Title
Computer Aided Earthmoving System Maintenance Support Contract Recommendation (Ordinance S-43821)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Empire Southwest (3017819) to provide computer-aided earthmoving system equipment, maintenance, and support for an amount not to exceed $155,465.10 over the life of the contract. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Public Works Department uses heavy duty off-road equipment manufactured by Caterpillar Incorporated in its landfill operations. The heavy duty equipment is armed with a Global Positioning System (GPS) that operates simultaneously with the manufacturer's Computer Aided Earthmoving System (CAES). The CAES is designed specifically for landfill operations to measure the compaction rate, landfill life projection, and management of landfill space. The CAES also measures and records data for use in cost analysis, reporting performance metrics, and maximizing the life of the landfill.
One of the existing GPS radio receivers, installed in 2008, is no longer functional. As the technology has become obsolete, it can no longer be repaired and must be replaced. Staff anticipates the remaining four units, also installed in 2008, will need to be replaced during the life of the contract. The contract includes maintenance, configuration and support for the system over the life of the contract.
Procurement Information
A determination has been made for this requirements contract because Empire Southwest is the only authorized vendor that provides equipment, parts, service, warranty and training for CAES equipment and maintenance. In accordance with Administrative Regulation 3.10, normal competition was waived as the result of a Determination Memo citing that there is only one source vendor for this essential equipment and services.
Contract Term
The initial two-year contract term shall begin on or about April 1, 2018, and end on March 31, 2020. Provisions of the contract include an option to extend the term of the contract for up to three additional years, in one-year increments, which may be exercised by the City Manager or his designee.
Financial Impact
Expenditures shall not exceed $155,465.10 over the life of the contract, with an estimated annual expenditure of $31,093.02. Funds are available in the Public Works Department's budget.
Location
The equipment is used at the SR85 Landfill located at 28633 W. Patterson Road, Buckeye, Ariz.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.