HomeMy WebLinkAboutItem 12 - Tractor � �T�� � � ��,
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MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER l��
MEETING DATE: APRIL 15, 2008
SUBJECT: APPROVAL OF THE PURCHASE OF A 2008 TRACTOR FOR
THE GOLF COURSE
RECOMMENDATION:
City Councii to consider approval of the purchase of a 2008 tractor with loader and box
blade from Zimmerer Kubota in the total amount of$26,503.
FUNDING SOURCE:
Funds were budgeted in account 325-48860-340-08 Capital Equipment/Machinery and
Equipment/Golf Maintenance in the amount of$35,000.
BACKGROUND:
� In accordance with purchasing policy, Staff solicited written quotations for this purchase.
House Bill 3506 raised the formal bid limit requirement from $25,000 to $50,000.
Effective September 1, 2007, formal bids and advertisements are not required for
purchases under $50,000.
This purchase is for a 2008 tractor with loader and box blade for the Golf Course
Maintenance Division. This tractor will replace a 1991 Ford Tractor that is over 17 years
old. The current tractor meets the Fleet Replacement Criteria in time in service and
special circumstances. A copy of the criteria worksheet is attached for review.
Staff solicited nine written quotations for the purchase of the new unit and received six
responses. Two of the responses submitted a base and an alternate bid. Five of the
vendors were non-responsive. A set of specifications were issued with the request for
quotations. The specifications were specific to the type of terrain for which the tractor
would be used.
Fleet Services and Golf Maintenance Staff reviewed the tractors offered from each
vendor and made vendor visits to determine which response best met the requested
specifications. It was determined that the first three lowest offers did not meet the
requested specifications in several critical areas. The fourth lowest bid from Zimmerer
Kubota (bid alternate #2) met all of the specifications with the exception of the
transmission specification. This specification is not considered critical to the tractor
� requirements. A review of the specifications for each vendor is attached for review.
April 10, 2008 (10:40AM)
The specifications also notified each vendor that the award would be based on the
lowest offer received that best met each of the specifications.
Because the Zimmerer Kubota bid (Alternate bid #2) was the lowest bid that best met all
of the requested specifications, Staff recommends an award to this vendor in an amount
not to exceed $26,503.
CD
April 10,2008 (10:40AM)
For
RFQ 01052008-836
Each of the following specifications was included with the request for quotation:
Low Bid: Saginaw Implement (Bid #1)
• Did not meet the hydrostatic or automatic transmission specification (not a critical
specification)
• Did not have a shuttle shift (not acceptable for Golf Course application)
• Did not have High/low range (not acceptable for Golf Course application)
• Did not have live PTO ((not acceptable for Golf Course application)
Next Low Bid: Zimmerer Kubota (Bid #1)
• Did not meet the hydrostatic or automatic transmission specification (not a critical
specification)
• Did not meet wheel weights. (Quoted liquid) The department must have cast iron
weights
Next Low Bid: Saginaw Implement (Alternate Bid #2)
• Did not meet the hydrostatic or automatic transmission specification (not a critical
specification)
• Did not have high/low range (not acceptable for Golf Course application)
• Did not have live PTO (not acceptable for Golf Course application)
• Was not a two-wheel drive (only four-wheel) (not acceptable for Golf Course
application)
Next Low Bid: Zimmerer Kubota (Alternate bid #2)
• Did not meet the hydrostatic or automatic transmission specification (not a critical
specification)
All other bids were higher in price.
April 7,2008 (12:07PM)
C�� af Grap�vie��
Ft��t �t��[�cerr���t Criter�a
t�ctit: 4Q8f�F�
Make: Ford
Style: 345C Tractor
Modef: 1991
Mileage: 1800 hrs.
Purchase price: $21,000.00
Acc�uired date: 01/01/91
Ag@: 16 Yrs. 10Mos.
Lifetime repaircost: $1,300.00
Totai Lifetime iVfaintenance: $2,450.00
�aintenance Percentage
of Purchase price: 12%
Budgeted FY 07 -2008
Budgeted Funds: $35,000.00
Depa�tment: Golf Maint.
Fun�/�ccount: 340-2
Unit meets Rep{acement Criteria: Yes [�o
Life cycle cost X
R�iileage X
l"ime in Service X
Special
Circumstances X
iY���:
Parts hard to find
Engine Lacks po�er and needs rebuilt
Hycfrauiics poor
0 0
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