HomeMy WebLinkAbout9 Procurement Excavator Trailer DONNER AGENDA ITEM # 9
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MEETING DATE: July 6, 2022
TO: Board of Directors
FROM: Brian Yohn, General Services Manager
Michael Salmon, Chief Financial Officer
SUBJECT: Consideration to Approve the Purchase of an Excavator
Trailer
APPROVED BY s ZrL-
Y
Brian C. Wright, General Manager
RECOMMENDATION:
a) Authorize the General Manager to execute a contract with Felling Trailers, Inc. of
Sauk Centre, MN, for the purchase of one (1) Drop Deck Ramp Trailer, Felling Model
FT-20-1 in the amount of$19,361 , plus a 10% change order authorization, for a total
not to exceed the amount of $21,297, plus any other taxes and fees that may apply.
b) Authorize the General Manager to execute a contract with Cashman Caterpillar of
Spark, NV, for the purchase of one (1) Hydraulic Hammer, Epiroc Model SBU340/305
in the amount of $13,784, plus a 10% change order authorization, for a total not to
exceed amount of $15,162 plus any other taxes and fees that may apply.
c) Authorize the General Manager to execute a contract with Cashman Caterpillar of
Spark, NV, for the purchase of one (1) Flail Mower, US Mower Model WT-MHE EX30
in the amount of $10,795, plus a 10% change order authorization, for a total not to
exceed amount of$11,875, plus any other taxes and fees that may apply.
BACKGROUND:
The District's fleet is comprised of over 106 vehicles and equipment, including trucks, heavy
machinery, trailers and specialized utility equipment. This equipment is essential for Electric and
Water Department daily operations, transportation requirements, and emergency response.
Staff maintains a replacement schedule for all vehicles and equipment in use by the District. The
typical replacement schedule for light duty vehicles is 10 years, with medium and heavy-duty
vehicles and trailers at 15 or 20 years.
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The District maintains a Vehicle Reserve Fund (Reserve Fund) for the Electric and Water
Departments. The funding of replacement vehicles and equipment comes from the Reserve
Fund, which is replenished with budgeted annual contributions from the Electric and Water
Departments, plus revenue from the sale of decommissioned vehicles and equipment
sold at public auction. The Reserve Fund and biannual budget process helps to ensure the
timely purchase and replacement of vehicles and equipment essential for the District to
reliably and safely serve customers.
The Board approved FY22-FY23 Budget included the addition of a new Caterpillar 305.5E2
Excavator and Attachments for the Electric Department. In 2022, the District identified
opportunities to improve operational efficiencies and reduce costs by sharing the District owned
2016 Caterpillar 305.5E2 currently operated by the Water Department and purchasing a
dedicated trailer and attachments that will enhance the functionality to accommodate the needs
of both departments.
Staff analysis of usage trends for the 2016 Caterpillar 305.5E2 indicates low current utilization of
50 -100 hours annually with current total usage at 470 hours. Usage increases anticipated with
sharing the equipment by both Water and Electrical Departments will remain at a low to normal
usage level.
Staff has investigated several options for these operational needs and has determined
the best fit for the District is:
• Drop Deck Ramp Trailer: Felling Model FT-20-I. June 7, 2022, staff requested and
received a cost proposal from Felling Trailers, Inc.in the amount of $19,361, plus a
10% change order authorization, for a total not to exceed amount of $21,297, plus
any other taxes and fees that may apply, with a 70 week delivery estimate.
(Attachment 1).
• Hydraulic Hammer: Epiroc Model SBU340/305. On May 6, 2022, staff requested
and received a cost proposal from Cashman Caterpillar in the amount of $13,784,
plus a 10% change order authorization, for a total not to exceed amount of$15,162
plus any other taxes and fees that may apply,with an undetermined delivery estimate
at this time. (Attachment 2).
• Flail Mower: US Mower Model WT-MHE EX30. On May 6, 2022, staff requested
and received a cost proposal from Cashman Caterpillar in the amount of $10,795,
plus a 10% change order authorization, for a total not to exceed amount of$11,875,
plus any other taxes and fees that may apply, with an undetermined delivery
estimate at this time. (Attachment 3).
Sourcewell, formerly National Joint Purchasing Alliance, has identified Felling Trailers, Inc.
of Sauk Centre, MN and Caterpillar Inc., of Deerfield, IL as competitive bidders for
Specialized Public Utility Equipment through an RFP process. Section 3.08.060 of the
District Code (Joint Purchasing with the State of California and other public agencies)
permits the District to take advantage of other agencies competitive procurement
processes. Felling Trailers and Caterpillar, Inc. are qualified Sourcewell vendors, and their
quotes are consistent with District Code requirements. Cashman Caterpillar, Inc. is the
nearest Caterpillar dealer location in Reno, NV.
Goals and Objectives:
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This item is in the support of the following goals and objectives:
1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency.
4. Take the best of private sector thinking to modernize the utility and add value to our
Communities.
FISCAL IMPACT:
The purchase of a new excavator and attachment for the Electric Department was approved for
FY22-FY23 Budget in the amount of$143,540. Staff has identified the opportunity to save capital
costs related to this item by sharing the District owned 2016 Caterpillar 305.5E2 Compact
Excavator currently owned and operated by the Water Department. Staff recommends use of a
portion of the approved equipment budget to purchase a dedicated trailer and attachments for the
2016 Caterpillar 305.5E2 Compact Excavator to enhance the functionality to accommodate the
needs of both departments with a budget not to exceed $48,334 + any other taxes and fees that
may apply.
A. Drop Deck Ramp Trailer: Felling Model FT-20-I. On June 7, 2022, staff requested and received
a cost proposal from Felling Trailers, Inc.in the amount of $19,361 , plus a 10% change order
authorization, for a total not to exceed amount of$21,297, plus any other taxes and fees that
may apply, with a 70 week delivery estimate.
B. Hydraulic Hammer: Epiroc Model SBU340/305. On May 6, 2022, staff requested and received
a cost proposal from Cashman Caterpillar in the amount of $13,784, plus a 10% change order
authorization, for a total not to exceed amount of$15,162 plus any other taxes and fees that
may apply, with an undetermined delivery estimate.
C. Flail Mower: US Mower Model WT-MHE EX30. On May 6, 2022, staff requested and received
a cost proposal from Cashman Caterpillar in the amount of $10,795, plus a 10% change order
authorization, for a total not to exceed amount of$11,875, plus any other taxes and fees that
may apply, with an undetermined delivery estimate.
This equipment is budgeted in 2022 for $143,540 plus taxes and the Vehicle Reserve Fund can
afford the purchase cost. The purchase transaction dates are based upon the expected delivery
dates. A delay in ordering will likely increase the cost of the trailer and attachments, and extend
the delivery dates.
ATTACHMENTS:
None.
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