R2009-73 ACCEPTING THE BID - Laserfiche WebLink

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COUNCIL COMMUNICATION FORM PURCHASING & INTERNAL SERVICES MEMORANDUM #09-23 May 6, 2009 TO: Honorable Mayor McElroy and City Council FROM: Ryan P. McCrady, City Manager � Ron Neufeld, Financial Management Director Deborah M. Perry, Purchasing Supervisorc�`Q SUBJECT: Purchase of AEBI utility tractor SUMMARY RECOMMENDATION: Staff recommends awarding contract to Equipment Distribution Management, Inc. to furnish one (1) TT210 AEBI Terratrac municipal utility tractor designed for extreme slope mowing. BACKGROUND: This mower will be used by the Forestry Division to mow various slopes, I�'I water drainage areas, and vacant lots they are responsible for maintaining. It will replace a 2000 Hustler 6400 tractor mower currently in service. Forestry personnel demonstrated several models of mowers from various manufacturers. The AEBI unit is the only mower they found suitable for mowing on a 40 degree slope. The City of Champaign has an AEBI and recommended the unit also. Equipment Distribution Management is the only company that represents the AEBI mower in the United States. The quote for the AEBI Terratrac is attached. This is based on a bid price received by the State of Minnesota for the same equipment. The Hustler mower is due to be replaced this fiscal year along with a 1997 Ford New Holland tractor mower for Forestry. Forestry is in the process of writing bid specifications to downsize the Ford New Holland mower. There is currently $196,000 budgeted for the replacement of both of these units. Considering the cost of the AEBI Terratrac at$117,396 and the estimated cost of$86,000 for the Ford New Holland tractor, for a total of$203,396, there is over a $7000 short fall in funds. This shortage will be offset by not replacing a leaf vacuum unit in the Street Division. The vacuum was scheduled to be replaced this fiscal year and $20,000 was estimated for its cost. That being the case, the $7000 will more than be offset by not replacing the vacuum.