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Home My WebLink About11 - Approval of Equipment Replacement Purchase Orders for One John Deere 410P Backhoe Loader and Five Power GeneratorsQ �EwPpRT CITY OF s NEWPORT BEACH `q44:09 City Council Staff Report February 27, 2024 Agenda Item No. 11 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, Equipment and Facilities Maintenance Superintendent - 949-718-3464, kbrodowski@newportbeachca.gov TITLE: Approval of Equipment Replacement Purchase Orders for One John Deere 410P Backhoe Loader and Five Power Generators ABSTRACT: The Public Works Department seeks City Council approval to purchase one John Deere backhoe loader from Coastline Equipment of Long Beach (Coastline Equipment) and five emergency generators from Multiquip, Inc. of Cypress. The backhoe loader and power generators 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 (Authority to Contract) since the purchase exceeds 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 one John Deere backhoe loader from Coastline Equipment of Long Beach for a total amount of $173,293.98; c) Approve a Purchase Order for three power generators Model No. DCA 70SSIUF from Multiquip Inc. of Cypress for a total amount of $185,496.99; d) Approve a Purchase Order for two power generators Model No. DCA 125SSIUF from Multiquip Inc. of Cypress for a total amount of $162,826; and e) Authorize a contingency of $25,500 (approximately 5% of the total quotes) to cover the cost of unforeseen changes to the current quotes. DISCUSSION: City of Newport Beach crews utilize the backhoe loader to maintain and repair critical infrastructure, such as underground water pipes, storm drains, curbs and gutters. The power generators are used to provide emergency back-up power for pump stations affixed to the City sewer system. The generators are mounted on trailers and can be used in a variety of locations. Approval of Equipment Replacement Purchase Orders for One John Deere 410P Backhoe Loader and Five Power Generators February 27, 2024 Page 2 The Backhoe Loader (Unit No. 9251) was purchased in 2007 and was scheduled for replacement in 2017. The generators (Unit No. 5592, 5593, 5594, 5595, and 5596) were purchased in 2002 and were scheduled for replacement in 2015. After a vehicle or equipment has reached its replacement year, City Council Policy F-9 states that it shall be inspected annually to determine its effectiveness. Due to low machine hours and overall fair condition, the replacement of the backhoe and generators was deferred until now. The overall age of the machines and current condition justify replacement in accordance with the guidelines established by City Council Policy F-9. Sourcewell Cooperative purchasing contracts were utilized by Coastline Equipment and Multiquip Inc. for the following quotes: • Coastline Equipment Quotation Number 302334795 (Attachment A) $173,293.98; • Multiquip Inc. Quotation Number 20893761 (Attachment B) $162,826.00; and • Multiquip Inc. Quotation Number 20893759 (Attachment C) $185,496.99. Cooperative agreements are compliant with federal and state purchasing requirements and the City's Finance Department staff found the cooperative agreement and bidding process with Sourcewell met the minimum requirements of the City's administrative procedures. FISCAL IMPACT: The adopted budget includes an appropriation of $500,000 for these equipment/vehicle replacements. With expected savings from other operational expenses, there is sufficient funding for the full replacement cost of $521,616.97, plus a contingency of $25,500. The purchase 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 — Coastline Equipment Quotation Number 302334795 Attachment B — Multiquip Inc. Quotation Number 20893761 Attachment C — Multiquip Inc. Quotation Number 20893759 11-2 JOHN DEERE COASTLINE ATTACHMENT A Equipment Quote Summary Prepared For: Prepared By: CITY OF NEWPORT BEACH KENNETH HAMMOND 590 SUPERIOR AVE Coastline Equipment Company NEWPORT BEACH, CA 92663 6242 N Paramount