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Item 4H MemoM E M O R A N D U M October 1, 2019 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4H Approve Purchase of Replacement Mini Excavator from RDO Equipment Co., in the amount of $42,521 Action Requested: Approve purchase of replacement mini excavator from RDO Equipment Co., in the amount of $42,521 Background Information: Per the Southlake Vehicle Replacement Policy this vehicle is scheduled for replacement. State of Texas and City of Southlake bidding requirements have been met by utilizing a Sourcewell cooperative purchasing contract. Department Vehicle Type Cost Public Works Water Mini Excavator $42,521 TOTAL $42,521 The City’s Vehicle Replacement Committee in June 2019 reviewed and discussed vehicles scheduled for replacement per the Policy and to review available options. The committee evaluated individual vehicle condition, repair history, age, mileage and usage before recommending replacement. Financial Considerations: The request will be funded through the FY 2020 Vehicle Replacement Fund. Strategic Link: C1 – Achieve the highest standards of safety and security. B2 – Collaborate with select partners to implement service solutions. F2 – Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: None Alternatives: Deny and retain the old vehicle. This will lead to increased vehicle maintenance costs. Supporting Documents: Sourcewell Pricing Worksheets. Staff Recommendation: Approve the purchase of the replacement equipment from RDO Equipment Co. Investment Proposal (Quote) RDO Equipment Co. 5301 Mark IV Parkway Fort Worth TX , 76131 Phone: (817) 232-8094 - Fax: (817) 847-0398 Proposal for: CITY OF SOUTHLAKE ATTN AP FINANCE 1400 MAIN ST STE 440 SOUTHLAKE, TX, 76092 Tarrant Investment Proposal Date: Pricing Valid Until: Deal Number: Customer Account#: Sales Professional: Phone: Fax: Email: 8/16/2019 10/20/2019 1190923 5581004 Matt Moran (817) 566-1575 (817) 566-1577 MMoran@rdoequipment.com Equipment Information Quantity Serial Number Stock Number Hours (approx.) Status / Year / Make / Model Additional Items Cash Price 1 TBD TBD 0 New 2019 JOHN DEERE 30G $59,181.39 Customer Discount Sourcewell Contract Number: 032515-JDC ($17,190.41) Warranty -John Deere Comprehensive-60 Months, 2000 Hours,Deductible: 0, Exp Date: 5/1/2024 $530.00 Equipment Subtotal:$42,520.98 Purchase Order Totals Balance:$42,520.98 Tax Rate 3: (TXEG 0%)$0.00 Sales Tax Total:$0.00 Sub Total:$42,520.98 Cash with Order:$0.00 Balance Due:$42,520.98 Equipment Options Qty Serial Number Year / Make / Model Description 1 TBD 2019 JOHN DEERE 30G 0100FF 30G COMPACT EXCAVATOR 3125 300MM RUBBER TRACK 4150 SUSPENSION SEAT - CLOTH 7110 3'10"(1.7M) STANDARD ARM 8185 CAB WITH HEATER & AIR CONDIT AT487517 HYD. CLAMP INSTALL byt10715 HYDRAULIC CLAMP 30G, byt10962 12"HEAVY DUTY 1.5 CU.FT. BKT byt10963 18"H-DUTY 2.3 CU.FT.BKT (NU) 4647737 RADIO D1190923 Page 1 of 1 John Deere Full Size & Compact Construction Equipment #032515-JDC Maturity Date: 05/19/2020 Contract Documents Heavy Construction Equipment with Related Accessories, Attachments, and Supplies Contract #032515-JDC Effective 05/19/2015 - 05/19/2020 Contract Documentation Request for Proposal (RFP)(490.61 KB) Contract Acceptance & Award (595.09 KB) Contract Extension (668.32 KB)    Products & ServicesPricingContact InformationContract Documents  Page 1 of 3032515-JDC | Sourcewell 9/22/2019https://www.sourcewell-mn.gov/cooperative-purchasing/032515-jdc?domain=njpacoop.lig... Contract Forms (6.09 MB) Competitive Solicitation Documentation Proposal Opening Witness Page (561.19 KB) Proposal Evaluation (434.4 KB) Evaluation Committee Comment & Review (1.09 MB) Board Minutes (98.97 KB) Affidavit of Advertisement (2.6 MB)       Page 2 of 3032515-JDC | Sourcewell 9/22/2019https://www.sourcewell-mn.gov/cooperative-purchasing/032515-jdc?domain=njpacoop.lig...