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Home My WebLink About12 - Approval of Vehicle Replacement Purchase Orders for Four Toyota Tacomas, Two John Deere Cab Tractors, and One Rockland Beach King Sand Cleaning MachineQ SEW Pp�T CITY OF z NEWPORT BEACH c<,FORN'P City Council Staff Report September 12, 2023 Agenda Item No. 12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Kyle Brodowski, Public Works Superintendent kbrodowski@newportbeachca.gov PHONE: 949-718-3464 TITLE: Approval of Vehicle Replacement Purchase Orders for Four Toyota Tacomas, Two John Deere Cab Tractors, and One Rockland Beach King Sand Cleaning Machine ABSTRACT: The Public Works Department seeks approval to purchase four, new Toyota 4WD Tacoma, double cab pickup trucks from RP Automotive of Downey, as well as two John Deere Cab Tractors and one Rockland Beach King Sand Cleaning Machine from RDO Equipment Company (RDO) of Riverside. The pickup trucks, John Deere tractors, and sand cleaning machine are scheduled for replacement and meet condition criteria as established by City Council Policy F-9 (City Vehicle/Equipment Replacement Guidelines). City Council approval is required per City Council Policy F-14 (Contract Procurement and Authority to Contract) since the purchases exceed the City Manager's contract authority of $120,000. RECOMMENDATIONS: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Approve a Purchase Order for four Toyota Tacoma 4WD double cab pickup trucks from RP Automotive of Downey for a total amount of $195,711.70-1 c) Approve a Purchase Order for two John Deere Cab Tractors from RDO Equipment Company of Riverside for a total amount of $370,493; d) Approve the Sole Source purchase of one Rockland Beach King Sand Cleaning Machine from RDO Equipment of Riverside the sole distributer for Rockland Beach Kings in the Southern California region, and authorize the execution of a Purchase Order for a total amount of $204,725; and e) Authorize a contingency of $38,500 (approximately 5% of total quotes) to cover the cost of unforeseen changes to the current quotes. 12-1 Approval of Vehicle Replacement Purchase Orders for Four Toyota Tacomas, Two John Deere Cab Tractors, and One Rockland Beach King Sand Cleaning Machine September 12, 2023 Page 2 DISCUSSION: The Public Works Department seeks approval to purchase four 4WD double cab pickup trucks to be utilized as lifeguard rescue vehicles to replace current units 2802, 2803, 2804, and 2805. Each of these units were placed in service in September 2019 and now meet condition replacement criteria as established by City Council Policy F-9. Staff published RFB No. 24-02 on July 21, 2023, seeking four Toyota Tacoma 4WD Double Cab Pickup Trucks and informed nine local Toyota dealers of the open bid. The bidding process closed on August 4, 2023, and the City of Newport Beach (City) received two bids, one from RP Automotive of Downey, and the other from Toyota of Huntington Beach. RP Automotive had the lowest quote for a total cost of $48,972.93 per truck (Attachment A). The City has experience purchasing Toyota pickup trucks with RP Automotive of Downey and based on the results of RFB No. 24-02, RP Automotive has demonstrated they are the lowest responsive and responsible bidder The Rockland Beach Cleaner is a large piece of agricultural equipment specifically designed to clean beach sand of debris daily. The machines are capable of cleaning miles of beach in just a few hours. The machine is towed behind large John Deere four -wheel - drive tractors. As the beach cleaner is pulled across the sand, it scrapes the top four inches of sand and