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GENERAL MANAGER Jim Friedl DATE: October 1, 2015 TO: Board of Director �� FROM: Jim Friedl, Genera anagPr'' L- SUBJECT: Construction Tractor Purchase RECOMMENDATION BOARD OF DIRECTORS Ed Jones, Chair Chuck Huffer, Vice Chair George Lange, Director Susan L. Holt, Director Joe Gibson, Director GENERAL MANAGER EMERITUS Tex Ward Award the purchase of a John Deere model 210L Construction Tractor to Coastline Equipment in the amount of $94,922.00. Funds are available in the Equipment Reserve Fund. DISCUSSION Purchasing Process In accordance with the May 2015 Board -approved District purchasing policy, staff considers tractors as special equipment as they are "unique supplies, machinery, computers or other equipment which are not generally and regularly ordered in bulk by the District and which must perform complex tasks, or integrate efficiently with existing equipment, supplies, or operations". Furthermore, in accordance with the District purchasing policy, staff utilized a Request for Proposal approach wherein warranties, servicing obligations and product performance would be evaluated in .addition to price of the product; award of contract would be made by the Board to the proposer it deemed in best interest of the public. Thus, staff developed a general requirement for the tractor size and requested information from three regional distributors of the product, Coastline Equipment (John Deere Tractor), Quinn Company (Caterpillar), and Diamond A Equipment (Case). From this effort, two distributors provided information and pricing. In addition, staff visited Coastline and Quinn and tested and operated tractors at their sites; the District already owns a similar smaller horsepower tractor (Case) from Diamond A, thus, an additional visit to their facility was not necessary. 403 West Hillcrest Drive i Thousand Oaks, CA 91360-4223 (805) 495-6471 FAX: (805) 497-3199 Email: parks@crpd.org