City Council Meeting - FINAL


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  10.C.       
Meeting Date: 11/01/2022  
From: Amy Hagin, Assistant Parks and Recreation Director

Information
TITLE:
Consideration and Approval of Contract:  Cooperative Purchase Contract with Clark Equipment Company for one (1) Bobcat Toolcat in the amount of $71,896.48 from Clark Equipment Company, utilizing Sourcewell cooperative purchase contract #040319-CEC.
STAFF RECOMMENDED ACTION:
  1. Approve the Cooperative Purchase Contract for one (1) Bobcat Toolcat in the amount of $71,896.48 from Clark Equipment Company, utilizing Sourcewell cooperative purchase contract # 040319-CEC; and
  2. Authorize the City Manager to execute 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 utilitarian equipment. 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 a Sourcewell cooperative purchase contract # 040319-CEC in order to provide the City better pricing. This equipment will replace a 1997 1.5 ton dump bed truck within the Section, which is not 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 Section.
Financial Impact:
The Parks Section has $80,000 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:
None
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 this utilitarian versus larger capacity dump bed truck

Regional Plan
Goal E&C.2 Reduce greenhouse gas emissions
Has There Been Previous Council Decision on This:
No
Options and Alternatives:
  1. Approve the purchase of one (1) Bobcat Toolcat in the amount of $71,896.48 from Clark Equipment Company, utilizing Sourcewell cooperative purchase contract # 040319-CEC; or
  2. Direct staff to conduct a formal procurement for this necessary equipment.
Background/History:
For fiscal year 2022-2023, the Parks Section was budgeted to replace an aging dump bed truck within the Sections' Fleet. With the overall review of Parks, Recreation, Open Space and Events during fiscal year 2021-2022, the Division began forward planning with adjustments for electric vehicles as well as utilitarian equipment such as the Bobcat Toolcat in lieu of high tonnage trucks.  

In 2021, Parks Section staff researched available utilitarian equipment, which included speaking with the grounds staff at Northern Arizona University (who uses this equipment exclusively for grounds maintenance and snow operations), as well as maintenance staff with Mountain Line. Staff determined that the Bobcat Toolcat was the perfect machine for the various tasks necessary to be performed. Examples of tasks range from trails maintenance, digging, turf maintenance, and landscape maintenance to snow operations. The first Bobcat Toolcat was brought into City of Flagstaff Fleet through the Parks Section in October 2021 making a large impact to the Parks snow operation.  

Purchasing this piece of equipment enables the Parks Section to perform maintenance tasks as well as different tasks on trails in a more effective and efficient manner. The equipment also opens up new attachments that could be used on athletic fields, trails, turf spaces and other landscaped areas within the parks system.  

Clark Equipment Company has Contract #040319-CEC with Sourcewell 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 Bobcat Toolcat.
Key Considerations:
The City of Flagstaff and Fleet Services have educated backgrounds working with Bobcat equipment and a local provider is available for warranty and post warranty repairs, if needed.
Community Benefits and Considerations:
The community benefit will include a greater impact to park grounds, civic spaces and trails maintenance as well as snow operations with the Bobcat Toolcat.
Attachments
Cooperative Purchase Contract
Exhibit A Quote
Toolcat Trails
Exhibit B - Agency Contract
Exhibit B - Agency Acceptance


    

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