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Brentwood City Commission Agenda

Meeting Date:	05/08/2023
CC/ Approval to Purchase JCB 427 Wheel Loader through Sourcewell Contract #040319-JCB
Submitted by:	Todd Hoppenstedt, Public Works
Department:	Public Works

Information

Subject

City Commission Approval to Purchase a 2023 JCB 427 Wheel Loader through Sourcewell Contract #040319-JCB.

Background

The Public Works Department has a 2004 Model Caterpillar (1T14G) wheel loader and a newer 2016 Caterpillar (914K) wheel loader. Typically, these machines are used for loading materials on trucks at the Service Center. Additionally, these machines are used to manage our stockpile of raw brush, through the more recent grinding operations of wood debris, and the loading of wood chips to be hauled off. These machines can quickly attach to a material bucket, the hydraulic grapple rake, and forks for unloading large deliveries.

These machines are also used in the field for accident or disaster cleanup, snow and ice removal, and occasionally on larger stormwater, road, and utility projects for material handling. Having redundancy also allows us to periodically store a machine at Safety Center East for loading salt in the winter or for the Fire Department's use in moving junk cars and structures for training purposes.

As the City has grown over the years, there has been a practice of replacing equipment when needed but still keeping the otherwise surplused equipment to provide redundancy and support the City's needs without the immediate expense of adding to our equipment fleet. While that practice has served us well in a number of instances, we have grown dependent on having two wheel loaders, two combination backhoes, and two skid steer machines in our fleet for routine use.

Recently the 2004 Caterpillar (1T14G) wheel loader was taken out of commission due to safety concerns. The advanced corrosion of this machine has caused the cab/door & window supports to rot entirely at the base. Additionally, the floorboard of the machine is nearly rotten through, causing the operator's seat to begin to fall through.

Staff recommends leaving the 2004 Caterpillar out of service until it can be properly declared surplus and auctioned off. Additionally, our research has led us to a new 2023 Model JCB 427 Wheel Loader currently available at TriStar JCB in Murfreesboro with procurement through Sourcewell Purchasing Cooperative contract number 040319-JCB. This machine was ordered as a stock/demo unit by the Murfreesboro dealership ahead of a 7.5% price increase that has since been added to subsequent orders. Another 7.5% increase is planned by JCB for the 2024 model year. Staff had tentatively planned to procure a replacement wheel loader in FY 2025, however we now recommend accelerating this purchase. Beyond the operational need for the unit, additional benefits of acquiring this unit from TriStar JCB include avoiding two 7.5% price increases (approximately $30,000), and getting immediate delivery, which avoids the often lengthy lead times on vehicle and equipment purchases.

Staff Recommendation

Staff recommends approval of this purchase from Tristar JCB of Murfreesboro, TN.

Fiscal Impact

Amount :	$194, 970.43
Source of Funds:	Equipment Replacement Fund
Account Number:	310-43120-89520

Fiscal Impact:

The 2023 JCB 427 Wheel Loader has been quoted through the Sourcewell Purchasing Cooperative contract number 040319-JCB at a purchase price of $194,970.43. To facilitate this purchase, a 2023 fiscal year-end budget amendment will be needed, and $195,000 will be included in the year-end transfer of General Fund excess revenues to the Equipment Replacement Fund.

Attachments
JCB 427 Wheel Loader Quote
Photos
Sourcewell Contract
Signed Quote