sifts debris such as plastics, trash and other debris from the sand. The debris is collected in a large bin at the rear of the machine as the clean sand is returned to the beach. For more than 30 years the City has been purchasing Rockland Beach Cleaners from RDO. City staff has coordinated with RDO to develop design modifications and refinements to improve the performance and reliability of the equipment, which has now evolved into the standard Beach King model sold by RDO today. RDO is the sole licensed distributor of the Rockland Beach Cleaner in the City's region (Attachment B). The Public Works Department operates two beach cleaning machines, the older machine, unit 3662, was purchased in 2017 and now meets condition replacement criteria as established by City Council Policy F-9. City Council Policy F-14 allows for sole source selection in instances where specialized equipment is only obtainable from a single company and substitutes are not available. Staff requests sole source selection approval for a purchase in the amount of $204,725 (Attachment C) as per Policy F-14. The John Deere Cab Tractors are utilized by the Public Works Department's Beach Maintenance Section. As previously explained, the tractors are used to tow the Rockland Beach Cleaners. Unit 3652, purchased in 2013, and unit 3659, purchased in 2015, now meet or exceed condition replacement criteria as established by City Council Policy F-9. RDO Equipment Company provided a quote for two John Deere Cab Tractors utilizing Sourcewell Cooperative purchasing agreement 110719-JDC (PG BA CG 23) (Attachment D) of $185,246.50 per unit for a total cost of $370,493. 12-2 Approval of Vehicle Replacement Purchase Orders for Four Toyota Tacomas, Two John Deere Cab Tractors, and One Rockland Beach King Sand Cleaning Machine September 12, 2023 Page 3 Cooperative agreements are compliant with Federal and State purchasing requirements and the City's purchasing staff found the cooperative agreement and bidding process with Sourcewell meet the minimum requirements of the City's administrative procedures. FISCAL IMPACT: The adopted budget includes sufficient funding for these replacement vehicles. The purchases will be expensed to the Rolling Equipment Account in the Public Works Department Equipment Fund, 7529032-911016. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Bid Results RFB 24-02 Attachment B — Rockland Manufacturing Company/RDO Licensed Distributor Letter Attachment C — John Deere/Rockland Quote 29356599 Attachment D — Authorization Letter from Sourcewell Dealer Settled RDO 12-3 Attachment A Bid Results RFB 24-02 12-4 City of Newport Beach Bid Results for Project (4) 2023 Toyota Tacoma 44 Double Cab Pickup Trucks (24-02) Issued on 07/21/2023 Bid Due on August 04, 2023 1:00 PM (PDT) Exported on 08/08/2023 Line Totals (Unit Price * Quantity) rp automotive - Item Num Section Item Code Description Unit of Measure Quantity Unit Price 1 Section 1 2023 Toyota Tacoma 4x4 Double Cab Pickup Truck EACH 4 $45,285.00 2 Section 1 Tire Recycling Fee EACH 20 $1.75 3 Section 1 DMV Registration Fee (Exempt Plates) VEHICLE 4 $33.00 4 Section 1 DMV Documentation Fee VEHICLE 4 $85.00 5 Section 1 Tax EACH 1 $3,516.18 6 Section 1 Delivery Charge (if applicable) LOT 1 $0.00 Subtotal Total Toyota of Toyota of Toyota of rp automotive - rp automotive - Huntington Beach - Huntington Beach - Huntington Beach - Line Total Response Unit Price Line Total Response $181,140.00 Yes $45,596.00 $182,384.00 Yes $35.00 Yes $8.75 $175.00 Yes $132.00 Yes $133.00 $532.00 Yes $340.00 Yes $85.00 $340.00 Yes $14,064.70 Yes $14,161.12 $14,161.12 Yes $0.00 Yes $0.00 $0.00 Yes $195,711.70 $197,592.12 $195,711.70 $197,592.12 12-5 Attachment 6 Rockland Manufacturing Company/RDO licensed Distributor Letter 12-6 Rockland Manufacturing Com ray RGfii<LAPJO P 0 Box 5. 