Blvd Bldg A Business: 949-644-3063 Long Beach, CA 90805 Phone: 562-272-7400 ken.hammond@coastlineequipment.com Sourcewell Contract #011723-JDC Quote Id: 30234795 • Contract Term: April 5, 2023 — April 14, 2027, with 1 possible one- Created On: 16 January 2024 year renewal • Eligibility: Open to eligible federal, state/province, and municipal Expiration Date: 29 February 2024 governmental entities, higher education, K12 education, nonprofit, tribal government, and other public entities located in the United States and Canada and are members of Sourcewell. Equipment Summary JOHN DEERE 410 P-Tier Backhoe Loader Equipment Total Suggested List Selling Price Qty Extended $ 256,649.07 $ 160,799.05 X 1 = $ 160,799.05 $ 160,799.05 Quote Summary Equipment Total $ 160,799.05 SubTotal $ 160,799.05 Sales Tax - (7.75%) $ 12,461.93 Total $ 173,260.98 Balance Due $ 173,260.98 Salesperson : X Confidential Accepted By: X 11-3 aJOHN DEERE Selling Equipment Quote Id: 30234795 Customer: CITY OF NEWPORT BEACH COASTLINE Equipment JOHN DEERE 410 P-Tier Backhoe Loader Hours: Suggested List Stock Number: $ 256,649.07 Selling Price $ 160,799.05 Code Description Qty Unit Extended 17EOT 410 P-tier Backhoe Loader 1 $ 197,574.00 $ 197,574.00 Standard Options - Per Unit 183E JDLinkTM 1 $ 0.00 $ 0.00 0202 United States 1 $ 0.00 $ 0.00 0259 English 1 $ 0.00 $ 0.00 0351 Translated Text Labels 1 $ 0.00 $ 0.00 1003 Cab 1 $ 14,253.00 $ 14,253.00 3009 Autoshift Transmission - Mechanical 1 $ 0.00 $ 0.00 Front Wheel Drive (MFWD) with Limited Slip Differential 4006 John Deere 4.5L - FT4/Stage IV 1 $ 0.00 $ 0.00 5250 Galaxy 21 L-24 12PR Rear & 1 $ 0.00 $ 0.00 12.5/80-18 10PR Front 6152 Single Battery with Disconnect and 1 $ 0.00 $ 0.00 Jump Post 6577 1250 lb. (567 kg.) Front Counterweight 1 $ 1,938.00 $ 1,938.00 6752 Extendible Dipperstick 1 $ 9,003.00 $ 9,003.00 7002 Auxiliary Hydraulics with One & Two 1 $ 6,700.00 $ 6,700.00 Way Flow (Hammer & Thumb/Swinger) 7028 Pilot Controls, Two Lever, with Pattern 1 $ 0.00 $ 0.00 Selection 7037 Two -Function Loader Hydraulics, 1 $ 0.00 $ 0.00 Single Lever 7700 Less Coupler - Less Thumb 1 $ 0.00 $ 0.00 7800 Less Backhoe Bucket with Bucket Pins 1 $ 0.00 $ 0.00 7865 92 in. (2.33 m.) General Purpose 1 $ 6,090.00 $ 6,090.00 Bucket, 1.50 cu. yd. (1.15 cu. m.) 8075 Diagnostic Oil Sampling Ports 1 $ 450.00 $ 450.00 8096 Premium Mirror Option - Exterior Rear 1 $ 199.00 $ 199.00 View Mirrors (2) and Front View Mirror (1) 8142 LED Light Package 1 $ 1,133.00 $ 1,133.00 8146 Left Side Console Storage with Cup 1 $ 87.00 $ 87.00 Holders 8165 Auto Ride Control 1 $ 2,513.00 $ 2,513.00 8183 Radio, Bosch Premium Package 1 $ 1,459.00 $ 1,459.00 8207 Seat, Cloth Air -Suspension 1 $ 541.00 $ 541.00 8226 Strobe Light with Magnetic Mount 1 $ 633.00 $ 633.00 11-4 Confidential aJOHN DEERE Selling Equipment Quote Id: 30234795 Customer: CITY OF NEWPORT BEACH Standard Options Total Dealer Attachments AT446496 License Plate Bracket 1 AT186288 Slow Moving Vehicle Emblem 1 QC30 TAG Wain/Roy Style Coupler 1 18WRl TAG 18" Wain/Roy Style Bucket 1 24WRl TAG 24" Wain/Roy Style Bucket 1 PDQ Freight, Get Ready & Local Delivery 1 Dealer Attachments Total Suggested Price Customer Discounts Customer Discounts Total COASTLINE Equipment 44,999.00 $ 59.00 $ 59.00 $ 115.00 $ 115.00 $ 1,233.87 $ 1,233.87 $ 1,145.20 $ 1,145.20 $ 1,323.00 $ 1,323.00 $ 10,200.00 $ 10,200.00 $ 14,076.07 $ 256,649.071 $-95,850.02 $-95,850.02 1 Confidential 11-5 TERMS AND CONDITIONS Whenever the term "Company" is mentioned herein, it is understood to refer to Coastline Equipment. The filling of this order by the company is contingent upon strikes, fires, accidents or delay resulting from any cause beyond the company's control: and accepting delivery from the carrier shall constitute a waiver of all claims from damage by reason of delay from whatsoever cause. It is agreed that the title and right of possession to all property sold under this contract remains in the company. Whatever may be its mode of attachment to realty or