2021 2:00:00 PM

Meeting Link: https://zoom.us/j/96755683197
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 967 5568 3197

General Business: 9.8

Title: Consideration and possible approval of an expenditure of $62,447.22 to purchase one John Deere 5100E tractor from Deere & Company/Renner Equipment Company as part of the CIP for FY2021 utilizing a joinder bid from Sourcewell, a purchasing consortium contract #110719-JDC.

Petitioner/Presenter: John A. Martini, P.E., Assistant City Manager/Ron Korman, Public Works Manager

Recommendation: Staff recommends that Council approve an expenditure of $62,447.22 to purchase one John Deere 5100E tractor from Deere & Company/Renner Equipment Company.

Financial Impact: One vehicle in the amount of $62,447.22 in the Drains fund. $75,000 was approved in the FY 2021 budget and $75,000.00 of budget authority is currently available. Annual maintenance and cost recovery will be $14,637.

Total Costs: $62,447.22

Fund: Storm Drains Operations Fund Account: 604070
Program: Drains O&M (130585)
Amount: $62,447.22 Budget Status: Budget Exists

Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.

Agenda Item Brief:

Equipment Services is requesting authorization to spend $62,447.22 to purchase one John Deere tractor. This piece of equipment was approved as a new need in the Storm Drain Enterprise fund and will be used for the maintenance of the City’s flood control channels and open space areas. If approved, the City will utilize a national purchasing consortium contract, #110719-JDC to procure the equipment. $75,000.00 was included in the Fiscal Year 2021 budget approved by the City Council on May 26, 2020. Staff recommends approval.

Background:

This request is for the purchase of a new need for the Drains maintenance operations in Community Services. Drains maintenance works extensively in maintaining the open ditches that feed the City’s drainage system. These ditches can accumulate growing vegetation that must be regularly removed for proper drainage.

This tractor that staff proposes to purchase will efficiently cut through this growth, utilizing a large brush cutter that the City has in the fleet. The cutter is 15 feet wide and can cover a large area in a short time. Other uses for this tractor may include maintenance along the many miles of walking/biking paths around the City, as well as being used for spraying weeds and fertilizer in the City's parks.

The John Deere tractor was chosen for this task due to the company’s reputation for producing quality equipment and the tractor is of a size that can be transported with equipment already owned by the City.

Analysis:

In sourcing this equipment, if approved, the City would be using the joinder provision allowed under NRS 332.195 and purchasing this vehicle utilizing a Sourcewell bid. The Sourcewell program represents a high volume and government pricing for equipment purchases. Utilizing the “joinder” provision allows the City to precisely define the vehicles needed while foregoing the need to formally bid the item.

The $62,447.22 expenditure will allow Equipment Services to add this equipment to the City fleet as needed for field work in Drains maintenance.

Alternatives:

Council could approve this purchase as outlined by staff.
Council could deny this purchase and provide direction to the City Manager.

Recommended Motion:

I move to approve the purchase of one John Deere 5100E tractor from Deere & Company/Renner Equipment Company in the amount of $62,447.22.

Attached Files:

01-Proposal for Quote 23425519.pdf

02-Tractor Pics.pdf

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