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HomeMy WebLinkAbout9E - Purchase Of Turf Seeder MEETING DATE: AGENDA # PREP ARED BY: APPROVED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT April 17, 2000 9E AL FRIEDGES, PARKS SUPERVISOR PAUL HOKENESS, PARKS & RECREATION ~~TOR CONSIDER APPROVAL OF RESOLUTION O~ TO PURCHASE ONE (1) TURF SEEDER 33 Historv The purpose of this agenda item is to consider authorizing the purchase of one (l) Turf Seeder. This piece of equipment is utilized annually for overseeding approximately 28 acres of established turf areas. Yearly as part of the Capital Improvement Program, the City Council adopts an equipment replacement fund and matrix. The purpose of the equipment fund and matrix is to identify and budget for equipment and vehicles which need replacement due to age and wear, or for additional equipment which needs to be purchased. All equipment identified in the matrix is subject to Council approval regardless of price. Current Circumstances The Parks Maintenance Department utilizes this piece of equipment for overseeding established turf areas, particularly high traffic areas on our athletic fields where seed is needed to enhance additional growth. Tire Issues This turf seeder is designed for preparing seed beds on established turf areas. Typically, this piece of equipment is used on athletic fields and areas that have excessive turf damage. This seeder is capable of aerating (loosening the soil) and distributing grass seed on compacted and high wear areas. The seeder being replaced is a 1989 Jacobson Slit Seeder which will be traded in. This machine receives tremendous abuse while applying seed in compacted and established turf areas. This seeder is '\vorn out" and has become difficult to calibrate. The new seeder can be calibrated for precise seed distribution and seed bed preparation. Precise seed distribution is important for two reasons. The first reason is to do an effective job distributing seeds evenly, the other reason is money. The current price of grass seed is $1.90 per pound, and prairie mix is $20.00 per pound. Each year we spend approximately $7,600.00 on various grass seeds. Over the lifetime of this piece of equipment (8 years), this represents over $60,000.00 of grass seed (at today's prices). Annually, the Parks Maintenance crews apply approximately two (2) tons of seed. This piece of equipment is not available through the State of Minnesota Cooperative Purchasing Agreement. Therefore, in accordance with state statute and city purchasing AGSEEDER,DOC 1 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER policy, we solicited written quotes. Two were received, one from Wahl's Equipment and the other from R.A.S. Wahl's bid $6,995.00 and R.A.S. being $8,345.00. Wahl's also offered $200.00 for trade in while R.A.S. was not interested in our trade in. Conclusion The city purchasing policy requires that for purchases between $5,000 and $15,000 written quotations are required from at least two sources. Typically, the city manager would have authority to make this purchase, but since it is part of the equipment matrix and not part of the city budget, City Council approval is sought. There is $8,252.00 (tax not included) identified for the purchase of one (I) seeder in the Parks & Recreation Department Equipment Matrix which was identified in the Capital Improvement Program. FISCAL IMPACT: Cost Recoverv Summary 1. I Equipment Description: I 1989 Jacobson Seeder I Seed A - Vator 2. I Equipment Condition: I Poor I New 3. I Equipment Hrs./Miles IN/A IN/A 4. I Primary Use I Seeding I Seeding 5. I Useful Life/Depreciation Term: I 8 Years I 8 Years 6. I Equipment Age: I II Years I New 7. I Acquisition Date: 11989 12000 8. I Acquisition Cost: I $4200.00 I $6995.00 9. I Matrix Budget Amount: I N/A I $8,252.00 plus tax 10. I Depreciation: I $4,000.00 IN/A II. I Present/Trade-in Value: I $200.00 IN/A 12. I Freight and Set-up I N/A I $245.00 13. I Projected Equipment Retention Schedule: IN/A I 8 Years 14. I Net Cost After Trade-in: I N/A I $7,040.00 15. I Total Cost Including Tax: IN/A I $7,468.68 Existing Equipment Replacement Equipment AGSEEDER.DOC 2 . AL TERNA TIVES: RECOMMENDED MOTION: REVIEWED BY: AGSEEDER.DOC Citv Council Purclrasinl! Criteria At the February workshop, the City Council discussed purchasing for the year 2000. Some guidelines were discussed and the purchasing policy was reviewed. The criteria the Council discussed and how this purchase addresses each criteria is shown below: Use Minimum Requirement Specification Not Listed Wants The work performed by this piece of equipment dictates the type of seeder that is used. This seeder is used spring and fall, (the optimum seeding window for germination), and will be replacing a 1989 model. Use Functional Requirements Not An Individual Manufacturers Specification Based on our experience, slit seeders are the only type of seeders that will perform under established turf applications. In this instance, bids were received from Wahl's Equipment and R.A.S. Equipment for the same type of seeders. Receive Where Possible Three Real Bids Bids were received from two (2) bidders with a difference of $1,993.74 from high to low. These are the only two (2) suppliers of this type of seeder in the Midwest. Time For The City Council To Act If the City Council desires additional information, they can call Al Friedges, Parks Maintenance Supervisor at 440-9675, or this item could be deferred and further data could be researched. Utilize Some Form Of Financial Analysis To Support The Purchase This piece of equipment which we are requesting approval to purchase is not available to rent. To obtain germination, seeding must be performed in the early spring and/or mid-fall. Optimum weather and soil conditions are also necessary. It is very important that this piece of equipment be available when these optimum conditions occur. The alternatives are as follows: I. Approve Resolution OO-xx authorizing the trade-in of our currently owned 1989 Jacobson Seeder for $200.00 and purchase one (1) Seed A-Vator (Seeder) for the cost of $7,468.68 (tax included). 2. Table this item. 3. Deny this item. 3 33 RESOLUTION oV ~ OLUTION APPROVING THE PURCHASE OF ONE (1) TURF SEEDER MOTION BY: ~~ SECOND BY: JP WHEREAS, the 2000 Equipment Replacement Fund & Matrix identifies the purchase of one (1) replacement turf seeder; and WHEREAS, the turf seeder being replaced is a 1989 Jacobson Seeder; and WHEREAS, pursuant to state law and city purchasing policy, written quotes were received from: Vendor Wahl's Equipment R.A.S. Make & Model Seed A-V ator Seed A- Vator Price $6,995.00 $8,345.00 Trade-in $200.00 N at interested Sub-Total $6795.00 $8,345.00 Tax $428.68 $542.42 Freight & Set-up $245.00 $575.00 Total $7,468.68 $9,462.42 WHEREAS, the lowest responsible quote is submitted by Wahl's Equipment in the total amount of $7,468.68. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, to approve the purchase of one (1) Seed A - Vator from Wahl Equipment and further that the trade in of the existing 1989 Jacobson Seeder is hereby authorized. Passed and adopted this 17th day of April, 2000. YES NO Mader \ I Mader Ericson \ I Ericson Gundlach Gundlach Petersen ^ Petersen Schenck / Schenck I { Seal } City Manager City of Prior Lake 16200~I€H~9tek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER .