R2010-145 ACCEPTING THE BID - Laserfiche WebLink

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COUNCIL COMMUNICATION FORM PURCHASING& INTERNAL SERVICES MEMORANDUM #10-41 June 21, 2010 TO: Honorable Mayor McElroy and City Council FROM: Ryan P. McCrady, City Manager Ron Neufeld, Financial Management Director Deborah M. Perry, Purchasing Supervisor SUBJECT: Bids for triple gang mowers and mowing tractors SUMMARY R�COMMENDATION: Staff recommends awarding contract to Woody's Municipal Supply to furnish two (2) 2010 Diamond STF222-C triple gang mowers. Staff also recommends awarding contract to John Deere to furnish two (2) 2010 John Deere 6430 mowing tractors. BACKGROUND: The gang mowers and tractors will be used by the Forestry Division. The triple gang mowers are attachments for the new mowing tractors. The mowers will replace 2001 Ford New Holland mowing tractors with 2509 and 2645 hours that are currently in service. The old tractors will be traded back to Sloan Implement Company along with a 2000 Hustler slope mowing tractor with 1452 hours. The Hustler tractor had been replaced previously. The budgeted amount for each tractor and mower was $70,992 for a total budget of $141,984. Because the bidding climate was very good, the City was able to purchase the two tractors and mowers for $35,336.12 less than budgeted. The State of Illinois bid for mowing tractors was awarded to John Deere Company. The City is allowed to purchase the mowers from this agreement, and as such, the local dealer submitting the bid is Sloan Implement Company. However, the purchase order for governmental accounts is submitted directly to John Deere Company in Cary, North Carolina. POTENTIAL OBJECTION: None INPUT FROM OTHER SOURCES: Forestry Division requested the replacement and wrote the specifications along with Fleet Maintenance. Both recommend approval of these purchases. STAFF REFERENCE: Richard Maxley, Director of Public Works, 424-2747. Randy Callison, City Forester, 875-4820. Richard will be at the meeting to answer questions the council may have about this purchase. BUDGET: $60,151.00—Equipment Replacement Fund (Woody's Municipal Supply—triple gang mowers). $46,496.88—Equipment Replacement Fund (John Deere Co., Sloan Implement— mowing tractors).