistrict for insp
determine the ability of the vendor to provide the required Parts
me on
8.
The vendor shall have a sufficient inventory of parts on hand to ins urDeistrict in 48 hours f n tscte
equipment offered, shall be capable of providing delivery to e
The vendor shall also have the capability of providing factory trained field representatives to assist the
District in making repairs.
9. The vendor shall have the capability of providing factory trainedfield Nirvices artier-I for
Such
emergency field repairs within 24 hours after repair Incltion d arts or component reglac'ement with
personnel shall be capable of performing any repay(including parts) transportation
no assistance from District personnel.
The bidder shall have the capability of providing
for the disabled unit to repair faciliTy if necessary'. Cost for such transportation shall be the District s
responsibility for the 5-year warranty period
10. The vendor shall provide the following with each un":
• Pans book (1 ea.)
• Service and repair manual
• Operator's manual (2 ea.)
11. This form and the attached quotation and specification sheets must be completed in full-
12.-Vendor shall note on the Request for Quotation form the brand and model w L�ty i£�m�an for each
submit with the quotation specification sheets,descriptive liccrature
item.
13. Aay substitutions must be approved by the District- Any excepAolls to Theific etio r. 1e Di
l be
notednoted by vendors on the last page of the strict
specifications or on a separate piece of
reserves the right to make the final determination of the acceptability of exceptions.
14.The District will accept any part of the quotation unless otherwise specified by the vendor.
15.The District reserves the right to reject any or all quotations_
16. Award may be made to the lowest responsible and responsive quotatiotl-
Please return this com feted farm with our notation!
Supplier
Authorized Signature �
page 2 of 2
NEVADA IRRIGATION DISTRICT
PURCHASE ORDER NO. =, t
1036 W. MAIN STREET
GRASS VALLEY, CA 95945-5424 No 1 .
(530) 273-6185
SHOW PUS E ORDER NUMBER ON ALL INVOICES
INCLUof-�, FORNIA'STATE SALES TAX
DO Not IN DE FEDERAL TAXES
FE604L� EXEMPTION NO.A-224931
PLEA ::R D REVERSE SIDE CAREFULLY
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ORDER DATE
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gUANT1TY �+ UOkI DE3CfliPT70N UNIT PRICE
EXTENSION
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T .slE IN VALUE 3 97 07`s- .RFZ S..aX,
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90 DAYS
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rEM ACCOUNT AMOUNT PROJECT GE TOTAL ti
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i�i9i 52903 104,.572 . 51 �1
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VENDOR APPROVED BY
MINUTES
BOARD OF DIRECTORS
NEVADA IRRIGATION DISTRICT
February 27, 2008
The Board of Directors of the Nevada Irrigation District convened in regular session at
the District's main office located at 1036 W. Main Street, Grass Valley, on the 27th day
of February, 2008 at 9:00 a.m.
Present were George Leipzig, President; and John H. Drew, Vice President; Nancy
Weber, Scott Miller and R. Paul Williams, Directors.
Staff members present included Ron Nelson, General Manager; Timothy A. Crough,
Assistant General Manager; Marie G. Owens, Finance Manager/Treasurer; Gary King,
Chief Engineer; John Kirk, Maintenance Manager; Don Wight, Operations Manager;
Yvonne DuBose, Human Resources Manager; Jeffrey A. Meith, District Counsel; and
Lisa Francis Tassone, Board Secretary.
The Minutes of the regular meeting held February 13, 2008 were approved as
submitted.
Director Weber referenced page 46 of the minutes and noted that the Lincoln Water
Treatment Plant is now being called the NID Regional Water Supply Project. The
District's other water treatment plants are identified and this Water Treatment Plant
should be identified as the Lincoln Water Treatment Plant.
TREASURER'S MONTHLY REPORT OF INVESTMENTS
Accepted the Treasurer's Monthly Report of Investments for filing as of January
31, 2008. MISIC Drew/Weber
CEFALU WATERLINE EXTENSION — Conveyance Agreement
Approved the Conveyance Agreement with John Cefalu for the Cefalu Waterline
Extension for the installation of 160 feet of 8-inch treated water main with all
appurtenances, serve one parcel. M/S/C Drew/Weber
53
February 27, 2008
2008 HEAVY EQUIPMENT
Budget Code 10191 - 52903
2008 Approved
Budget Amount Cost Delivered
(1) 10-Yard Dump Truck $ 125,000.00 $ 125,445.22
(2) 5-Yard Dump Trucks $ 180,000.00 $ 161,788.00
(1) Backhoe Loader $ 110,000.00 $ 104,572.514
Total $ 415,000.00 $ 391,805.73
Over/ <Under> Budget <$ 23,194.27>
2008 PURCHASE OF OTHER EQUIPMENT
Budget Code 10191 - 52904
2008 Approved
Budget Amount Cost Delivered
(2)Tow Behind Air Compressors $ 55.000.00 $ 45,197.36
Brush Chippers $ 27,500.00 $ 21,013.395
Total $ 82,500.00 $ 66,210.75
Over/ <Under> Budget <$16,289.25>
TOTAL BUDGET IMPACT <$ 39.483.52>
The bid amount of$ 104,572.51 does not reflect a trade-in value of$25,000.00 for VIN#06XN00801
resulting in a net cost of$79,572.51
5 Quote received from sole source supplier Cal-Line Equipment Inc. due to type and size of equipment.
59
February 27, 2008
In summary, the results are under budget in every area. One item that came in over
budget by $445.22 was a 10-Yard Dump Truck. Mr. Kirk explained the following
recommendations:
Director Miller left the meeting at 9:32 a.m.
