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Home My WebLink About1998-04-01 PACKET 04.P.REQUEST tJF CITY GOU�ICIL ACTIOIV COUNGIL AGENDA MEETING ITEM # DATE 04l01/98 � , °P.EPARLD BY Fublic Works Les Surshten ORIGINATING DEPARTMENT STAFF AUTHOR ��,.��.<�W.��..,�<«�>��.��,«��<��»<�.�. COUNCIL ACTION REQUEST Approve specifications for the purchase of one (1) new 1998 11-foot wide, 4-wheel diesel rotary mower. Also, set bid date and time. BUDGET IMPLICATION: SOURCE $ 45,000 $ Equip. Replacement BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SUPPORTING DOCUMENTS � MEMOlLETTER: Mark Olson, 3/26(98 Q RESO�UTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOPviMENDATION: � OTHER: bid documents ADMINISTRATORS COMMENTS !i �� , � � , �� i ; � � �,1� ��1-�<� _ � City Administrator , �, ; Date * * * * * * 1: # * * * :k * k 'k * * 'k 'k t Ye :4 k * * 'k * * * i * * Y: %� 4� k * * * * k 'k * * * k * :F COUiVCIL RCTIdN TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER • ' . � To: Les W. Burshten, Public Works Director From: Mark Olson, Auto Service Foreman Date: March 26, 1998 Subject: Approval of Specifications for a New Rotary Mower (approximately 11 feet wide) ISSUE Included in the 1998 Equipment Replacement Schedule is the purchase of a new 16' rotary mower for the parks mai�tenance division. The budgeted amount is $45,000 with the trade of a 1991 Jacobson 16' rotary mower. DISCUSSION During the past several months, discussions have taken place with John Fredrickson, Bonnie Schroeder and park maintenance personnei regarding the purchase of a new mower. Staff have looked at turt maintenance equipment used to maintain existing athletic turf and have discussed changes that they feel need to be made in the future to keep pace with a growing park system. In 1998, the City wili be maintaining approximately 40 additional acres of athletic turf at Grey Cloud Elementary Schooi, Kingston Park, and Arbor Meadows Park. The consensus of park personnei is that the City should keep the existing 1991 Jacobson 16' rotary mower and purchase a new 11' foot rotary mower. There are a number of reasons to support their recommendation. Maintenance Personnel wiil be able to more effectively maintain athietic fields in a timely and cost efficient manner. It will reduce the amount of time spent mowing large turf areas with existing 6' mowers. . The new 11' mowers are very versatile, easy to operate, and can be safely operated by seasonai employees with proper training. During the past several years, a number of significant maintenance repairs were performed on the 1991 Jacobson which we feel has extended the useful life of the unit for several more years. • The cost of a new 16' mower is $52,200 in comparison to the cost of an 11' mower at $38,400. • The estimated cost savings of $6,6Q0 ($45,000 budgeted versus $38,400 estimated purchase price) realized by purchasing an 11' mower rather than the 16' mower can be applied to the unanticipated roof repairs to the Public Works Facility. Staff Recommendation Staff would request authorization to proceed with the planned purchase of an 11' mower and defer trading in of the 1991 Jacobson 16' mower until the year 2000. Staff would further request approval of the attached specifications and set bid date and time. Piease place this issue on the Aprii 1, 1998 agenda for consideration and approval. A4tachments ADVERTISEMENT FOR BIDS NOTICE TO DEALERS Sealed bids wili be received by the City Councii of the Gity of Cottage Grove, Washington County, Minnesota, in the office of the Director of Pubiic Works, 8635 West Point Douglas Road, until 11:00 a.m., Monday, April 20, 1998, at which time they will be publicly opened and read aloud for the furnishing of the following: One (1) new 1998 11-foot wide, 4-wheel diesel rotary mower Specifications, proposal forms and contract documents may be seen at the o�ce of the Public Works Director, 8635 West Point Dougias Road, Cottage Grove, Minnesota 55016. Each bid shall be accompanied by a bidder's bond, certified check, or cash deposit in an amount equai to at least five per cent (5%) of the amount of the bid which shall be forfeited to the city in the event that the successful bidder fails to enter into a contract. The City Council reserves the right to retain the deposits of the three lowest bidders for a period not to exceed 30 days after the date and time set for the opening of bids. Payment will be by cash or check. Suppliers desiring a copy of the specifications and proposal forms may obtain them from the public works o�ce. The City Council reserves the right to reject any and all bids, to waive irregularities and informalities therein, and further reserves the right to award the co�tract to the best interest of the city. Caron Stransky City Clerk City of Cottage Grove Washington County, Minnesota Publish in Bulletin - Week of April 6 and April 13 Proposalfor One (1) New 1998 11-Foot Wide 4-Wheel Diesel Rotary Mower Opening Time: 11:00 a.m. Opening Date: Monday, Aprii 20, 1998 City of Cottage Grove Public Works Department 8635 W. Point Douglas Road Cottage Grove, Minnesota 55016 We, the undersigned, have examined the bid documents, and hereby agree to furnish the following: One (1) new 1998 11-foot wide, 4-wheei diesel rotary mower Description and Model Cost for new 1998 11-foot wide, 4-wheel diesel rotary mower: Add sales tax (6-1/2%): TOTAL COST Descriptive literature and complete accessory and specification iist is included. The undersigned further proposes that upon written notice of acceptance of bid, the complete unit with the specified items will be delivered in days. Accompanying this bid is a bidder's bond, certified check, cash deposit, in the amount of dollars cents, which is at least five per cent (5%) of the amount of my/our bid payable to the city and the same is subjec4 to forfeiture in the event of default on the part of the undersigned or failure on the part of the undersigned to execute the prescribed contract and bond within fifteen (15) days after its submittal to me/us. It is understood that bids may not be withdrawn for a period of 30 days after the date and time set for the opening of bids. In submitting this bid, it is understood the city retains the right to reject any and ail bids, to waive irreguiarities and informaiities therein and to award the contract in the best interest of the city. Proposai Page 2 Respectfully submitted, (A Corporation) (An Individual) Name of Bidder (A Partnership) Address (-1 Telephone Number By: Signature Printed name of signer Title Bids\Proposal 98 Mower SPECIFICATIONS FOR ONE (1) NEW 1998 11-FOOT WIDE 4-WHEEL DIESEL ROTARY MOWER Specifications! Questionnaire Yes_No_ Yes No Blades Extra complete set of standard cut with mounting adapters. Brakes, Parkinp Independent disc on drive line. Yes No Brakes, Service dynamic braking from transmission, hydraulic disc brakes on front wheels. Yes_No_ Yes_No_ Yes No Yes Coolinp Pressurized, sealed cooling system, coolant capacity: 2 gallons. Cuttinq Heiqht 1 inch to 5-1/2 inches. Deck Discharae Rearward all decks. No_ Electrical System 12 volt electrical system, 45 amp alternator, 750 CCA heavy-duty battery. Yes_No_ Yes_No_ Yes_No_ Engine Watet cooled diesei engine, minirr�um 51 horsepower. Fuel Capacity 20 gallon minimum. Ground Clearance 8 inch minimum. 134 cubic inch displacement, Yes_No_ Ground Speed Ground speed is to be infinitely variabie from 0-15 mph forward and 0-6 mph reverse. Yes_No_ Implement Drive Each blade individually driven by a hydraulic motor. Three cutting decks with the ability to run the decks in any combination. Cutting units disengage automatically when raised. Rotary Mower - 2 Yes_No_ Instruments Voitmeter, hourmeter, tachometer, water temperature gauge, fuel gauge. Yes_No_ Lights One Whelen model 800D amber low profile mounted under top of ROPS with switch. Yes_No_ Manuals One copy of each manuals. service, parts, technical and operator's Yes_No_ Yes_No_ Mowing Width 11-foot minimum. Mulcher Standard mulcher kit. Yes_No_ ROPS Unit shail be equipped with OSHA approved rollover protection system and seatbelt. Yes_No_ Safety Interlocks The unit shali be equipped with a safety interlock system that will prevent the engine from starting if the traction pedal is not in neutral or any cutting deck is engaged. Yes_No_ Yes_No_ Yes_No_ Seat Adjustable seat with high back and arm rests. S.M.V. Siqn Instailed on rear of unit. Steerinp Power, rear wheel, tilt steering wheel. Yes No Tires & Wheels Front drive tires 26 x 12-12 ply, rear tires 23 x 10.5-12 piy, deck caster wheels 4 x 11 pneumatic. Yes_No_ Traction System Hydrostatic close loop system with speed regulated by on foot operated pedal. Selectable 2-wheel drivel4-wheel drive with 4- wheel drive available in reverse. Operator activated front differentiai lock. Yes No Transmission Hydrostatic. Rotary Mower - 3 Yes_No_ Turning Radius 20 inch uncut circie. - Yes_No_ Warrantv Mi�imum 2-year/1500-hour fuil machine warranty including parts, labor and transportation cost. . .:.. The mower is to be delivered to the City of Cottage Grove Public Works Department. Mower to be completely serviced and ready for use upon delivery. Upon delivery, the equipment manufacturer or vendor shall conduct an in-depth session detailing proper and safe operation, care and maintenance. This training session shall be given at Cottage Grove Public Works by a qualified service representative. A complete set of manufacturer's specifications and illustrated descriptions shall be furnished with each bid. Equipment furnished shall meet ail OSHA requirements. If warranty repairs should keep unit out of service for more than 72 hours, the successful bidder shall be required to furnish the city (at no cost) with a machine of equal or greater capacity. The equipment shali be the manufacturer's currently advertised production model. The unit is to be equipped with all of the manufacturer's standard advertised features, whether or not specificaily addressed in these specifications. Exceptions taken must be listed on a separate sheet entitled "Exceptions to specifications." Exceptions to specifications shall inciude a description of the equipment, performance, and list data and other available information pertinent to making an evaluation. The burden of proving adequacy of exceptions to specifications shali be upon the bidder. Decisions as to the adequacy and acceptance of proposed exceptions to specifications will be made by the City of Cottage Grove and the city's decision shall be final. Failure to list exceptions separately may result in disqualification. Specs\98MOwer