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4. Tractor and Mower replacement purchase 2SCANDIA Staff Report Date of Meeting: March 17th, 2020 Postponed to April 1, 2020 Work Session To: Mayor, City Council From: Adam Hawkinson, Director of Public Works Re: Tractor ROW mower replacement 2020 Background: The City of Scandia has a Right of Way (ROW) maintenance ordinance that stipulates the ROW's are mowed twice a year. It is in the best interest for the city to keep the ROW clear and free of volunteer trees and excessive vegetative growth. The John Deere 6410 ROW tractor mower has been a part of the equipment inventory since 1999. It was scheduled for replacement in 2009, 2013, 2015 and 2017. In 2017 it was pushed back because of the plow truck purchase. The tractor is now over 20 years old and has had two sets of mowers on it, two different brushing heads and cost the city $9,000 to fix last year when the planetary needed repair. The equipment has reached a point where repairs are imminent and will cause additional down time for each repair. Staff has researched the renting of a similar machine but those costs exceed what the city would spend by owning the machine. Another factor is only the brushing mowers were available for rent at this time and not flail mowers. The approximate total for renting for 15 years would exceed $225,000 using the brush mower rates as a gauge. Staff is also looking into other ways to use the tractor. In order to maintain the City's gravel roads more efficiently and effectively, the tractor could also be used to pull a Road Maintainer which is more operator friendly than the John Deere grader. Issue Public Works Staff is requesting City council approve the purchase of a tractor and mower units. Proposal Details: Staff has received quotes using Sourcewell pricing through the vendors. The quotes for the equipment are attached. The tractors are quoted separate from the mowers. There are two mowers, a standard swing flail mounted on the front or rear of the tractor and a boom mower needed for mowing further out into the ditch which is mounted on the side of the tractor. The tractors come with agricultural tires. Switching over to a road tire cost is anywhere from $1,800 to $3,500 depending on the dealer and the tire quoted. The switch needs to occur due to the mower weight on the one side of the machine. There are several package options for the Council to consider. If the City would like to go with Bomford mowers, there is a cost for adding the PTO and front lift arms and that price is broken out and included in the Case quotes but not the JD tractor quote. John Deere feels their set up with Alamo is more cost effective. Fiscal Impact: There is $131,000.00 appropriated for the purchase in the 2020 CIP equipment fund. Options: Tractor: Trade funds for the 6410 tractor we currently own include in the numbers shown. Option one is to equip the tractor with all Alamo mowers. There is a rear flail and a side boom mower with this option. The complete package cost is: $130,954.32. Option two is to go with all Bomford mowers. With Bomford the front mower is a swing flail that you usually see on the back of the tractor and the boom runs off the back but swings forward to mow alongside the tractor. The complete package cost is: $147,404.40. Option three is to go with all Diamond mower products. With this option they replace the ditch side window with plexiglass, and there are tire sizes required so there would have to be a tire upgrade. The