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TO: Mayor Richard C. Irvin
FROM: Derrick Winston, Asst. Superintendent Fleet & Facilities Maintenance
DATE: April 24, 2019
SUBJECT:
A Request to Approve the Purchase of Two Replacement Utility Machines from Atlas Bobcat in the amount of $90,006.00.
PURPOSE:
To ensure that Fleet & Facilities Maintenance Division employees have dependable and efficient equipment.
BACKGROUND:
The City of Aurora currently owns and operates Bobcat Toolcat utility machines to maintain the grounds at the transit centers, police headquarters, and Downtown Aurora. Spring through autumn primary maintenance functions include: loading, landscaping, hauling, watering, surface cleaning, and distribution of tablets for mosquito abatement. During winter months snow plows, brushes, blowers, brine sprayers, and salt spreaders are installed on the machines for snow and ice removal operations.
Standardization of the utility machines to the versatile Toolcat has resulted in efficient operations due to interchangeable attachments, employee familiarity and machine simplicity. Maintenance time and cost are also reduced due to uniformity.
The estimated service life of the Toolcat is approximately eight years on average but varies depending on care and operation. The two oldest machines were purchased new in 2012 and have performed well but are now seven years old. These machines are regularly operated in harsh conditions especially when spreading salt during snow removal events. Frequent exposure to salt has accelerated the corrosion and component wear of the machines which has reduced reliability and increased maintenance. As a result, both machines have been recommended for replacement.
DISCUSSION:
To increase longevity and reduce operating costs, vulnerable areas of new machines will be coated with corrosion inhibitor prior to delivery. To further prevent premature corrosion, a comprehensive cleaning program has been implemented which includes the regular application of a salt neutralizing agent.
There is no need to purchase additional components or attachments. All existing accessories are compatible with and will be transferred to the new machines. To reduce the purchase cost and avoid unnecessary maintenance associated with additional inventory, the two outgoing machines will be traded.
The City of Aurora participates in Sourcewell, formerly known as the National Joint Purchasing Alliance, for the purchase of replacement and additional vehicles. This program bids vehicles for purchase allowing the City to satisfy our own bidding process with less effort and using a greater purchasing power to get lower prices. Due to the use of the cooperative purchasing program, local preference does not apply.
Atlas Bobcat, located at 106 Beaver St., Yorkville, IL 60560 is the regional Bobcat distributor that will supply two Toolcat machines, using Sourcewell, for an initial quoted price of $141,160.00. A Sourcewell discount in the amount of $15,654.00 combined with trade in allowances totaling $35,500.00 for the two outgoing machines reduces the final quoted price to $90,006.00.
Monies for this purchase will be drawn from the following accounts:
530-4433-437.74-99 $44,753.00 ($ 80,000.00 budgeted)
530-4434-437.74-99 $45,253.00 ($ 80,000.00 budgeted)
Atlas Bobcat has no outstanding debt with the City.
A price quote, comparative sales, product images, and contract documents are attached.
IMPACT STATEMENT:
N/A.
RECOMMENDATIONS:
That the City Council adopts a resolution to authorize the purchase of two replacement Toolcat utility machines for the Fleet & Facilities Maintenance Division.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing the Purchase of two Bobcat Toolcat Utility Machines for the Fleet & Facilities Maintenance Division, from Atlas Bobcat in the amount of $90,006.00, using Sourcewell.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, two of the oldest ToolCat utility machines in the City of Aurora inventory, purchased new in 2012, have been recommended for replacement; and
WHEREAS, the City of Aurora participates in Sourcewell for the purchase of replacement and additional vehicles; and
WHEREAS, Atlas Bobcat, located at 106 Beaver St., Yorkville, IL 60560 has provided a quotation in the amount of $90,006.00, using Sourcewell pricing. The quotation includes a total trade in allowance of $35,500.00 for the two outgoing machines.
WHEREAS, $80,000.00 is budgeted in account 530-4433-437.74-99 of which $44,753.00 will be disbursed and $80,000.00 is budgeted in account 530-4434-437.74-99 of which $45,253.00 will be disbursed for this purchase; and, is hereby submitted to the City Council for approval;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the City Council adopts a resolution authorizing the purchase of two Bobcat Toolcat utility machines for the Fleet & Facilities Maintenance Division in the amount of $90,006.00 from Atlas Bobcat, and the Purchasing Director is hereby authorized to issue the necessary purchase order.