To: Mark R. Hafner, City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving the purchase of one (1) replacement Gradall telescoping boom excavator from Kirby-Smith Machinery, Inc. of Fort Worth, Texas through the Buyboard Cooperative Purchasing Program; and authorizing the City Manager to execute all purchase documents relating thereto on behalf of the City of Keller, Texas
Action Requested:
Consider a resolution approving the purchase of one (1) replacement Gradall telescoping boom excavator from Kirby-Smith Machinery, Inc. of Fort Worth, Texas through the Buyboard Cooperative Purchasing Program in the amount of $385,892.
Background:
The requested telescoping boom excavator is a heavy piece of equipment utilized by Public Works Department staff in order to excavate and remove debris from street construction and drainage projects. This equipment is heavily utilized in high traffic areas, necessitating the need for equipment which minimizes traffic and pedestrian disruptions while maintaining the necessary capability normally seen in a larger piece of equipment, but in a smaller form-factor.
The requested telescoping boom excavator will replace an existing unit which is 10 years old, has a three year average repair cost of $12,400 per year, 11,569 miles of drive time and 5,718 hours of use, representing very high usage for a unit of this age according to manufacturer guidance.
The City created a Fleet Management Plan during Fiscal Year 2011-12 to provide standards and improve consistency and efficiency in the management and procurement of City vehicles and equipment. The plan established a Fleet Management Committee made up of representatives from Public Works, Parks, Finance, Administration, Police, Fire, Utility Billing and Building Services to implement fleet policies and review vehicle and equipment requests during the annual budget process. The Fleet Management Plan is applicable to all on-road City vehicles and heavy equipment in excess of 2,500 pounds.
During the Fiscal Year 2019-20 budget process, all equipment requests were submitted to the City Manager for review. Because of the type and size of these heavy equipment items, this telescoping boom excavator and any additional future heavy equipment purchases are not subject to the terms of the City’s fleet agreement with Enterprise Fleet Management for the small-vehicle fleet.
BuyBoard is a purchasing program that allows state and local governments to benefit from the shared purchasing power of numerous state entities. A detailed bid sheet for the requested telescopic boom excavator is included with this memo as an exhibit.
Financial Impact:
The amounted budgeted for this equipment is $370,000. The total cost of the equipment is $385,892. The cost difference will be paid from insurance claim proceeds in the Vehicle Replacement Fund.
Citizen Input/Board Review:
Not Applicable
Legal Review:
The City Attorney has reviewed and approved the proposed resolution.
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial