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Home My WebLink AboutPR 23386: PURCHASE OF JOHN DEERE COMPACT EXCAVATOR FOR WATER DISTRIBUTION DIVISION (rt\ ot urt rt{ru Texus www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 13, 2023 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Calvin Matthews, P.E., Water Utilities Director RE: PR 23386—Purchase of John Deere 17G and 35G Compact Excavator for Water Distribution Division Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to purchase a 2023 John Deere 17G and a 35G Compact Excavator through Shoppa's Farm Supply,Inc. with the BuyBoard Contract#685-22 for the Water Distribution Division. Background: The existing city machines Unit No. 1991 and 2041 are in need of replacement and were scheduled for replacement in the Capital Equipment Schedule FY 2024. The Shoppa's Farm Supply, Inc. of Beaumont, Texas via BuyBoard Contract #685-22, provided the 17G compact excavator quote for $31,651.94 and 35G compact excavator quote for$52,747.38 Budget Impact: The total budget impact is $ 84,399.32. Funding is available in Water Utilities Account No. 625-40-000-8523-00-00-000, Equipment. Recommendation: It is recommended that the City Council approve PR No. 23386, authorizing the City Manager to purchase the equipment as discussed/outlined above. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 PR No. 23386 10/13/23 JL Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE A 2023 JOHN DEERE 17G AND A 2023 35G COMPACT EXCAVATOR FROM SHOPPA'S FARM SUPPLY, INC. OF BEAUMONT, TEXAS, THROUGH BUYBOARD CONTRACT NO. 685-22 FOR THE WASTEWATER DISTRIBUTION DIVISION IN THE TOTAL AMOUNT NOT TO EXCEED $84,399.32. FUNDS ARE AVAILABLE IN CAPITAL EQUIPMENT ACCOUNT NO. 625-40-000-8523-00-00-000,EQUIPMENT. WHEREAS, the Water Utilities Department routinely uses various equipment in the construction, repair, operation, and maintenance activities of the Distribution Division throughout the city; and, WHEREAS, Unit No. 1991 and 2041 were scheduled for replacement in the Capital Equipment Schedule FY 2024; and, WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of its governing body, to participate in cooperative purchasing programs, such as Texas Buyboard, as an alternative to the formal bid process; and, WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with the Buyboard Cooperative Purchasing Program("Buyboard"); and, WHEREAS, City staff has solicited a Buyboard quote Contract No. 685-22 for a 2023 John Deere 17G and a 35G Compact Excavator in the total amount of$84,399.32, as delineated in our Purchasing Policy; and, WHEREAS, Shoppa's Farm Supply, Inc. of Beaumont, Texas will provide the equipment as listed on the quote as Exhibit"A", as it meets our specifications. PR No.23386 10/13/23 JL Page 2 of 3 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the City Council hereby authorizes the purchase of a 2023 John Deere 17G and a 35 Compact Excavator from Shoppa's Farm Supply, Inc. of Beaumont, Texas, through Buyboard Contract No. 685-22, in the total amount not to exceed$84,399.32; and, THAT a copy of the caption of this resolution is spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED THIS day of 2023 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor ; Councilmembers: NOES: Thurman Bill Bartie Mayor ATTEST: APPROVED AS TO FORM: Sherri Bellard )kialecia Ti eno City Secretary City Attorney PR No.23386 10/13/23 JL Page 3 of 3 APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS: P\1 k/\ (-) CiL Ronald Burton Kandy Daniel City Manager Finance Directo •' l.