complete package cost is: $132,500.88 Option four is to mix the brands. John Deere - Bomford rear flail with the Alamo boom. The complete package cost is: $128,444.85 Recommendation: Option #1 Attachments: Specifications for John Deere, New Holland, and Case. RUEMAN 14E"�L�T�FR�S 1600 Hwy 55E Buffalo MN, 55313 Todays Date: 211212020 Item Order Code Phone: (763) 682-2200 Sales Contact Fax: (763) 652-6141 Seth Strehler Cell: (763) 286-3658 SCANDIA, MN 55073 Email: seth@welters.net Adam Hawkinson Email Quote Expires Primary Phone CONTRACT Quote for: City Of Scandia 651-32518 Case IH Mamurn 115 AD4 Grand Total Description Price .020.02 Bamford Raptor 78" rear mower pr Wam -JARM107inkli nRowaEre97 N Bill To Name CIN OF SCANDIA MINNESOTA Bill To 15044 SCANDIA TRAIL N SCANDIA, MN 55073 Date 211312020 Ship To Name CITY OF SCANDIA MINNESOTA Ship To 15040SCANDIATRAIL N SCANDIA, MN 55073 Contact Name Adam Hawkinson Email a.hawkinson@ci.seandia.mn.us Primary Phone 651-4335223 Mobile Phone 651-32518 $ 17.000.00 75 Heavy Duty Rear Swing Flail (9,500 lbs or larger tractor) (reverse cuttershaft 1.00 RSF075-C 20,769.00 $16,616.00 $16,615.00 rotation unless otherwise noted) Total Cost $16,615.00 Freight $425.00 Grand Total $17,440.00 Lead Time 4--6 weeks Contract Name MN State Contract 154501 RUEMAN �Cell: kvM��FLYERS Phone: (763) 682-2200 Fax: (763) 682-6141 Sales Seth Contact Strehler (763) 286-3658 1600 Hwy 55E Buffalo MN, 55313 Email: seth@welters.net Quote Expires Sourcewell Member# CONTRACT Todays Date: 3/06/2020 Quote for: City Of Scandia Case IH Maxxum 115 AD4/Bomford Mower Item Order Code Description Price CASE IH MAXXUM 115 4 CYLINDER 115HP $ 113,371.00 OPERATOR STRUCTURE 391610 CAB WITH FIXED FRONT SCREEN $ - RADIO 743714 DELUXE RADIO WITH BLUETOOTH $ 512.00 STORAGE BOX/SEAT 390905 LESS LH FRONT BOX $ - REAR CAB STORAGE BO 390906 LESS REAR CAB STORAGE BOX $ - CLIMATE CONTROL 392701 AIR CONDITIOING $ - REAR WIPER/WASHER 758348 REAR WINDOW WIPER $ 448.00 REAR SUNSHADE X92911X NO REAR SUNSHADE $ - LUXURY PACK 391152 STANDARD STEERING WHEEL $ - STEERING COLUMN 391630 STANDARD STEERING $ - AUDIBLE INDICATOR 758504 SELF CANCEL+ AUDIBLE TURN $ - RR MIRRORS 759153 2 TELESCOPING MIRRORS $ 277.00 INSTRUMENT PANEL 743902 ENHANCED INSTRUMENT $ 172.00 HOOD LIGHTS 759446 BASIC HOOD LIGHTS $ - WORK LAMPS 758593 8 HIGH POWER LED LOW-ROOF ROTARY BEACON 758489 ROTARY BEACON LEFTHAND SIDE $ 418.00 BRACKET MONITOR 392440 LESS MONITOR BRACKET $ - ENGINE 392194 T413 ENGINE WITH BOOST $ - ENGINE OPTIONS 392300 STANDARD COOLING FAN $ - CHARGING SYSTEM 758557 150AMP ALTERNATOR $ - ENGINE SPEED MNGMNT 390465 LESS ENGINE SPEED MANGEMENT $ - WEATHERPACK 758402 GRID HEATER+110V PACK $ 405.00 BATTERY 392499 STD DUTY BATTERY 140AH $ - FUEL TANK 759128 STD FUEL TANK WITH GUARD 55.4 GAL $ - TRANSMISSION 392195 40KPH 16X16 LESS AUTOSHIFT $ - 3 POINT RAMS 390911 6990LBS CAPACITY $ - 3POINT LINKS 758451 CATII FLEX LINKS TELESCOPING ENDS $ - HYD PUMP 758441 113L PER MIN CCLS PUMP $ 1,656.00 REAR REMOTES 743685 4 MECHANICAL REAR REMOTES $ 2,461.00 POWER BEYOND 390710 POWER BEYOND CAPPED OFF $ (180.00) FRONT AXLE 758425 CLASS 4 HYDRAULIC LOCK $ 1,260.00 FRONT WHEELS/TIRES 8241901 380/85(14.9)R28R1W $ - REAR AXLE 758432 HD BAR STEEL MULTI-DIFF $ 1,489.00 REAR WHEELS/TIRES 8328401 460/85(18.4)R38 R1 W $ FENDER PTO CONTROL 392803 FENDER MOUNTED CONTROLS $ - FRONT FENDERS 758505 FRONT FENDERS 420MM $ 786.00 MOUNTING BRACKETS 758478 ENGINE SIDE RAIL KIT $ 973.00 FRONT BALLAST 758562 WEIGHT CARRIER WITH HOOK $ 