Quotation No. 793
Two 5-Yard Dump Trucks from Sacramento Kenworth, utilizing option 2 in the amount
of $161,788. Option 2 includes an elliptical bed dump body with a hydraulic gate as
opposed to Option 1 that includes a square body with a gravity gate. Staff has had
injuries in the past utilizing the square dump body and the gravity gate.
Quotation No. 794
One 10-Yard Dump Truck from Sacramento Kenworth in the amount of $125,445.22.
This includes an elliptical bed, and this quotation came in over budget by $445.22.
Quotation No. 795
One Rubber-Tired Backhoe/Loader was budgeted for $110,000. The quotation
received by Pape Machinery is in the amount of $104,572.51. The other quotation
received was in the amount of $103,616.88. The reason a recommendation is being
made for the higher priced equipment is because this equipment is rated Tier 3 which is
the California Air Resources Board Tier requirement engine. The other quotation is
rated Tier 2. With a Tier 3 rating, this equipment would meet and exceed the State's air
pollution discharge requirements. Additionally, Pape Machinery provided a trade-in
value of $25,000 for the piece of equipment that is being replaced. The other quotation
provided a trade-in value of$20,000.
Quotation No. 796
Two Tow-Behind Air Compressors were budgeted for $55,000. A quotation was
received by West Coast Pneumatics, Inc. in the amount of $45,197.36. Another
quotation was received in the amount of $34,037.88. Staff has been renting air
compressors, because three years ago, the District was fined by Placer County
because of the air compressors being utilized in that area. The quotation received by
West Coast Pneumatics, Inc. is Tier 3 compliant, whereas the other quotation is Tier 2
modified to Tier 3.
Sole Source Item
Brush Chipper was budgeted for $27,000 and can be purchased from Cal-Line
Equipment, Inc. for $21,013.39. Staff could only find one supplier with a 46 horsepower
chipper.
Mr. Kirk added that Staff is in the process of pursuing grant monies through the Placer
County Air Pollution Control District. They have $1.7 million available, and Staff feels
60
06/06/08
Truckee Donner PUD
MACHINERY Attn: Mark Thomas
P O Box 309
Truckee, CA 96160
1:3 Phone: (530)582-3913
7340T 410J BACKHOE LOADER
7340T 410J BACKHOE LOADER
0800 410J Standard Backhoe
1085 Altitude Compensating TIER 3 Turbocharged Engine (98 Net Peak hp)
3085 Mechanical Front Wheel Drive (4WD)with Front Wheel Limited Slip Differential and
Powershift Transmission
2085 Cab with Dual Doors
2625 Mechanical Suspension Deluxe, Vinyl, Swivel Seat with Lumbar Adjustment and Arm Rests,
Fully Adjustable
8675 Dual Batteries, 300 Minute Reserve Capacity (1900 CCA)
5095 Extendible Dipperstick with 7 Function Hydraulics includes 6th Function for Cylinder
Actuated Attachments, Selective Flow Control Valve (9,18,22,26,30 or 34GPM), 1000-3000 PSI
Adjustable with Flow Control Aux. Plumbing and Extended Stabilizers / Pin Lock Reversible
Pads
5225 DEERE 2 Lever Controls
7075 Loader with 3 Function Hydraulics for Pin-On Multipurpose Bucket
4890 Goodyear 21 L - 24 In. 10 PR (R4)Tubeless Rear& 12.5/80 - 18 In. 10 PR Traction Front
Sure Grip Lug Tires
8495 1450 Lb. (658 kg) Front Counterweight
5430 Top Hook Quick Coupler
WR 36"Wain-Roy Bucket (Non-XLS)
5600 Less Backhoe Bucket with Bucket Pins
7685 1.32 Cu. Yd.(.96 Cu. M.), 92 in.(2,34 m)wide Multi-Purpose Bucket
06/06/08
9080 110 Volt Engine Coolant Heater(1000 Watts)
9085 Electric Ether Start Aid
9132 Dual Battery Disconnect
9060 Front View Mirror
9110 Ride Control
9175 Front Windshield Washer
9225 3 In. Retractable Seat Belt
9500 Low Noise Package (complies w/ ISO 6393 & 6395)
Accessory Items
AT323580 Backhoe Boom Bolt-On Protection Plate
AT335984 Extendible Dipperstick Bolt-on Protection Plate
AT194368 Auxiliary Backhoe Hydraulic Plumbing Kit for Thumb, Clamp, Swinger or Jaw Bucket
AT313589 Beacon/Strobe Ready Wiring Kit
AT322879 Bumper Grille Frame
AT334349 5.0 lbs. Multi-Purpose (ABC) Dry Chemical Fire Extinguisher w/ Mounting Kit
AT186155 Rear View Mirrors, Exterior Two
AT313592 Rotating Beacon Kit
AT334408 Engine Pre-cleaner for Tier III Backhoes
AT334414 Environmental Oil Drain Kit for Tier III Backhoes
AT347522 Rear Spacers for Tire Chains
AT338274 Guard, Transmission Bottom "J" Model
410J Amulet Thumb — Furnish & Install
410J Standard Warranty: 12 months. Unlimited Hours
410J Extended Warranty(Total Machine- 60 months/3,000 hours)
06/06/08
Configured Price $96,900.00
Sales Tax (7.875%) $7,630.88
Tire Tax $28.00
Price including Taxes $104,558.88
Trade In Options
Trade In - 1987, JOHN DEERE, 410C, S/N T041 OCG738166:
Trade In Value ($13,000.00)
Trade In —24" Digging Bucket:
Trade In Value ($ 300.00)
Trade In — 18" Digging Bucket:
Trade In Value ($ 150.00)
Total Sale Price $915108.88
Brian Barger
Pape Machinery
1255 Spice Islands Drive
Sparks, NV 89431
(775)742-6495
bbarger@papemachinery.com