City Council Meeting - FINAL

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Meeting Date: 01/17/2023  
From: Amy Hagin, Assistant Parks and Recreation Director

Consideration and Approval of Contract:  Cooperative Purchase Contract with Deere & Company of a John Deere Compact Utility Tractor in the amount of $66,071.40.
  1. Approve the Cooperative Purchase Contract with Deere & Company of a John Deere Compact Utility Tractor in the amount of $66,071.40; and
  2. Authorize the City Manager to execute all the necessary documents.
Executive Summary:
The Parks Section maintains 700-acres of park land, 58-miles of Flagstaff Urban Trails System (FUTS), miles of Bed, Board, and Beverage (BBB) tax improved streetscapes and spaces, as well as performs snow operations for the City frequently using tractors. Providing the consistent service to the community of trail maintenance, park grounds maintenance and snow operations by adding this utilitarian equipment to the Parks fleet is a key ingredient to the overall success of the Section. 

The purchase of this equipment has been approved by the Fleet Management Committee and the Parks Section will use the AZ Mohave cooperative purchase contract # 20E-DEER-0825 (PG 3V CG 22) in order to provide the City better pricing. This equipment will replace a 2008 John Deere 4270 Tractor within the Section, which is a like for like replacement as the Parks Section continues to strive for superior emissions and fuel efficiency, drivability on the roads and a larger array of attachments that accompany a proper grounds maintenance vehicle. The equipment warranty and services are supported locally by the City of Flagstaff Fleet Program.
Financial Impact:
The Parks Section has $70,000 budget capacity in the Rolling Stock line item within the Park Grounds Program for fiscal year 2022-2023 in account 001-11-155-0561-5-4401.
Policy Impact:
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community and Sustainable, Innovative Infrastructure by promoting physical health through providing recreational opportunities, parks, open space.  Also providing multiple transportation options (maintenance of the FUTS) and deliver outstanding services to residents through a healthy, well maintained infrastructure system
Carbon Neutrality Plan
CNP-1 Reduces greenhouse emissions from City operations by adjusting the replacement vehicle type to a newer and more efficient tractor
Regional Plan
Goal E&C.2 Reduce greenhouse gas emissions
Has There Been Previous Council Decision on This:
Options and Alternatives:
  1. Approve the Cooperative Purchase Contract with Deere & Company for a John Deere Compact Utility Tractor in the amount of $66,071.40; or
  2. Direct staff to hold a formal procurement for the purchase of the equipment.
For fiscal year 2022-2023, the Parks Section was budgeted to replace an aging tractor within the Sections' Fleet. 

In 2022, the Parks Section staff researched available tractors from a variety of manufacturers to replace the existing tractor, falling upon a John Deere as the replacement.  Purchasing this piece of equipment enables the Parks Section to perform maintenance tasks in our park grounds with an updated tractor providing efficiencies.  

Deere & Company has Contract #20E-DEER-0825 (PG 3V CG 22) with AZ Mohave to supply materials and/or services, which was awarded through a competitive and open procurement process. The Procurement Department reviewed that cooperative purchase agreement and determined that it allowed for competitive pricing providing the best value for the purchase of the John Deere Compact Utility Tractor.
Key Considerations:
The City of Flagstaff and Fleet Services have educated backgrounds working with John Deere equipment and a local provider is available for warranty and post warranty repairs, if needed.
COF Contract
Exhibit A - Quote
Tractor Image
Exhibit B - Agency Contract
Exhibit B – Agency Contract 1


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