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Meeting Date: 06/15/2021  
Co-Submitter: Andy Bertelsen

Consideration and Approval of Contract:  Purchase of one (1) Bobcat Toolcat Utility Work Machine for Parks trails maintenance and snow operations in the amount of $58,070.72, from Clark Equipment Company, utilizing Sourcewell cooperative purchase contract # 040319-CEC.
  1. Approve the purchase of one (1) Bobcat Toolcat Utility Work Machine in the amount of $58,070.72, from Clark Equipment Company, utilizing the 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), numerous Bed, Board, and Beverage (BBB) tax improved spaces, as well as performing 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 Section seeks to use a Sourcewell cooperative purchase contract # 040319-CEC in order to provide the City better pricing. This equipment will supplement the older non-utilitarian versions within the Section, yet, provide added features and benefits that surpass existing equipment, such as, superior emissions and fuel efficiency, drivability on the roads and a larger array of attachments that accompany proper grounds maintenance. The equipment warranty and services are supported locally by the City of Flagstaff Fleet Section.  
Financial Impact:
The Parks Section has $58,070.72 budget capacity in the Operating Capital line item within the Park Grounds Program for fiscal year 2021-2022 in account 001-06-155-0561-5-4433.  The Section is funding the equipment from within the Section's funds rather than Fleet Capital funds.  
Policy Impact:
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Connection to Current Council Goals: Take meaningful climate change action through the use of utilitarian vehicles with lower emission and greater fuel efficiency than current fleet. Actively manage and protect all environmental and natural resources by maintaining park grounds, the trail system (FUTS) and beautification spaces.  

Priority Based Budgeting Council Results and Definitions: Safe and 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.  
Has There Been Previous Council Decision on This:
Options and Alternatives:
  1. Approve the cooperative purchase contract for one (1) Bobcat Toolcat Utility Work Machine from Clark Equipment Company in the amount of $58,070.72; or
  2. Direct staff to rent a similar piece of equipment for a greater cost of approximately $5,000 per month; or
  3. Not approve the purchase.
Parks 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. To perform at a higher level, the Section collectively determined that using Parks' operating capital funds over Fleet capital funds in a future year would bring the equipment into usage sooner during an essential time for the Section. The older, inefficient equipment tends to break frequently based on the large number of hours and uses. Further, the community expectation regarding snow operations has become an impact to resources.  

Purchasing this piece of equipment enables the 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 that the City of Flagstaff reviewed to obtain the cooperative purchase contract. This method allows for competitive pricing and is 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. 
Expanded Financial Considerations:
Community Benefits and Considerations:
The community benefit will include a greater impact to trails maintenance and snow operations with the added equipment.
Coop Contract
Exhibit A Quote
Exhibit B Agency Coop
Exhibit B Agency Coop
Toolcat Front View
Toolcat Trails
Toolcat Snow


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