otherwise, until the company has received the full price therefore as herein provided. Upon failure to make payments or any of them as herein specified, the company may retain as liquidated damage and rental all partial payment theretofore made and shall be free to enter the premises where such property may be located and remove the same as its own without prejudice to any further claims on account of damage which the company may suffer from any cause. Purchaser agrees to do all acts and things necessary to perfect and maintain the above title and right. The property included in this order is sold under the manufacturer's warranty only unless there is an express warranty in writing signed by an executive or manager of the company. THERE ARE NO WARRANTIES OF MERCHANTIBILITY OR FITNESS FOR A PARTICULAR PURPOSE. UNDER NO CIRCUMSTANCES SHALL THE COMPANY BE HELD LIABLE HEREUNDER FOR ANY SPECIAL INDIRECT OR CONSQUENTIAL DAMAGES HOWEVER ARISING in any case where there is an express warranty by the company of the property sold or any part of it, the company may, at its own expense, reclaim the item so warranted and repay to the purchaser any sums which may have been paid thereon, and such repayment shall satisfy and fully discharge the company's entire liability arising out of state. This order shall not become a contract binding upon the company until approved and accepted in writing by an executive officer of the company located in Long Beach, California. Notice of such approval will be furnished to the purchaser by acknowledgment of the order. All terms of this sale are embodied herein, and no agreement, guaranty or warranty, oral or written, expressed or implied, not included herein shall in any way enlarge, limit or qualify the rights or the liabilities of the purchaser or the company. Purchaser agrees to install upon the equipment, at his expense, all safety devices that may be required by any federal, state, or local safety regulations. Purchaser further agrees to protect and save seller harmless from any and all claims for property damages or personal injury, including death arising out of the use and operation of the equipment, regardless of nature or cause. TERMS OF SALE: Unless otherwise agreed in writing and unless payment is made within 10 days from the date of invoice, interest on the unpaid balance shall be at the rate of 18% annum from the date of the invoice unless applicable law makes such rate of interest illegal, in which case the rate of interest shall be maximum permitted by law. RENTAL: Rates unless otherwise noted are based on 176 hours usage per month, 2"d or 3`d shift rates will be computed at 50% of monthly rate. Lessee agrees to pay in addition to the monthly rental charge an adjustment for the tire wear during the rental period. FREIGHT: If stated as a separate item, is approximate and actual freight cost shall be for customer's account. SALES or excise taxes, federal or state, now or hereafter imposed, on the sale of good covered by this proposal, shall be for the account of the customer. THIS PROPOSAL IS NOT AN OFFER TO SELL. This document evidences preliminary negotiations. Any sales are subject to approval by the Credit Manager of Coastline Equipment and to approval by an officer of Coastline Equipment. All sales shall be upon applicable Coastline Equipment sales order forms and subject to all of the terms and conditions as set forth herein. This proposal shall automatically lapse 30 days from the date hereof. COASTLINE EQUIPMENT reserves the right to correct clerical errors. 