Subject:
Request approval to purchase equipment funded by the water and sewer fund as outlined in the FY26 Vehicle Replacement Plan (VRP)
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
- On Nov. 13, 2025, the Town Council authorized FY25 VRP purchasing
- On May 18, 2026, the Town Council adopted the FY26-27 operating budget, including debt service fund and water and sewer fund expenditures.
EXPLANATION AND SUMMARY:
The Department of Public Works (DPW) requests Town Council approval to purchase one (1) John Deere 410P Rubber Tire Backhoe from James River Equipment under Sourcewell Cooperative Contract #011723-JDC in the amount of $168,773 as outlined in the FY26 VRP.
Background:
General Fund Vehicle Replacement Plan purchases for FY26 and FY27 have been deferred due to budget limitations in those years. Attachment 3 is the latest version of the FY2026 VRP that was updated before the FY26 and FY27 VRP deferment. The plan is currently being updated and resource leveled to begin general fund vehicle replacements again in FY2028, and the updated plan will be included with FY2028 budget materials for Council consideration.
However, water and sewer funded vehicle replacements are not impacted by the deferment and may proceed within the water and sewer fund budget.
Unit #260 is a backhoe originally purchased in 2014 that has reached the end of its useful service life and is accumulating significant repair costs, including a recent $7,500 repair. Continued reliance on this aging equipment poses increasing risk to operational efficiency and service delivery. This item is listed on page 7 of attachment 3.
Departmental Recommendation: Recommend approval.
Finance Recommendation: Recommend approval.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town may purchase the proposed backhoe equipment under the cooperative purchase provisions of the Virginia Public Procurement Act or solicit bids in the discretion of the Town Cou...
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