To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE THE PURCHASE OF ONE CASE FORKLIFT AND ONE CASE ASPHALT COMPACTOR FROM SONSRAY MACHINERY FOR USE BY THE PUBLIC WORKS DEPARTMENT FOR A TOTAL COST OF $230,477
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EXECUTIVE SUMMARY
The Fiscal Year 2025-26 Adopted Budget included funding for the replacement of a Public Works Department Fleet Services Division forklift (Unit #364) and a Street Services Division roller/asphalt compactor (Unit #340). Accordingly, this item seeks approval of the purchase of one Case Forklift Model 588H 4WD and one Case Asphalt Compactor Model DV36E. Competitive pricing for the purchases was secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2025, the City Council approved Decision Package #51 - Annual Vehicle Replacement Purchases as a part of the FY 2025-26 Adopted Budget which appropriated $1,347,474 for the replacement of 14 City vehicles and other required equipment. The DP included funding for the replacement of two Public Works vehicles/equipment: Unit # 364 - forklift and Unit #340 - roller/asphalt compactor that are at the end of their useful lives. If the purchases are approved, the vehicles will be ordered with delivery anticipated in one to two months.
The total purchase price for the Fleet Services forklift (Unit #364) is $144,343 and the total purchase price for the Street Services roller (Unit #340) is $86,133. The cost is more than has been saved over the 22-year lifespan of the units. The estimated purchase price in FY 2003-04 was significantly lower than what can be found on the market today and the Replacement Fund formula for these units has not kept pace with their inflationary costs. Additionally, the requested Case Model 588H forklift, provides an additional 2,000lbs. of lift capability over the current model. This additional capability, totaling 8,000lbs, is critical for safe operations in the Fleet Services Division given the increase in size and weight of loads handled over the last 22 years, including heavier electric battery vehicles.
In the FY 2025-26 Budget, $142,726 was set aside for the replacement of Units #364, and #340. The $87,751 difference in funding between the budgeted amount and the final purchase price is available in the Public Works Department Operating Budget as a result of cost savings associated with the recent purchases of Ford Mavericks rather than the originally planned Ford F250s. As such, there is no additional appropriation required for the purchase of the two proposed Public Works units.
The vehicles and equipment approved for replacement as part of the FY 2025-26 Budget and the status of their acquisition is as follows:
Competitive pricing for the forklift and roller/asphalt compactor was secured through the City’s regular purchasing procedures, which contain a number of competitive purchasing options including the use of a Piggyback Bid. This enables the City to procure goods or services by utilizing another public entity's recent Request for Proposal, competitive bid, or a cooperative purchasing program. Cooperative purchasing programs provide valuable benefits to state and local governments that allow organizations to attach to national or regional cooperatives. This allows the City to have immediate access to legitimately solicited contracts that guarantee pricing and delivery options without expending staff resources on the preparation of its own competitive proposal. Pricing is often better than what the City could obtain independently due to the increased purchasing power of these cooperatives. If approved, the forklift and roller/asphalt compactor recommended for replacement would be acquired via Sourcewell Master Contract #011723-CNH.
COORDINATION
The Public Works Department coordinated this report with the Financial Services Department.
FISCAL IMPACT
Funding for the purchase of the recommended units was approved as part of the FY 2025-26 Adopted Budget via Decision Package #51 - Annual Vehicle Replacement Purchases. Specifically, $142,726 was set aside for the replacement of Units #364 and #340. Funding for the $87,751 difference between the budgeted amount and the final purchase price is available in the Public Works Department Operating Budget as a result of cost savings associated with the recent purchases of Ford Mavericks rather than the originally planned Ford F250s. No additional appropriation to the Public Works Operating Budget is required to complete the recommended purchases.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Quote - Sonsray Machinery Unit #364, Case Model 588H 4WD
• Quote - Sonsray Machinery Unit #340, Case Model DV36E