R2012-131 ACCEPTING THE BID VERMEER MIDWEST

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Public Works Memorandum No. 2012 — 47 DATE: June 8, 2012 TO: Honorable Mayor McElroy and City Council Members FROM: Ryan P. McCrady, City Manager Richard G. Marley, Public Works Director Deborah M. Perry, Purchasing Supervisor SUBJECT: Bid for one (1) Brush Chipper SUMMARY RECOMMENDATION: Staff recommends awarding a contract to Vermeer Midwest in the amount of$42,800 for one (1) 2012 Vermeer BCI800XL brush chipper. BACKGROUND: The chipper will be used by the Forestry section to grind branches into chips when trees are removed by the City tree crew. It will replace a 1999 Vermeer brush chipper with 3,307 hours,that will be traded along with a 1998 Vermeer brush chipper with 3,471 hours. The new brush chipper will be the same size and model as the one we are replacing. At the time the chipper bids were received for replacing the 1998 Vermeer brush chipper, the engine failed on the second chipper. Therefore, we could not trade it at that time with a less than valuable trade, so the 2011 chipper purchase was completed without a trade-in. Since we are going to bid for a new chipper, we are able to put the 1998 Vermeer brush chipper in the bid for trade along with the 1999 Vermeer brush chipper. POTENTIAL OBJECTIONS: There are no known objections to this request. INPUT FROM OTHER SOURCES: Forestry requested the brush chipper replacement. Fleet Maintenance wrote the bid specifications. Both recommend approval of the bids. STAFF REFERENCE: Richard G. Marley, Public Works Director, Rennie A. Young, Fleet Supervisor, Randy G. Callison, City Forester. Richard G. Marley will be in attendance at the City Council meeting to answer any questions of the Council on this item. BUDGET: Funds for the expenditure are available in the Equipment Replacement Fund. This memorandum was prepared by Rennie A. Young, Fleet Supervisor.