R2023-172 Resolution Authorizing Acceptance of a Sourcewell Contract for the Purchase of an Excavator from Roland Machinery Company

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Municipal Services DATE: 8/14/2023 MEMO: 2023-80 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Scott Wrighton, City Manager Matt Newell, Public Works Director Byron Bowman, Municipal Services Manager Chris Bergschneider, Fleet Supervisor SUBJECT: Resolution Authorizing Acceptance of a Sourcewell Contract for the Purchase of an Excavator from Roland Machinery Company SUMMARY RECOMMENDATION: Staff recommends awarding a Sourcewell contract in the amount of$236,689.59 to Roland Machinery Co. to furnish one(1)2018 D152 Hydraulic Excavator with Two(2)Attachments. BACKGROUND: The Public Works,Municipal Services Division has requested a new Hydraulic Excavator to replace an existing Hydraulic Excavator used for ditch grading. The proposed unit can also assist in limb and storm damage clean up. The unit being auctioned is unit 298,a 1999 Gradall G3 WD. It is selected to be replaced due to its age and condition. Unit 298 has 5,382 hours. Municipal Services and Fleet Maintenance reviewed new excavators that matched the abilities of the current unit. It was found that the cost for new units approached$500,000. During the review,staff came across a lightly used 2018 unit available in Wisconsin. The unit had 29 hours of use primarily for demonstrations. The unit was inspected and tested by Division staff and determined that it would be a good alternative to the higher cost of a new excavator. The used excavator should serve the City for another 15 years or more,and is substantially less than the$475,000.00 the staff included in the 2023 budget for this purpose. The used unit is manufactured by Gradall which is the only unit of its type that uses a telescoping boom to increase efficiency. The City reviewed wheeled excavators but found that there were none with a telescoping boom which is beneficial when working around power lines within the confines of the right-of-way. The Sourcewell contract guarantees the bidding process has been followed with any available vendors. The Sourcewell process is the same for used equipment as it would be with new equipment. The replacement vehicle is estimated to be delivered in 2 weeks. PRIOR COUNCIL ACTION: None. DISPOSAL OF REPLACED UNIT: The old unit is to be sold or auctioned. POTENTIAL OBJECTIONS: There are no known objections. INPUT FROM OTHER SOURCES: Fleet Maintenance wrote the bid specifications based on Municipal Services Division requirements. STAFF REFERENCE: Matt Newell,Public Works Director,Chris Bergschneider,Fleet Supervisor. Matt Newell will be in attendance at the City Council meeting to answer any questions on this item. BUDGET/TIME IMPLICATIONS: Funding for a new hydraulic excavator is authorized by the FY2023 Storm Water Fund.