R2009-188 ACCEPTING THE BID - Laserfiche WebLink

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COUNCIL COMMUNICATION FORM PURCHASING& INTERNAL SERVICES MEMOR.ANDUM #09-64 September 15, 2009 TO: Honorable Mayor McElroy and City Co cil FROM: Ryan P. McCrady, City Manager Ron Neufeld, Financial Management Director Deborah M. Perry, Purchasing Supervisor�� SUBJECT: Bids for articulated boom mower and mowing tractor SUMMARY RECOMMENDATION: Staff recommends awarding contract to Woody's Municipal Supply to furnish one (1) 2009 Diamond boom flail articulated mower. Staff also recommends awarding contract to John Deere Co. to furnish one (1) 2009 John Deere 7130 mowing tractor. BACKGROLTND: Both pieces of equipment will be used by the Forestry Division. The articulated boom mower is an attachment for the new mowing tractor. The mower will replace a 1997 Ford New Holland mowing tractor currently in use with 3016 hours. It was scheduled to be replaced by FY 2007 —2008 and has been held over for 2 years. The old mower will be traded back to Heaths, Inc. In May of this year, city council approved the purchase of an AEBI terratrac tractor for mowing slopes. In order to meet the larger cost of the AEBI tractor, this mowing tractor was downsized. There is currently $196,000 budgeted for the replacement of a11 three items. Adding together the price of the AEBI unit, the articulated boom mower, and the mowing tractor, the cost will be $178,300 which is below the budgeted amount. The State of Illinois bid for mowing tractors was awarded to John Deere Company. The City is allowed to purchase the mower from this agreement, and as such, the local dealer submitting the bid is Heaths, Inc. 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 Marley, Director of Public Works, 424-2747. Randy Callison, City Forester, 875-4820. Richard will be at the meeting to answer any questions the council may have about this purchase. BUDGET: $32,491 - Equipment Replacement Fund (Woody's Municipal -articulated boom mower) $28,413 - Equipment Replacement Fund (John Deere Co. -mowing tractor) $60,904