13edford, PA 15522 814-623-11 I5 F ax 814-623-7 14 www.rockiandmFg.com 08116123 To ► hom it may concern: DO Equipment Company is the distributor for Rockland d Manufacturing Company, in the territories of Southern California. As such RDO Equipment Company and their associated personnel are authorized to sell and service all products furnished by Rockland Manufacturing Company in this area. Sincerely, President Rockland Manufacturing Company P H : 00-4 8- 7 73 W%V%V.Mekiwi din f -_cone 12-7 Attachment C John Deere/Rockland Quote 29356599 12-8 aJOHN DEERE Quote 29356599 Page 1 of 6 ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT TO (VENDOR): TO DELIVERING DEALER: RDO Agriculture Equipment Co RDO Agriculture Equipment Co 20 Iowa Avenue 20 Iowa Avenue Riverside, CA 92507 Riverside, CA 92507 US 951-682-5353 SLMiller@rdoequipment.com Quote Summary Prepared For: Delivering Dealer: CITY OF NEWPORT BEACH EQUIPMENT RDO Agriculture Equipment Co MAINTENANCE, BLDG. D Stefanie Miller 592 SUPERIOR AVE 20 Iowa Avenue NEWPORT BEACH, CA 92663 Riverside, CA 92507 Business: 949-644-3065 Phone: 951-682-5353 slmiller@rdoequipment.com Sourcewell ID# 32725 Quote ID: 29356599 Created On: 03 August 2023 Last Modified On: 03 August 2023 Expiration Date: 02 September 2023 Equipment Summary Selling Price Qty Extended JOHN DEERE 6155M Cab Tractor $ 171,734.03 X 2 = $ 343,468.06 Contract: Sourcewell Ag l l07l9-JDC (PG BA CG 23) Price Effective Date: August 2, 2023 Open Market - ROCKLAND Beach $ 190,000.00 X 1 = $ 190,000.00 King Contract: Price Effective Date: Equipment Total $ 533,468.06 * Includes Fees and Non -contract items Quote Summary Equipment Total $ 533,468.06 Trade In SubTotal $ 533,468.06 Sales Tax - (7.75%) $ 41,343.77 CA Tire Fee $ 14.00 Sourcewell Delivery $ 392.00 Fee Est. Service $ 0.00 Agreement Tax Total $ 575,217.83 Salesperson : X Confidential Accepted By: X 12-9 aJOHN DEERE Quote 29356599 Page 2 of 6 ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): RDO Agriculture Equipment Co 20 Iowa Avenue Riverside, CA 92507 US ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: RDO Agriculture Equipment Co 20 Iowa Avenue Riverside, CA 92507 951-682-5353 SLMiller@rdoequipment.com Down Payment Rental Applied Balance Due (0.00) (0.00) $ 575,217.83 Salesperson : X Confidential Accepted By: X 12-10 599 O .�OHN DEERE Quote Page 3 of ge 3 of 6 Selling Equipment Quote Id: 29356599 Customer Name: CITY OF NEWPORT BEACH EQUIPMENT ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT TO (VENDOR): TO DELIVERING DEALER: RDO Agriculture Equipment Co RDO Agriculture Equipment Co 20 Iowa Avenue 20 Iowa Avenue Riverside, CA 92507 Riverside, CA 92507 US 951-682-5353 SLMiller@rdoequipment.com JOHN DEERE 6155M Cab Tractor Hours: Stock Number: Contract: Sourcewell Ag 110719-JDC (PG BA CG 23) Selling Price * Price Effective Date: August 2, 2023 $ 171,734.03 * Price per item - includes Fees and Non -contract items Code Description Qty List Price Discount% Discount Contract Extended Amount Price Contract Price 4317L 6155M Cab Tractor 2 $ 24.00 $ 46,362.72 $ $ 193,178.00 146,815.28 293,630.56 Standard Options - Per Unit 183E JDLinkTM Modem 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 185A Less Subscription 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 0202 United States 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 0409 English 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 