11-6 MULTIQUIP INC. 6141 A SUITE 200 CYPRESS,SS, CACA 90630630 PH: 800-421-1244 / 310-537-3700 FAX: 310-537-3927 MULTIQUIP Sold -to ( 426930 ) City of Newport Beach PO Box 1768 NEWPORT BEACH CA 92660 Ship -to ( 426930 ) City of Newport Beach 100 CIVIC CENTER DR NEWPORT BEACH CA 92660-3267 Quotation ATTACHMENT B vaae -I oT Document Information Quotation # 20893761 QT Date 01 /29/2024 P.O. # WebQuote Date Requested Ship 01 /29/2024 Carrier No 406369 MULTIQUIP LTL C/O EC Entered by MQAPPS Ordered by Iandrade@multiquip.com Order Reason P22 ORDR-Sourcewell Currency USD Delivery PPC Prepay/Charge Frt Payment Terms Net 30 Within 30 days without deduction ----------------------------- ----------------------------- Availability is subject to stock on hand at the time purchase order is received. Quote is valid for 30 days from issue date. Item Material Plant B/O Order Qty Gross Price EA Net Price EA Total Value oolo DCA125SSIU4F A212 2 2.000 106,560.00 61,804.80 123,609.60 Gen 125kVA 3Ph Isuzu Tier 4F Env Estimated Ship: Contact us 002o EE36264 A212 1 2.000 120.00 69.60 139.20 Coupler 3" Pintle 25K TRLRMP thru 400 Split the overall quantity over the following delivery dates: Qty Unit Estimated Ship 1.000 EA 03/07/2024 0030 MQPPB12514F A212 2 2.000 6,350.00 4,762.50 9,525.00 Kit PowerBalance DCA125SSIU4F Estimated Ship: Contact us 004o TRLR125USH A212 2 2.000 13,200.00 7,656.00 15,312.00 Trailer DCA125SS Hyd Estimated Ship: Contact us 0050 CAMLOK2KIT45F A212 2 2.000 1,520.00 881.60 1,763.20 Camlok 2 Set 45' DCA125 Estimated Ship: Contact us 0060 MQPBCKIT-J A212 2 2.000 660.00 382.80 765.60 Batt Chg 6A DCA20-125 NGA100 Estimated Ship: Contact us Items total 151,1 14.60 Taxable amount 151,1 14.60 State/GST Tax 9,066.88 Local/PST Tax 377.78 Local Tax 2,266.74 Total amount 162,826.00 MULTIQUIP INC. Quotation AW 6141 SS, CAA 063 SUITE 200 r�FA CYPRESS, 1- 90630 PH: 800-421-1244 / 310-537-3700 FAX: 310-537-3927 Mu�,�r�au�P Page 2 of 2 Document Information Order # 20893761 Date 01 /29/2024 Purchase Order # WebQuote Date Sold -to ( 426930 ) City of Newport Beach PO Box 1768 NEWPORT BEACH CA 92660 Item Material Plant B/O Order Qty Gross Price EA Net Price EA Total Value Sourcewell member # 32725 Multiquip Sourcewell contract 020923-MTQ MULTIQUIP INC. 6141 A SUITE 200 CYPRESS,SS, CACA 90630630 PH: 800-421-1244 / 310-537-3700 FAX: 310-537-3927 MULTIQUIP Sold -to ( 426930 ) City of Newport Beach PO Box 1768 NEWPORT BEACH CA 92660 Ship -to ( 426930 ) City of Newport Beach 100 CIVIC CENTER DR NEWPORT BEACH CA 92660-3267 Quotation ATTACHMENT C vaae -I oT Document Information Quotation # 20893759 QT Date 01 /29/2024 P.O. # WebQuote Date Requested Ship 01 /29/2024 Carrier No 406369 MULTIQUIP LTL C/O EC Entered by MQAPPS Ordered by Iandrade@multiquip.com Order Reason P22 ORDR-Sourcewell Currency USD Delivery PPC Prepay/Charge Frt Payment Terms Net 30 Within 30 days without deduction ----------------------------- ----------------------------- Availability is subject to stock on hand at the time purchase order is received. Quote is valid for 30 days from issue date. Item Material Plant B/O Order Qty Gross Price EA Net Price EA Total Value oolo DCA70SSIU41F A212 3 3.000 80,730.00 46,823.40 140,470.20 Gen 70kVA 3Ph Isuzu Tier 4F Env Estimated Ship: Contact us 002o EE36264 A212 1 3.000 120.00 69.60 208.80 Coupler 3" Pintle 25K TRLRMP thru 400 Split the overall quantity over the following delivery dates: Qty Unit Estimated Ship 1.000 EA 03/07/2024 0030 MQPPB7014F A212 3 3.000 5,560.00 4,170.00 12,510.00 Kit PowerBalance DCA70SSIU4F Estimated Ship: Contact us 004o TRLR70USH A212 3 3.000 9,430.00 5,469.40 16,408.20 Trailer DCA70SSI Hyd Estimated Ship: Contact us 0050 CAMLOK1 KIT45E A212 3 3.000 810.00 469.80 1,409.40 Camlok 1 Set 45 DCA70 CAMLOK1 KIT45E Estimated Ship: Contact us 0060 MQPBCKIT-J A212 3 3.000 660.00 382.80 1,148.40 Batt Chg 6A DCA20-125 NGA100 Estimated Ship: Contact us MULTIQUIP INC. AW 4 6141 KATELLA AVE, SUITE 200 CYPRESS, 90630 PH: 800-421-1-1244 / 310-537-3700 Mu�,�r�au�P FAX: 310-537-3927 Sold -to ( 426930 ) City of Newport Beach PO Box 1768 NEWPORT BEACH CA 92660 Quotation Document Information Order # 20893759 Purchase Order # WebQuote 2 OT Date 01 /29/2024 Date rA Item Material Plant B/O Order Qty Gross Price EA Net Price EA Total Value Items total 172,155.00 Taxable amount 172,155.00 State/GST Tax 10,329.29 Local/PST Tax 430.39 Local Tax 2,582.31 Total amount 185,496.99 Sourcewell member # 32725 Multiquip Sourcewell contract 020923-MTQ 11-10