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ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
/
Dept: Public Services
Subject: A resolution authorizing the
execution of a purchase order to Terex
Utilities West, Inc. for a used Terex
TX760 Backhoe to be utilized by the
Parks and Recreation Department.
From: Ken Fischer, Director
Date; May 12, 2005
Meeting Date: June 6, 2005
Synopsis of Previous Council Action
Recommended Motion:
Adopt Resolution
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Contact person Don Johnson, Fleet Mgr Phone: 5220
Supporting data attached:
Ward:
All
FUNDING REQUIREMENTS:
Amount: $52,031.25
Source: 635-341-5701
Motor Vehicles
Finance:
Council Notes:
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Agenda Item No. ~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing the execution of a purchase order to Terex Utilities West for a
used T erex TX760 Backhoe to be utilized by the Parks and Recreation Department.
Background:
The Parks and Recreation Department utilizes vehicle #755, a 1978 John Deere
Backho~, that has become an economic burden to maintain and some repair parts are
no longer available, resulting in excessive downtime. This 26 year old unit will be
placed in surplus for auction and is included on the FY2004/2005 approved Vehicle
Replacement List.
There are no local dealers for this type of equipment. Fleet staff obtained a quote from
Terex for a new unit that meets the Parks Department's specifications with the following
results.
Rank List of Bidders
T erex Utilities West
Location
Ontario, CA
Quote Totals
$57,571.60
During this process Fleet staff was contacted by Terex Utilities West about a slightly
used demo unit with many additional options that the unit quoted above does not
include, and the city was offered a price of $52,031.25 including tax. This slightly used
unit has 101 hours and includes many options that would be advantageous to the Parks
Department at substantial savings to the City. This machine is a 2005 demo unit that
includes the full factory warranty of one year from the date of purchase. Fleet staff has
inspected this machine, and it is the Fleet Manager's opinion that this is an excellent
opportunity for the City.
Section 3.04.070, Subdivision I, Negotiated Purchases states: "At the discretion of the
City Administrator, the Purchasing Agent may authorize the purchase of technical or
specialized supplies or equipment by competitive negotiations when such a method of
purchase would be more advantageous to the City, and anyone of the following
conditions exists:"
1. "The supplies or equipment are such that suitable technical or performance
specifications are not readily available;"
2. "The City is not able to develop descriptive specifications; or"
3. "The quality of the supplies and equipment cannot be accurately determined by
reference to their specifications alone."
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As this is a used piece of equipment it meets both #1 and #2 of the above stated
purchasing code conditions, staff is therefore recommending approval of a purchase
order in the amount of $52,031.25 to Terex Utilities West for a used Terex TX760
Backhoe.
Financial Impact:
Funds for this request are available in FY2004/2005 Account No. 635-341-5701, Motor
Vehicles.
Recommendation:
Adopt resolution.
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. TO: City of San Bernardino
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~, Johnson_Do
Page 1 ofl
From: Richard Sweeney [richard.sweeney@terexutilities.com]
Sent: Monday, May 16, 2005 4:00 PM
To: Johnson_Do
Subject: Revised quote 760B backhoe City of San Bernardino
TO: City of San Bernardino
182 South Sierra Way
San Bernardino, Calif.92408
Attention: Fleet Manager
Mr. Don Johnson
(909) 384-5220 fax (909) 384-5013
Email: johnson_do@ci.san-bernardino.ca.us
Subject: Used 760B Backhoe Quote
5-16-05
Shipping
TOTAL
$41,300.00
$3,200.75
$44,500.75
$6200.00
$480.50
6,680.50
$850.00
$52.031.25
Base Price
Tax 7.75%
Sub total
Optional 4-in-one bucket
Installed
Tax 7.75%
Sub Total
This unit includes:
Enclosed cab
Air Conditioning
2 - Digging Buckets
This is a demo machine with approx. 101 demo hours
Standard features
Thank you,
Richard Sweeney
TEREX UTILITIES
(951) 204-8732
richard.sweeney@terexutilities.com
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER
TO TEREX UTILITIES WEST, INC. FOR A USED TEREX TX760 BACKHOE TO BE
UTILIZED BY THE PARKS AND RECREATION DEPARTMENT.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Terex Utilities West, Inc. submitted the lowest quote for the
negotiated purchase of a used Terex TX760 Backhoe in the total amount of
9 $52,031.25. Pursuant to this determination the Purchasing Manager is hereby
authorized to issue a purchase order to Terex Utilities West, Inc. in the amount of
$52,031.25.
SECTION 2. The Purchase Order shall reference this Resolution No.2005-_
and shall read, 'Terex Utilities West, Inc. - Purchase of used Terex TX760 Backhoe"
P.O. No.
, not to exceed $52,031.25 and shall incorporate the terms
and conditions of the purchase order.
SECTION 3. The authorization to execute the above referenced Purchase
Order is rescinded if not issued within sixty (60) days of the passage of this resolution.
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May 18, 2005
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER
TO TEREX UTILITIES WEST, INC. FOR A USED TEREX TX760 BACKHOE TO BE
UTILIZED BY THE PARKS AND RECREATION DEPARTMENT.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
5 Mayor and Common Council of the City of San Bernardino at a
meeting thereof. held on the
day of
. 2005. by the
following vote. to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark. City Clerk
The foregoing resolution is hereby approved this
.2005.
day of
Judith Valles. Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN.
25 City Attorney
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May 18.2005
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. TO: City of San Bernardino
Page 1 of 1
Johnson_Do
From: Richard Sweeney [richard.sweeney@terexutilities.com]
Sent: Monday, May 16,20054:00 PM
To: Johnson_Do
Subject: Revised quote 760B backhoe City of San Bernardino
TO: City of San Bernardino
182 South Sierra \\lay
San Bernardino, Calif.92408
Attention: Fleet -Manager
Mr. Don Johnson
(909) 384-5220 fax (909) 384-5013
Email: johnson_do@ci.san-bernardino.ca.us
Subject: Used 760B Backhoe Quote
5-16-05
Base Price
Tax 7.75%
SJ.tb t.Qtal
Optional 4-in-one bucket
Installed
Tax 7.75%
SlIb.Iotal
$41,300.00
$3,200.75
$44,500.75
$6200.00
$480.50
6,680.50
Shipping
TOIAL
$850.00
$S.2J03j"lS
This unit includes:
Enclosed cab
Air Conditioning
2 - Digging Buckets
This is a demo machine with approx. 101 demo hours
Standard features
Thank you,
Richard Sweeney
TEREX UTILITIES
(951) 204-8732
ri chard. sweeney @l~rexl.!.li I itj eS. <;om