0501 No package 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 8320 Power Beyond Preparation 2 $ 565.00 24.00 $ 135.60 $ 429.40 $ 858.80 - Rear 878H Multi -Power Outlet Strip 2 $ 126.00 24.00 $ 30.24 $ 95.76 $ 191.52 1453 AutoQuadTM PLUS 20F/20R 2 $ 3,745.00 24.00 $ 898.80 $ 2,846.20 $ 5,692.40 - 40 km/h 1755 No ISOBUS Ready / 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 GreenStarTm Ready 1950 Less Application 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 2085 6M Cab - Standard Cab with 2 $ 3,806.00 24.00 $ 913.44 $ 2,892.56 $ 5,785.12 RH Console 2142 Standard Seat 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 2511 Mirrors - Manual Telescopic 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 2664 Premium Radio 2 $ 800.00 24.00 $ 192.00 $ 608.00 $ 1,216.00 3223 Hydraulic Pump - 114 I/min 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 3338 3 Mechanical SCVs (3 SCVs 2 $ 1,412.00 24.00 $ 338.88 $ 1,073.12 $ 2,146.24 450 Series) 3820 Rear PTO - 540/1000 rpm 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 4121 Draft Links with Telescopic 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 Ball End - Category 3N / Category 3 Confidential 12-11 aJOHN DEERE Quote 29356599 Page 4 of 6 Selling Equipment Quote Id: 29356599 Customer Name: CITY OF NEWPORT BEACH EQUIPMENT ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): RDO Agriculture Equipment Co 20 Iowa Avenue Riverside, CA 92507 US ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: RDO Agriculture Equipment Co 20 Iowa Avenue Riverside, CA 92507 951-682-5353 SLMiller@rdoequipment.com 4213 Center Link with a n - Category 3 4410 Sway Blocks 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 5041 R&P Rear Axle 92 mm (3.62 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 in.) x 2550 mm (100.4 in.) 5091 Cast Wheels (Cast Disk) 2 $ 212.00 24.00 $ 50.88 $ 161.12 $ 322.24 5253 Rear Wheels 320/90R50 2 $-158.00 24.00 $ -37.92 $-120.08 $-240.16 5999 Rear and Front Tire Brand - 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 No preference 6045 4WD Front Axle - 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 Unsuspended 6092 Adjustable Steel Wheels 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 6257 Front Wheels 320/85R34 2 $-382.00 24.00 $ -91.68 $-290.32 $-580.64 7702 Shipment Preparation - by 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 Ship Overseas 8002 Toolbox 2 $ 115.00 24.00 $ 27.60 $ 87.40 $ 174.80 8012 Front Fenders 4WD - 2 $ 1,271.00 24.00 $ 305.04 $ 965.96 $ 1,931.92 Turnable 8307 Fuel Tank Bottom Guard 2 $ 603.00 24.00 $ 144.72 $ 458.28 $ 916.56 8386 PTO Remote Control 2 $ 89.00 24.00 $ 21.36 $ 67.64 $ 135.28 8457 Higher Hitch Lift Capacity 2 $ 543.00 24.00 $ 130.32 $ 412.68 $ 825.36 8726 Dual Beacon Lights 2 $ 587.00 24.00 $ 140.88 $ 446.12 $ 892.24 8782 Backup Alarm 2 $ 689.00 24.00 $ 165.36 $ 523.64 $ 1,047.28 8951 Front Base Weight - 110 kg 2 $ 377.00 24.00 $ 90.48 $ 286.52 $ 573.04 Standard Options Total $ 14,400.00 $ 3,456.00 $ 10,944.00 $ 21,888.00 Technology Options/Non-Contract/Open Market 1900 Less Display 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 1880 Less Receiver 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 1801 No AutoTracTM Package 2 $ 0.00 24.00 $ 0.00 $ 0.00 $ 0.00 Technology Options Total $ 0.00 $ 0.00 $ 0.00 $ 0.00 Attachments/Non-Contract/Open Market T 1 Open Open Market - Turf Tires 2 $ 11,800.00 0.00 $ 0.00 $ 11,800.00 $ 23,600.00 Market from Axon/CFI BL16462 Swinging Drawbar with 2 $ 783.36 Hammer Strap, Cat. 2 R127764 Weight, front suitcase 43 kg 24 $ 173.18 (95 lb) quantity of one Dealer Attachments Total $ 14,661.52 24.00 $ 188.01 $ 595.35 $ 1,190.70 24.00 $ 41.56 $ 1,579.44 $ 3,158.88 $ 686.73 $ 13,974.79 $ 27,949.58 Confidential 12-12 aJOHN DEERE Quote 29356599 Page 5 of 6 Selling Equipment Quote Id: 29356599 Customer Name: CITY OF NEWPORT BEACH EQUIPMENT ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): RDO Agriculture Equipment Co 20 Iowa Avenue Riverside, CA 92507 US Equipment Notes: Hours: 0 Stock Number: Contract: Price Effective Date: CK•TM 1 ►. ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: RDO Agriculture Equipment Co 20 Iowa Avenue Riverside, CA 92507 951-682-5353 SLMiller@rdoequipment.com Open Market - ROCKLAND Beach King Selling Price * $ 190,000.00 * Price per item - includes Fees and Non -contract items Description Qty List Price Discount% Discount Contract Extended Amount Price Contract Price Beach King 1 $ 0.00 $ 0.00 $ $ 190,000.00 190,000.00 190,000.00 72" Cleaning Width Brushes and Rear Integrated Groomer Outside Mounted Bearings Valve On Machine To Reverse Feed Reel and Belt Variable Speed Control Valve On Machine Manual Controls On The Machine Vulcanized Roller Stainless Steel Hydraulic Lines Coarse Mesh Belt,12 Spaces Per Foot With 9 Gauge Rod Floating Feed Reel With Fully Welded Paddles36 Standard Options - Per Un 1 $ 0.00 0.00 $ 0.00 $ 0.00 $ 0.00 1 $ 0.00 0.00 $ 0.00 $ 0.00 $ 0.00 Confidential 12-13 O JOHN DEERE QuotePaage ge 6 of 6of6 6 Selling Equipment Quote Id: 29356599 Customer Name: CITY OF NEWPORT BEACH EQUIPMENT ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT TO (VENDOR): TO DELIVERING DEALER: RDO Agriculture Equipment Co RDO Agriculture Equipment Co 20 Iowa Avenue 20 Iowa Avenue Riverside, CA 92507 Riverside, CA 92507 US 951-682-5353 SLMiller@rdoequipment.com Paint Counterbored Bolted Hinge For Bucket (With Giant Washers & Reinforced Cross Support) Linkage Controlled Hopper In Lieu of Chain Control Orng slw Sg 4 Torque Hub With Drain and 1 $ 0.00 0.00 $ 0.00 $ 0.00 $ 0.00 Fill Plug(Minimum 3/8" N.P. T.) Directional Stop and Floodlight Package High Floatation 38 x 20.00-16 Ribbed 8-Ply Tires (1) Shaker Roller 5 (1) Shaker Roller Electrical 1 $ 0.00 0.00 $ 0.00 $ 0.00 $ 0.00 Plug to match up with Tractor Outlet With Spare High Flotation Tire Assembly With Additional BC 12xl2x9-72C Belt Similar to S/N 190295 6 Wheel Hub Covers to be no 1 $ 0.00 0.00 $ 0.00 $ 0.00 $ 0.00 more than 1/16" from the Hub 9600 LB Has to be Imron 5000 Comparable Paint Standard Options Total $ 0.00 $ 0.00 $ 0.00 $ 0.00 Confidential 12-14 Attachment D Authorization Letter from Sourcewell Dealer Settled RDO 12-15 .SOH N DEERE Agriculture &Turf Division 2000John Deere Run Cary, NC 27513 Phone: 919 804 2000 August 1, 2022 To Whom it May Concern, Deere & Company has worked with Sourcewell to allow RDO Equipment, a John Deere authorized dealer, to sell and invoice on behalf of John Deere for Sourcewell National Cooperative Contract Numbers: 110719-JDC and 031121-DAC ("Contract'). RDO Equipment has agreed to follow the same terms and conditions of the contract that Deere & Company abides by. Details on the Sourcewell contracts can be found on our public website at www.johndeere.com/local. Deere & Company has included the amended executed agreements with Sourcewell to show validity of allowing John Deere dealers to sell and invoice on our behalf. Please let me know if I can answer any additional questions. Thank you for your current business and future business. We and RDO Equipment are truly honored to serve customers like yourself. Regards, Laura Beach Governmental Account Manager 501-472-3615 Beach Lau raJ(a-)JohnDeere. com Company Use 12-16