DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Purchase of 4X4 Utility Tractor and 15 Foot Flex Wing Rotary Cutters
SUMMARY:
This ordinance authorizes contracts with Ewald Kubota Inc. to provide the Public Works Department with one replacement 4x4 Utility Tractor and three replacement 15-Foot Flex Wing Rotary Cutters for a total cost of $107,839.30. Funding in the amount of $107,839.30 is available from the FY 2021 Equipment Renewal and Replacement Fund (ERRF) Budget.
BACKGROUND INFORMATION:
A. Submitted for City Council consideration and action is the attached offer from Ewald Kubota Inc. to provide the Public Works Department Storm Water Division with a contract for the purchase of one 4X4 utility tractor in the amount of $56,575.42. This utility tractor is a replacement unit that that will be utilized by the Public Works Department for maintaining the green space in easements, rights of way and deterring vegetation overgrowth from impeding storm water drainage in locations though out the City.
B. Submitted for City Council consideration and action is the attached offer from Ewald Kubota Inc. to provide the Public Works Department Storm Water Division with a contract for the purchase of three 15-foot flex wing rotary cutters in the amount of $51,263.88. These flex wing rotary cutters are replacements units that will be utilized by the Public Works department for maintaining the green space in easements, rights of way and deterring vegetation overgrowth from impeding storm water drainage in locations though out the City.
ISSUE:
These contracts will provide the Public Works Department with one replacement 4x4 utility tractor and three replacement 15-foot flex wing rotary cutters. Based upon experience, this equipment is best suited for mowing of easements, has the lowest repair costs and highest equipment availability than similar equipment in the City’s fleet. The replacement of this equipment is consistent with the City’s Equipment Renewal and Replacement Fund program. This equipment will be purchased utilizing the Houston-Galveston Area Council (HGAC) Cooperative Contract GR01-20.
This purchase is in accordance with the Houston-Galveston Cooperative Program passed on resolution 96-41-48 dated October 10, 1996. Contracts awarded through this Purchasing Cooperative are competitive and meet all bidding requirements.
The 4x4 utility tractor has a two-year overall warranty and three-year warranty on the power train. The life expectancy for the utility tractor is 96 months.
The 15-foot flex wing rotary cutters have a one-year overall warranty and a five-year warranty on the gear box. The life expectancy for these flex wing rotary cutters is 48 months.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current equipment has met its age requirements for replacement and has incurred repair costs that exceed the original equipment purchase price. If the replacement equipment is not purchased, necessary field work may compromise the storm water drainage and right of ways along frontage roads and neighborhoods. The alternative is to continue to use the existing equipment, increasing maintenance costs and down time, until the equipment is no longer repairable.
FISCAL IMPACT:
This ordinance authorizes contracts with Ewald Kubota Inc. to provide the Public Works Department with one replacement 4x4 Utility Tractor and three replacement 15-Foot Flex Wing Rotary Cutters for a total cost of $107,839.30. Funding in the amount of $107,839.30 is available from the FY 2021 Equipment Renewal and Replacement Fund (ERRF) Budget.
RECOMMENDATION:
Staff recommends the approval of contracts with Ewald Kubota Inc. for the purchase of one 4x4 utility tractor in the amount of $56,575.42 and three 15-foot flex wing rotary cutters in the amount of $51,263.88 for a total cost of $107,839.30 for the Public Works Department.
These contracts are procured by means of cooperative purchasing and a Contract Disclosure form is not required.