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TO:

Honorable Mayor and Members of the Common Council

FROM:

Jon Urben, General Services Manager

DATE:

February 25, 2025

SUBJECT:

Cooperative Purchase of Sidewalk Tractor from Service Motor Company for the Streets Division ($54,034.01)

BACKGROUND

The Common Council allocated $85,000 in the 2025 CIP for a new sidewalk tractor for the Streets Division. The current tractor is a unit called a Trackless and is a very expensive piece of equipment that is only useful in the winter months. A new multi-use tractor can have multiple attachments and could be used year-round for a variety of Streets Division operational needs including grass mowing, leaf collection, plowing, salting and other property maintenance projects.

ANALYSIS

Field Operations Center staff determined a 2025 Kubota Tractor would best fit the Streets Division’s operational needs for this tractor. Purchasing confirmed that Service Motor Company holds a Sourcewell agricultural tractor cooperative contract (#082923-KBA) for this tractor. Purchasing has confirmed this contract qualifies as cooperative purchasing exception to our purchasing ordinance. By utilizing this contract, the city will save approximately 22% ($15,240.36) off of the list price.

FISCAL IMPACT

The Common Council allocated $85,000.00 in the 2025 CIP for this tractor. Using the cooperative contract noted above, the fiscal impact of this tractor is $54,034.01. We will also be purchasing a front mounted flail mower for this unit; however, we will not know the price of that until the manufacturer releases it in mid-summer. This purchase will be charged to A/N#: 03230430 7204 66002 (Machinery and Equipment). The former tractor will be taken to auction.

RECOMMENDATION

Section 12-15 of the Municipal Code provides that, subject to approval of the City Manager, cooperative purchases pursuant to a contract with any other local, state or federal governmental unit or agency may be made without following a competitive bidding or quotation process. In accordance with Section 12-15 of the Municipal Code, and because this cooperative purchase is in excess of $25,000, I am hereby submitting a report of this purchase to the Common Council. If there are any questions about this purchase, please contact me or Public Works Director James Rabe.