TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: SEPTEMBER 10, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO RDO EQUIPMENT, CO. FOR THE PURCHASE OF A MINI SKID STEER (FUNDING SOURCE: CEMETERY FUND)
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SUMMARY
The 2024-25 Oak Park Cemetery budget includes funding to purchase a mini skid steer. The mini skid steer will be used to install and move monuments, prepare cremation sites, and perform many other functions throughout the City. Staff recommends awarding contract to RDO Equipment, Co., a member of the SourceWell purchasing cooperative.
RECOMMENDATION
Recommended Action
Staff recommends the City Council award a contract to RDO Equipment, Co. in the amount of $60,694.77 for the purchase of a mini skid steer and authorize the City Manager to execute the contract.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The 2024-25 Oak Park Cemetery budget includes funding for the purchase of a mini skid steer. The cost to purchase a Vermeer mini skid steer from RDO Equipment, Co. is $60,694.77. The purchase of the mini skid steer is being made through SourceWell, a member cooperative that entitles the City to access competitively-bid national contracts, and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk’s Office.
The staff cost to prepare this report and administer this contract is estimated at $1,022, and is included in the operating budget of the Community Services Department.
ANALYSIS
In the past, monument installation was completed through a third party. Due to inconsistencies and poor workmanship, these services were brought in-house, and City staff has been installing monuments for approximately one year. Monuments are being installed using the backhoe, which poses several challenges due to its size, weight, and maneuverability. A mini skid steer will streamline the monument installation process, allowing staff to install monuments more quickly and efficiently. The mini skid steer will assist in other cemetery operations as well, including preparation of cremation burials and moving of monuments, and will allow access to smaller, more difficult spaces. While the mini skid steer will mainly be used at the cemetery, it can also be useful in storm response, Claremont Hills Wilderness Park trail maintenance, excavation, and moving large objects.
The City of Claremont is a member of SourceWell, a member cooperative that entitles the City to access competitively-bid national contracts. SourceWell has an existing contract with RDO Equipment, Co. for equipment purchases, and the pricing included in this agreement is based upon the SourceWell contract pricing. Utilizing this contract enables the City to save on the list price for equipment purchases.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager