CITY COUNCIL AGENDA MEMO
MEET ING DAT E: 4/13/2020 DEPART MENT: Fleet Services
DIRECTOR: Gerald Cosgrove, P.E., Director of Public Works
AGENDA IT EM: Compact Wheel Loader Purchase through Sourcewell Contract No. 032119-CAT
RECOMMENDED
ACT ION: Purchase from Existing Contract
IT EM SUMMARY
To approve the purchase of one (1) Caterpillar Model 906M Compact Wheel Loader for Fleet Services to be used by Compost Marketing and Operations in the amount of $93,180 from Holt Texas, Ltd. through an existing contract; and authorizing the City Manager to execute all necessary documents. (Sourcewell Contract No. 032119-CAT) Approved
BACKGROUND
It is the recommendation of Fleet Services to purchase one (1) Caterpillar Model 906M Compact Wheel Loader in the amount of $93,180 from Holt Texas, Ltd. through Sourcewell Contract No.
032119-CAT. Fleet Services and Purchasing have reviewed multiple Cooperative Contract quotes and found this to be the best value for the City.
This unit is a scheduled replacement from Capital Outlay FY19-20 for unit 14501 Loader, Rubber Tire, Articulating in Cost Center 714 Compost Marketing and Operations. Due to operational demands, it is necessary to purchase at this time.
The purchase of this unit is necessary for the following reasons:
1. This unit is essential to this department’s daily operations and is required to maintain current service levels.
2. The old unit is in need of replacement. The determination for the need of replacement is based on age, usage, maintenance cost, and re-sale value. Based on these criteria, Fleet Services recommends the replacement of the above unit.
3. If this unit is not replaced, we will incur additional maintenance costs and the salvage value will be greatly depreciated. In addition, the older, aging unit will limit the users’ ability to perform their duties because of increased breakdowns and additional downtime for repairs.
The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (Sourcewell Contract No. 032119-CAT / City of Plano Internal Contract No. 2020-0426-O) FINANCIAL SUMMARY/ST RAT EGIC GOALS
Funds are available in the FY 2019-20 Adopted budget to purchase one (1) Caterpillar Model 906M
Compact Wheel Loader for the scheduled replacement of unit 14501 in Cost Center 714 / Compost Marketing and Operations. The remaining balance of $118,320 will be used for other Equipment Replacement Fund purchases.
Approval of this purchase will support the City's Strategic Plan Critical Success Factors of being an
Excellent, Innovative, and Accountable City Government as well as Multi-Modal Transportation and Mobility Solutions and meets the Plano Tomorrow Plan Pillar of a Built Environment.
AT TACHMENT S:
Description Upload Date Type
Cooperative Quote Recap 3/17/2020 Cooperative Quote
Recap Photograph of Compact Wheel Loader 3/17/2020 Exhibit
CITY OF PLANO
SOLICITATION NO. 2020-0426-O
ONE (1) CATERPILLAR MODEL 906M COMPACT WHEEL LOADER COOPERATIVE QUOTE RECAP
Number of Vendors Contacted: 2 Number of Quotes Received: 3
Holt Texas, Ltd. Sourcewell Contract No. 032119-CAT $93,180.00
Holt Texas, Ltd. NIPA Contract No. 161534 $94,670.00
Holt Texas, Ltd. BuyBoard Contract No. 597-19 $95,100.00
Recommended Vendor:
Holt Texas, Ltd. Sourcewell Contract No. 032119-CAT $93,180.00
Lincoln Thompson March 4, 2020
Lincoln Thompson Date
Senior Buyer
CITY COUNCIL AGENDA MEMO
MEET ING DAT E: 4/13/2020 DEPART MENT: Purchasing
DIRECTOR: Diane Palmer-Boeck, Director of Procurement and Project Management AGENDA IT EM: Approval of purchase from existing contract for Travel Management
Services RECOMMENDED
ACT ION: Purchase from Existing Contract
IT EM SUMMARY
To approve the purchase of Travel Management Services for a thirteen (13) month contract with two (2) one-year City optional renewals in the estimated annual amount of $75,000 from Arta Travel through an existing contract; and authorizing the City Manager to execute all necessary documents. (Plano ISD Contract No. 2018-022) Approved
BACKGROUND
It is the recommendation to award to Arta Travel for travel management services through Plano Independent School District’s contract 2018-022.
This contract will include travel management services for City employees to use for City related travel arrangements. There is no implementation or disruption to service anticipated as Arta Travel provides current services. Although the City's volume of travel is minimal, Arta Travel Services are used to provide the most economical travel costs.
The recommendation includes an estimated annual authorization of $75,000, but it is likely the annual spend this year will be less due to the COVID-19 pandemic. Once normal business resumes this travel management service will be a resource for departments to use.
Failure to award this contract will result in the City not being able to provide travel management services necessary for daily business needs.
The City is authorized to purchase from the cooperative contract list pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (Plano ISD Contract No. 2018-022, and the City of Plano No. 2020-0328-OA)
FINANCIAL SUMMARY/ST RAT EGIC GOALS
This request is for a thirteen-month contract with two (2) one-year City optional renewals for travel management services provided by Arta Travel for City of Plano employees in multiple funds and cost centers based on departmental needs. The estimated amount to be spent in FY 2019-20 is $31,250.
Funding for future year expenditures are dependent on contract renewals in the annual amount of $75,000 for FY 2020-21 and FY 2021-22, and $50,000 for FY 2022-23. All future year expenditures will occur within Council approved appropriations.
Authorizing the City of Plano to enter into a contract with Arta Travel relates to the City of Plano's Strategic Plan Critical Success Factor of an Excellent, Innovative, and Accountable City Government.
CITY COUNCIL AGENDA MEMO
MEET ING DAT E: 4/13/2020 DEPART MENT: Parks
DIRECTOR: Ron Smith, Director of Parks and Recreation
AGENDA IT EM: Approve an increase in the amount of $3,500 for engineering professional services agreement for Plano Center Expansion Study and Rezoning, Project No. 7115 RECOMMENDED
ACT ION: Approval of Contract Modification
IT EM SUMMARY
To approve an increase to the current awarded contract amount of $49,250 by $3,500, for a total contract amount of $52,750, for Plano Center Expansion Study and Rezoning, Project No. 7115, from Kimley-Horn and Associates, Inc. for the Parks and Recreation Department; and authorizing the City Manager to
execute all necessary documents. (Contract No. 2019-0295-X; Modification No. 3) Approved BACKGROUND
On March 28, 2019 an engineering professional services contract was executed in the amount of $25,750 for design-related engineering services for rezoning the approximately 50-acre site at the southwest corner of Spring Creek Parkway and Jupiter Road.
On September 23, 2019 Contract Modification No. 1 in the amount of $13,500 was executed to include space planning to evaluate the site layout to determine parking needs and assess the number of parking structures required for full site development.
On January 28, 2020 Contract Modification No. 2 in the amount of $10,000 was executed to include off-site sanitary sewer capacity analyses for existing and proposed demand for full site development.
The Parks and Recreation Department recommends approval of Contract Modification No. 3 for the increase of engineering professional services agreement with Kimley-Horn and Associates, Inc. in the amount of $3,500 for the Plano Center Expansion Study and Rezoning Project.
Contract Modification No. 3 will provide services to adjust the current internal street sections to align with the City Urban Mixed-Use standards.
If this item is not approved, the zoning case documents cannot be prepared to meet the standards and the future development will be placed on hold.
FINANCIAL SUMMARY/ST RAT EGIC GOALS
Funding for this item is available in the 2019-20 Capital Maintenance Fund. Modifications to the existing professional services agreement for Plano Event Center Expansion Study and Rezoning Project, in the amount of $3,500, will leave an available balance of $882,380 for future project expenditures.
Approval of this item will support the City's Strategic Plan Critical Success Factors of being an Excellent, Innovative, and Accountable City Government that promotes Residential and Commercial Economic
Vitality and meets the Plano Tomorrow Pillar of Built Environment.
AT TACHMENT S:
Description Upload Date Type
Location Map 3/30/2020 Map
O a k P o i n t
City of Plano Park Planning Division
2000 E Spring Creek Pkwy.
Plano, TX 75074
Location Map
Project #7115