Board of Directors Regular Meeting Agenda


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Meeting Date: 09/16/2021  

SUBJECT MATTER:
Receive, consider and act upon the purchase of streetscape maintenance equipment (C-2021-0359);
FISCAL IMPACT:
$303,900 has been allocated in the 2022 Capital Improvement Budget from capital reserves for streetscape services equipment. United Ag and Turf has submitted a quote through the H-GAC cooperative purchasing program (Contract GR01-20) for nine (9) John Deere XUV835M’s at a total cost of $152,539.56 ($16,948.84 per unit).
BACKGROUND:
The Board of Directors accepted a proposal in August 2021 to bring certain aspects of the streetscape program in-house. This program change requires the purchase of various pieces of equipment, including, but not limited to, trucks, utility carts, trailers, and mowers. (Attachment A - List of equipment needs.)
 
The current Streetscape Maintenance Services Contracte expires December 31, 2021, and staff will begin performing the trash and litter removal in-house, requiring additional staff and equipment to be in place by January 1.  However,  funding for the equipment is allocated in the 2022 Capital Improvement Budget. Per purchasing procedures,  funding allocated in the 2022 Budget cannot be spent in 2021 without Board approval. Funding for this equipment in 2022 is derived from Capital Reserves.  To ensure a January 1 start date, the Board needs to approve the use of the 2022 funding in 2021. This request is rooted in the current challenge, exacerbated by the COVID-19 pandemic, in obtaining vehicles and equipment and to ensure on-time delivery of services to the community. 
 
The bulk of the capital budget for this service is related to the procurement of utility carts for staff to drive to pick up trash and litter along the road rights-of-way. United Ag and Turf submitted a quote through the H-GAC Cooperative Purchasing Program (Contract GR01-20) for nine (9) John Deere XUV835M’s at a total cost of $152,539.56 ($16,948.84 per unit) (Attachment B).

H-GAC’s purchasing program ensures that the costs for these products have already been properly bid, assisting local governments in product procurement. This program has been used to purchase specific equipment in the past, including fire trucks and other rolling fleet. If approved, seven (7) of the carts would be delivered by the end of the year and the remaining two (2) would be delivered in January, 2022.
RECOMMENDATION:
Approve the purchase of streetscape equipment from United Ag and Turf through the H-GAC Cooperative Purchasing Program (Contract GR01-20) for nine (9) John Deere XUV835M’s at a total cost of $152,539.56 with funding to be allocated from the Captial Reserve Fund. 
Attachments
Attachment A- Streetscape Capital
Attachment B- United Ag and Turf Utility Cart HGAC Quote


    

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