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3.5 Fleet Purchases - John Deere Gator and Zero Turn Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Parks and Recreation Parks & Recreation Director Jacobs December 12, 2022 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/Finance Director Flaherty 3.5 – Fleet Vehicles STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. x Is a social community with diverse housing, service options, and employment opportunities. x Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending that the City Council approve a fleet vehicle purchase. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The 2023 Fleet Capital Improvement Plan (CIP) includes funding for the purchases of a John Deere Zero- Turn lawn mower and John Deere Gator for the Parks and Recreation Department. The Zero-Turn lawn mower will be used for boulevard mowing and the roundabout approaches on CSAH 39/42. The rear discharge deck allows the clippings to be displaced behind the mower ensuring no grass is discharged on streets or trails. The John Deere Gator would be used by the department for natural resource management as well as daily park maintenance operations. The Gator would allow maintenance staff to better maintain such areas like Davis Farm Park and Highlands of River Pointe. It also would assist with staff transport, trash collection, and the trimming of boulevards. Staff has requested state contract pricing from Midwest Machinery Co. for both items, with the total price of purchase for both pieces of equipment at $55,895.99, which is within the budgeted amount of $59,000 within the 2023 CIP. The Public Works Subcommittee was presented with this information at the August 17 meeting, and the City Council reviewed the 2023 CIP at the October 10 meeting. SUPPORTING DOCUMENTS ATTACHED: • Quote: Midwest Machinery Co. POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the purchase of a John Deere Z997R Zero-Turn Mower and John Deere Gator XUV835R from Midwest Machinery Co. in the amount of $55,895.99. BUDGET INFORMATION FUNDING: BUDGETED: Fund 206 – Capital Equipment Revolving Yes (2023) Quotes of equipment offered through contracts between Deere & Company, its divisions and subsidiaries (collectively “Deere”) and government agencies are subject to audit and access by Deere's Strategic Accounts Business Division to ensure compliance with the terms and conditions of the contracts. Vendor: Deere & Company 2000 John Deere Run Cary, NC 27513 Signature on all LOIs and POs with a signature line Contract name or number; or JD Quote ID Sold to street address (no PO box) Bill to email address (required to send the invoice and/or to obtain the tax exemption certificate Customer: Quotes are valid for 30 days from the creation date or upon contract expiration, whichever occurs first. A Purchase Order (PO) or Letter of Intent (LOI) including the below information is required to proceed with this sale. The PO or LOI will be returned if information is missing. David Saterbak Midwest Machinery Co. 5845 Keats Avenue Sw Howard Lake,MN 55349 Tel: 320-543-2170 Fax: 320-543-2482 Email:dsaterbak@mmcjd.com For any questions, please contact: Ship to street address (no PO box) Bill to contact name and phone number Bill to address Membership number if required by the contract Date:17 November 2022 Offer Expires: 30 December 2022 Confidential Quote Id: 27805886 ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580 UEID: FNSWEDARMK53 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Midwest Machinery Co. 5845 Keats Avenue Sw Howard Lake, MN 55349 320-543-2170 sales@mmcjd.com Prepared For: CITY OF OTSEGO Proposal For: Delivering Dealer: David Saterbak Midwest Machinery Co. 5845 Keats Avenue Sw Howard Lake, MN 55349 sales@mmcjd.com Quote Prepared By: David Saterbak dsaterbak@mmcjd.com ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580 UEID: FNSWEDARMK53 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Midwest Machinery Co. 5845 Keats Avenue Sw Howard Lake, MN 55349 320-543-2170 sales@mmcjd.com Confidential Salesperson : X ______________Accepted By : X ______________ Quote Summary Prepared For: CITY OF OTSEGO 13400 90TH ST NE OTSEGO, MN 55330 Business: 763-238-5492 NJACOBS@CI.OTSEGO.MN.US Delivering Dealer: Midwest Machinery Co. David Saterbak 5845 Keats Avenue Sw Howard Lake, MN 55349 Phone: 320-543-2170 dsaterbak@mmcjd.com Quote ID:27805886 17 November 2022 22 November 2022 Created On: Last Modified On: Expiration Date:30 December 2022 Equipment Summary Selling Price Qty Extended JOHN DEERE Z997R DIESEL NA $ 25,616.36 X 1 =$ 25,616.36 Contract: Sourcewell Grounds Maintenance 031121-DAC (PG NB CG 70) Price Effective Date: November 16, 2022 JOHN DEERE GATOR™ XUV835R (Model Year 2023) $ 30,279.63 X 1 =$ 30,279.63 Contract: Sourcewell Grounds Maintenance 031121-DAC (PG NB CG 70) Price Effective Date: November 16, 2022 Equipment Total $ 55,895.99 * Includes Fees and Non-contract items Quote Summary Equipment Total $ 55,895.99 Trade In SubTotal $ 55,895.99 Est. Service Agreement Tax $ 0.00 Total $ 55,895.99 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 55,895.99 Quote Id: 27805886 Customer Name:CITY OF OTSEGO Selling Equipment Confidential ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580 UEID: FNSWEDARMK53 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Midwest Machinery Co. 5845 Keats Avenue Sw Howard Lake, MN 55349 320-543-2170 sales@mmcjd.com JOHN DEERE Z997R DIESEL NA Hours: Stock Number: Contract:Sourcewell Grounds Maintenance 031121-DAC (PG NB CG 70) Price Effective Date:November 16, 2022 Selling Price * $ 25,616.36 * Price per item - includes Fees and Non-contract items Code Description Qty List Price Discount%Discount Amount Contract Price Extended Contract Price 091STC Z997R DIESEL NA 1 $ 30,269.00 23.00 $ 6,961.87 $ 23,307.13 $ 23,307.13 Standard Options - Per Unit 001A United States/Canada 1 $ 0.00 23.00 $ 0.00 $ 0.00 $ 0.00 1151 26x12N12 Michelin X Tweel Turfs 1 $ 1,399.00 23.00 $ 321.77 $ 1,077.23 $ 1,077.23 1523 72 In. 7 GAUGE FastBack™ PRO Rear Discharge Deck 1 $ 1,600.00 23.00 $ 368.00 $ 1,232.00 $ 1,232.00 Standard Options Total $ 2,999.00 $ 689.77 $ 2,309.23 $ 2,309.23 Value Added Services Total $ 0.00 $ 0.00 $ 0.00 Total Selling Price $ 33,268.00 $ 7,651.64 $ 25,616.36 $ 25,616.36 JOHN DEERE GATOR™ XUV835R (Model Year 2023) Equipment Notes: Hours: Stock Number: Contract:Sourcewell Grounds Maintenance 031121-DAC (PG NB CG 70) Price Effective Date:November 16, 2022 Selling Price * $ 30,279.63 * Price per item - includes Fees and Non-contract items Code Description Qty List Price Discount%Discount Amount Contract Price Extended Contract Price 574BM GATOR™ XUV835R (Model Year 2023) 1 $ 32,619.00 14.00 $ 4,566.66 $ 28,052.34 $ 28,052.34 Quote Id: 27805886 Customer Name:CITY OF OTSEGO Selling Equipment Confidential ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580 UEID: FNSWEDARMK53 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Midwest Machinery Co. 5845 Keats Avenue Sw Howard Lake, MN 55349 320-543-2170 sales@mmcjd.com Standard Options - Per Unit 001A US/Canada 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 182A Less AutoTrac™/ GreenStar™ Harness 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 183B Less JDLink™ Hardware 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 0505 Build To Order 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 1062 27” Predator Heavy-Duty all- terrain radial tires on 14” Yellow Alloy Wheels 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 1950 Less Application 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 2032 Split Bench Seat - Stone Cloth 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 2350 Park Position in Transmission 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 2500 Green and Yellow 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 3003 Cargo Box with Spray In Liner, Brake, and Tail Lights 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 3101 Cargo Box Power Lift 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 4022 Full Door with Side Mirrors 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 4066 Premium HVAC Cab with Green Roof 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 5006 Front Brush Guard 1 $ 426.00 14.00 $ 59.64 $ 366.36 $ 366.36 6313 Winch 1 $ 1,056.00 14.00 $ 147.84 $ 908.16 $ 908.16 Standard Options Total $ 1,482.00 $ 207.48 $ 1,274.52 $ 1,274.52 Technology Options/Non-Contract/Open Market 1880 Less Receiver 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 1900 Less Display 1 $ 0.00 14.00 $ 0.00 $ 0.00 $ 0.00 Technology Options Total $ 0.00 $ 0.00 $ 0.00 $ 0.00 Dealer Attachments/Non-Contract/Open Market BUC10310 Side Mirrors (open station & cab doors) 1 $ 230.33 14.00 $ 32.25 $ 198.08 $ 198.08 BM26391 Horn Kit 1 $ 41.21 14.00 $ 5.77 $ 35.44 $ 35.44 BM26185 Beacon Light 1 $ 318.51 14.00 $ 44.59 $ 273.92 $ 273.92 BM26215 LED Driving Lights (2 Lights)1 $ 409.98 14.00 $ 57.40 $ 352.58 $ 352.58 BUC10608 Front Turn Signal Light Kit 1 $ 107.85 14.00 $ 15.10 $ 92.75 $ 92.75 Dealer Attachments Total $ 1,107.88 $ 155.11 $ 952.77 $ 952.77 Value Added Services Total $ 0.00 $ 0.00 $ 0.00 Quote Id: 27805886 Customer Name:CITY OF OTSEGO Selling Equipment Confidential ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580 UEID: FNSWEDARMK53 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Midwest Machinery Co. 5845 Keats Avenue Sw Howard Lake, MN 55349 320-543-2170 sales@mmcjd.com Total Selling Price $ 35,208.88 $ 4,929.25 $ 30,279.63 $ 30,279.63