✓V�ill QL alvin atthews, . Clifton Williams, CPPB Water Utilities Director Purchasing Manager EXHIBIT A (Buyboard Quote for two equipment) JOHN DEERE SHOPPA'S ® JOHN DEERE Quote Summary Prepared For: Prepared By: Darrell Harmon Gerard Solano CITY OF PORT ARTHUR Shoppa's Farm Supply, Inc. Darrell Harmon 9135 College 111 HENRY 0 MILLS BLVD Beaumont, TX 77707 PORT ARTHUR, TX 77640 Phone: 409-842-1128 Mobile: 409-548-5585 Mobile: 979-253-8396 DARRELL.HARMON@PORTARTHURTX.GOV gsolano@shoppas.inc Contract: December 1, 2022 - November 30, 2023 Quote Id: 29684533 Buy Board Contract 685-22 Created On: 26 September 2023 Last Modified On: 26 September 2023 Expiration Date: 30 October 2023 Equipment Summary Selling Price Qty Extended 2023 JOHN DEERE 17G Compact $ 31,651.94 X 1 = $ 31,651.94 Excavator- 1 FF017GXPPK234321 18" HEAVY DUTY 1.4 CU.FT $ 0.00 X 1 = $ 0.00 BUCKET- PXBU1XE001162 Equipment Total $ 31,651.94 Quote Summary Equipment Total $ 31,651.94 SubTotal $ 31,651.94 Est. Service Agreement Tax $ 0.00 Total $ 31,651.94 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 31,651.94 4 Salesperson :X Accepted By :X Confidential ØJOHNDEERE SHOPPA'S Selling Equipment 0 JOHN DEERE Quote Id: 29684533 Customer: CITY OF PORT ARTHUR 2023 JOHN DEERE 17G Compact Excavator - 1FF017GXPPK234321 Hours: 0 Stock Number: 541727 Code Description Qty 0010FF JOHN DEERE 17G COMPACT 1 EXCAVATOR 4 Dealer Attachments BYT10961 18" HEAVY DUTY 1.4 CU.FT BUCKET 1 001 FREIGHT 1 002 SETUP 1 18" HEAVY DUTY 1.4 CU.FT BUCKET - PXBU1XE001162 Equipment Notes: Hours: 0 Stock Number: 537393 Code Description Qty BYT10961 JOHN DEERE 18" HEAVY DUTY 1.4 1 CU.FT BKT Other Charges Freight 1 FRT DISC 1 Confidential D JOHN DEERE SHOPPA'S JOHN DEERE Quote Summary Prepared For: Prepared By: Darrell Harmon Gerard Solano CITY OF PORT ARTHUR Shoppa's Farm Supply, Inc. Darrell Harmon 9135 College 111 HENRY 0 MILLS BLVD Beaumont, TX 77707 PORT ARTHUR, TX 77640 Phone: 409-842-1128 Mobile: 409-548-5585 Mobile: 979-253-8396 DARRELL.HARMON@PORTARTHURTX.GOV gsolano@shoppas.inc Contract: December 1, 2022 - November 30, 2023 Quote Id: 29683826 Buy Board Contract 685-22 Created On: 26 September 2023 Last Modified On: 26 September 2023 Expiration Date: 30 October 2023 Equipment Summary Selling Price Qty Extended 2023 JOHN DEERE 35G Compact $ 52,747.38 X 1 = $ 52,747.38 Excavator- 1 FF035GXHPK301847 18" HEAVY DUTY 2.8 CU.FT. $ 0.00 X 1 = $ 0.00 BUCKET- PXBU5XE007560 Equipment Total $ 52,747.38 Quote Summary Equipment Total $ 52,747.38 SubTotal $ 52,747.38 Est. Service Agreement Tax $ 0.00 Total $ 52,747.38 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 52,747.38 Salesperson :X Accepted By :X Confidential JOHN DEERE SHOPPA'S Selling Equipment el JOHN DEERE Quote Id: 29683826 Customer: CITY OF PORT ARTHUR 2023 JOHN DEERE 35G Compact Excavator - 1FF035GXHPK301847 Hours: 0 Stock Number: 539579 Code Description Qty 0050FF JOHN DEERE 35G COMPACT 1 EXCAVATOR Standard Options - Per Unit 3125 300MM RUBBER TRACK 1 4145 SUSPENSION SEATNINYL 1 7110 4'4" (1.32M) STANDARD ARM 1 8150 CANOPY 1 9555 ANGLE BLADE 1 Dealer Attachments BYT10966 18" HEAVY DUTY 2.8 CU.FT. 1 BUCKET 001 FREIGHT 1 002 SETUP 1 18" HEAVY DUTY 2.8 CU.FT. BUCKET - PXBU5XE007560 Equipment Notes: Hours: 0 Stock Number: 546367 Code Description Qty BYT10966 JOHN DEERE 18"HEAVY DUTY 2.8 1 CU.FT. BKT Other Charges Freight 1 FRT DISC 1 4 i I Confidential I