Report Prepared by: Johnnie Baptista, Public Works Manager - Water
Title
SUBJECT: Approval to Purchase Kubota Rubber Tracks Excavator from Garton Tractor, Inc., in the Amount of $87,236.58 as a New Equipment Purchase for the Water Department
REPORT IN BRIEF
Considers approving the purchase of Kubota Rubber Tracks Excavator and related necessary attachments from Garton Tractor - Merced for $87,236.58 utilizing the cost savings government procurement program (Sourcewell). The purchase of this new equipment will assist the Water Department in performing excavation work in confined and limited-access locations.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code section 3.04.210 and authorizing the purchase to be made with a cooperative purchase agreement through Sourcewell, a government procurement program; and,
B. Approving the purchase of a Kubota Rubber Tracks Excavator in the amount of $87,236.58 from Garton Tractor, Inc., through Sourcewell contract #112624; and,
C. Authorizing the City Manager to execute any necessary documents for the purchase specified above; and,
D. Authorizing the issuance of the Purchase Order(s), and approval of change orders not to exceed 10% of the total purchase price.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Municipal Code Section 3.04.210 - Exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the FY 26/27 Adopted Budget.
DISCUSSION
History
Sourcewell offers an equipment/vehicle purchase program to government entities nationwide; specifications are created, and Request for Bids are sought by Sourcewell for a wide variety of equipment used by local governments. As a result of the nationwide scope of these programs, the City is able to purchase specialized equipment for much less than the more traditional method of creating specifications and soliciting bids in-house.
Over the last several years, the City has purchased a variety of equipment including, street sweepers, leaf trucks, fire trucks, refuse trucks, etc. through the Sourcewell government procurement program with great success.
Buying these vehicles directly through this outside program requires waiving the City’s competitive bid requirements. In addition to cost savings, purchasing directly from Sourcewell allows the City to standardize equipment, which is a desire of the Fleet Services Division. With standardized equipment, Fleet Services will have the ability to reduce parts inventory, and ensure the vehicle controls, handling, and maneuvering are the same for vehicles that are currently being used by City employees. The vehicle requested will be the same make and model as other City equipment.
The Public Works Department, Water Division, is requesting Council authorize the purchase of one currently budgeted piece of equipment, utilizing the nationwide government procurement service Sourcewell via Garton Tractor in Merced. The Kubota Rubber Tracks Excavator was put to the test by the Water Division prior to being considered for purchase. This specialized piece of equipment proved to be exactly what the crew needed to carefully navigate the extremely congested utility easements that are found in the more modern parts of town. And it did so efficiently. It safely operated in spaces a backhoe or a hydro vac truck could not fit in because modern streets and alleys are narrow. Real-world job site results showed us that it would be wise to get this new equipment.
The listed equipment to be purchased is budgeted in the FY 26/27 adopted budget.
Section 3.04.210 of the Merced Municipal Code provides that the City Council can approve a waiver of the City’s competitive bidding requirements when such purchases are made pursuant to cooperative purchasing in conjunction with other governmental entities.
Staff requests waiving the bidding requirements in order to standardize equipment and utilize the government pricing contract.
IMPACT ON CITY RESOURCES
This equipment was approved in the FY 2026/27 adopted budget in Fund 6001-Water Operations Enterprise Fund. No additional appropriation is needed.
ATTACHMENTS
1. Garton Tractor Quote
2. Garton Tractor Sourcewell Contract Documentation
3. Garton Tractor Sourcewell Pricing
4. Sourcewell Membership