TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with Mathews Machinery, Inc. for the purchase of one wheel loader tractor on the same terms and conditions as are afforded to the Defense Supply Center Philadelphia (DSCP) contract in an amount not to exceed $178,443 for the current fiscal year. (Citywide)
DISCUSSION
City Council approval is being requested to enter into a contract for the purchase of one
wheel loader tractor as part of the City's multi-year vehicle replacement plan. The new
wheel loader tractor will replace one Volvo wheel loader manufactured in 1996, which is
nine years of age. The budgeted replacement cycle of a wheel loader is six years. The
existing unit is utilized by the Department of Parks, Recreation and Marine Maintenance
and Development Bureau to perform beach maintenance. The unit is used on a daily
basis to keep storm drain channels accessible, build berms to protect residential areas
and clean debris from the beach. Over the life of the vehicle, the constant use and the
exposure to the salt water and sand has resulted in excessive rusting, which can no
longer be repaired in a cost effective manner. The purchase price for one unit is
$178,443.
The City Charter provides an alternative procurement method by permitting the City to
purchase or othennrise obtain services, supplies, materials, equipment and labor with
other governmental agencies by purchasing under their contracts on a voluntary and
selective basis when authorized by a Resolution of the City Council. The Department of
Public Works, Fleet Services Bureau, investigated procurement options and learned that
the DSCP Contract completed a competitive bid process for a wheel loader tractor and
has a purchase order with Mathews Machinery, Inc., that meets the City's needs. This
cooperative purchase agreement will facilitate the timely acquisition of the loader and
provide cost benefits to the City.
Mathews Machinery, Inc., has agreed to sell one wheel loader tractor to the City of Long
Beach under the same terms and conditions as are afforded to the DSCP Contract in an
amount not to exceed $178,443. The agreement provides the option to purchase
additional units in FY 06 and FY 07 based on future needs and funding availability. The
Matrix Fleet Study also supports the use of cooperative purchase agreements and
adherence to a long-term replacement plan.
This matter was reviewed by Senior Deputy City Attorney Donna F. Gwin on May 6,2005
and Budget Officer David Wodynski on May 25,2005.
TIMING CONSIDERATIONS
City Council action is requested at the June 7, 2005 City Council meeting to ensure that
the wheel loader tractor is received as soon as possible, due to the volume of beach
maintenance work required in the summer months.
FISCAL IMPACT
The cost of $178,443 is budgeted in the Fleet Services Fund (IS 386) and the Public
Works Department (PW). The replacement and operating costs of the unit are funded
through the fleet equipment charges of the Department of Parks, Recreation and Marine
and the Tidelands Operating Funds.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
[Respectfully Submitted,]