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Item 1.A.2.
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| City Council Regular | |
| Date: | 08/25/2025 |
| Title: | Landfill Compactor Wheels Bid Award |
| Presented by: | Jennifer Duray |
| Department: | Public Works |
| Presentation: | No |
| Legal Review: | Not Applicable |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends that City Council approve the award for the purchase of four compactor wheels in the amount of $141,250 with a trade-in of four used compactor wheels of $32,000 for a net price of $109,250.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
Public Works purchased one new compactor for the landfill in FY19 and another one in FY20. With new compactors now costing approximately $1.5 million each, staff chose to rebuild the two existing units over the past 18 months to maximize their lifespan and reduce expenses. While both compactors now feature rebuilt components, their original wheels have not been replaced. To improve compaction performance, staff recommends replacing the wheels and teeth. The plan is to install the four new wheels and teeth on one compactor, while reallocating the four best-performing wheels from the existing units to install on the other compactor.
The purchase of the wheels was advertised in the Yellowstone County News on July 18 and 25, 2025, and on the City's website. Bids were opened on August 5th, 2025, and one bid was received from Tractor & Equipment Co. Before issuing the bid, staff conducted market research and estimated that compatible wheels and teeth would cost approximately $40,000 per wheel, bringing the total estimated costs to $160,000. Staff also contacted another potential supplier who declined to bid, citing the bid bond requirement as the deterrent. Despite receiving only one bid, staff feels confident proceeding, as the proposal appears reasonably priced compared to the pre-bid cost estimate.
The purchase of the wheels was advertised in the Yellowstone County News on July 18 and 25, 2025, and on the City's website. Bids were opened on August 5th, 2025, and one bid was received from Tractor & Equipment Co. Before issuing the bid, staff conducted market research and estimated that compatible wheels and teeth would cost approximately $40,000 per wheel, bringing the total estimated costs to $160,000. Staff also contacted another potential supplier who declined to bid, citing the bid bond requirement as the deterrent. Despite receiving only one bid, staff feels confident proceeding, as the proposal appears reasonably priced compared to the pre-bid cost estimate.
ALTERNATIVES
City Council may:
- Approve the award for the purchase of compactor wheels to Tractor & Equipment Co.; or,
- Not approve the award to Tractor & Equipment Co. If City Council does not approve, worn wheels will continue to be used, resulting in lower compaction rates.
FISCAL EFFECTS
The following bid was received:
The compactor wheels were budgeted in the Solid Waste Fund operations and maintenance budget. There is sufficient budget to award this purchase.
| Contractor |
Bid
|
Trade | Net Amount |
|---|---|---|---|
| Tractor & Equipment Co. | $141,250 | $32,000 | $109,250 |
The compactor wheels were budgeted in the Solid Waste Fund operations and maintenance budget. There is sufficient budget to award this purchase.