261.00 WHEEL WEIGHTS 759137 1764 POUNDS 2 X 331 / 2 X 551 POUNDS $ 1,563.00 BRAKE PACK 390166 STANDARD BRAKE DISCS $ - TRLR BRK VLV 390711 LESS TRAILER BRAKES $ - RADAR 390703 LESS RADAR $ - BATTERY 758407 HD BATTERY 176AH $ - CONTINUED ON NEXT PAGE Sub Total $ 125,872.00 Sourcewell 30% Contract Discount $ (37,761.60) Total $ 88,110.40 John Deere 6410 With Mowers/Loader Trade In $ (22,000.00) Total $ 66,110.40 Inbound Freight $ 1,560.00 Tax ST3 Form TIRE SWAP Alliance A550 from Factory R1 Ag Tire $ 3,500.00 Tractor Grand Total $ 71,170.40 AFTERMARKET ATTACHMENTS FRONT HITCH/PTO 1 ZUIDBERG FRONT HITCH/PTO $ 12,769.00 FRONT MOUNT MOWER 1 BOMFORD RAPTOR 1200 50" RH MOUNT $ 14,206.00 91.012.02 REAR MOUNT BOOM MOWEF 1 BOMFORD HAWK EVO VFA 6.0 WITH $ 49,259.00 PROTRIM HEAD/MP44 FLAILS Aftermarket Total $ 76,234.00 Package Grand Total $ 147,404.40 Approve here to accept order RUEMAN �Cell: kvM��FLYERS Phone: (763) 682-2200 Fax: (763) 682-6141 Sales Seth Contact Strehler (763) 286-3658 1600 Hwy 55E Buffalo MN, 55313 Email: seth@welters.net Quote Expires Sourcewell Member# CONTRACT Todays Date: 3/05/2020 Quote for: City Of Scandia Case IH Maxxum 115 AD4 for side boom mower Item Order Code Description Price CASE IH MAXXUM 115 4 CYLINDER 115HP $ 113,371.00 OPERATOR STRUCTURE 391610 CAB WITH FIXED FRONT SCREEN $ - RADIO 743714 DELUXE RADIO WITH BLUETOOTH $ 512.00 STORAGE BOX/SEAT 390905 LESS LH FRONT BOX $ - REAR CAB STORAGE BO 390906 LESS REAR CAB STORAGE BOX $ - CLIMATE CONTROL 392701 AIR CONDITIOING $ - REAR WIPER/WASHER 758348 REAR WINDOW WIPER $ 448.00 REAR SUNSHADE X92911X NO REAR SUNSHADE $ - LUXURY PACK 391152 STANDARD STEERING WHEEL $ - STEERING COLUMN 391630 STANDARD STEERING $ - AUDIBLE INDICATOR 758504 SELF CANCEL+ AUDIBLE TURN $ - RR MIRRORS 759153 2 TELESCOPING MIRRORS $ 277.00 INSTRUMENT PANEL 743902 ENHANCED INSTRUMENT $ 172.00 HOOD LIGHTS 759446 BASIC HOOD LIGHTS $ - WORK LAMPS 758593 8 HIGH POWER LED LOW-ROOF ROTARY BEACON 758489 ROTARY BEACON LEFTHAND SIDE $ 418.00 BRACKET MONITOR 392440 LESS MONITOR BRACKET $ - ENGINE 392194 T413 ENGINE WITH BOOST $ - ENGINE OPTIONS 392300 STANDARD COOLING FAN $ - CHARGING SYSTEM 758557 150AMP ALTERNATOR $ - ENGINE SPEED MNGMNT 390465 LESS ENGINE SPEED MANGEMENT $ - WEATHERPACK 758402 GRID HEATER+110V PACK $ 405.00 BATTERY 392499 STD DUTY BATTERY 140AH $ - FUEL TANK 759128 STD FUEL TANK WITH GUARD 55.4 GAL $ - TRANSMISSION 392195 40KPH 16X16 LESS AUTOSHIFT $ - 3 POINT RAMS 390911 6990LBS CAPACITY $ - 3POINT LINKS 758451 CATII FLEX LINKS TELESCOPING ENDS $ - HYD PUMP 758441 113L PER MIN CCLS PUMP $ 1,656.00 REAR REMOTES 743685 4 MECHANICAL REAR REMOTES $ 2,461.00 POWER BEYOND 390710 POWER BEYOND CAPPED OFF $ (180.00) FRONT AXLE 758420 CLASS 3 HYDRAULIC LOCK $ 333.00 FRONT WHEELS/TIRES 8240402 380/85(14.9)R24 A8 $ 318.00 REAR AXLE 758432 HD BAR STEEL MULTI-DIFF $ 1,489.00 REAR WHEELS/TIRES 8365401 460/85(18.4)R34 A8 $ (1,421.00) FENDER PTO CONTROL 392803 FENDER MOUNTED CONTROLS $ - MOUNTING BRACKETS 758478 ENGINE SIDE RAIL KIT $ 973.00 BRAKE PACK 390166 STANDARD BRAKE DISCS $ - TRLR BRK VLV 390711 LESS TRAILER BRAKES $ - RADAR 390703 LESS RADAR $ - BATTERY 758407 HD BATTERY 176AH $ - CONTINUED ON NEXT PAGE Sub Total $ 121,232.00 Sourcewell 30% Contract Discount $ (36,369.60) Total $ 84,862.40 John Deere 6410 With Mowers/Loader Trade In $ (22,000.00) Total $ 62,862.40 Inbound Freight $ 1,560.00 Tax ST3 Form TIRE SWAP Alliance A550 from Factory R1 Ag Tire $ 3,500.00 Tractor Grand Total $ 67,922.40 Approve here to accept order