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Toro Groundsmaster 7210 Mower/Polar Trac7700 Market Boulevard PO Bax 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 D -s- MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Adam Beers, Park Superintendent DATE: October 26, 2015 D,*fo SUBJ: Advance Purchase and Award of Bid, Toro Polar Trac PROPOSED MOTION "The City Council authorizes staff to advance the purchase of a Toro Polar Trac and award the bid in the amount of $48,377 to MTI Distributing." Approval requires a simple majority vote of the City Council. BACKGROUND Currently all snow removal at the library, city hall, old village hall, main fire station, west fire station, and the water treatment plant is completed by hand or with walk - behind snow blowers. These areas are high priority sidewalk routes that larger equipment cannot access. Because these areas are highly traveled, it requires daily monitoring to ensure safe travel. Planning & About 400 working hours are spent each snow season to maintain these areas (one Natural Resources full-time and one seasonal maintenance worker). With a Toro Polar Trac, Phone: 952.2271130 maintenance hours are expected to drop to 200 hours based on trials completed last Fax: 952.227.1110 snow season. Public Works 7901 Park Place To make the snow removal process more efficient, staff was going to schedule the Phone: 952.227.1300 purchase of the Toro Polar Trac in the 2016 Capital Improvement Program; however, Fax: 952.227.1310 staff feels it important to advance this purchase so it is available for the entire 2015/16 snow season. Senior Center Phone: 952.227.1125 This equipment would increase efficiency and require only one maintenance person Fax: 952.227.1110 to complete snow removal work. The cost benefit is as follows: Website www.ci.chanhassen.mn.us . 200 hours/season in labor savings = $8,200 per year • Payback of $48,377 - $8,200 = 5.8 years Chanhassen is a Community for Lite - Providing for Today and Planning for Tomorrow Mr. Todd Gerhardt October 26, 2015 Page 2 Additionally, this piece of equipment will also be utilized throughout the summer months. By removing the cab and trac system, it also serves as a zero turn mower. Therefore, this machine will not only increase efficiencies during the winter, but will be an integral part of the maintenance operation throughout the remainder of the year. With the extra hours gained, as well as additional staff, we will be able to redirect the much-needed labor into other areas of the park maintenance operation. Trail plowing, rink maintenance, tree work, park sign maintenance, and other shop projects are just a few tasks that will be allocated additional time and labor. RECOMMENDATION Staff recommends that the City Council advance the purchase of a Toro Polar Trac and award the bid to MTI Distributing in the amount of $48,377. This purchase will be made using 2016 Capital Equipment Replacement funds; but the purchase will actually be made in late 2015 so that the equipment is available for use during the entire snow season. ATTACHMENTS 1. MTI Distributing Quote 2. Reinders Quote / MTI Distributing Equipment Proposal September 3, 2015 Adam Beers City of Chanhassen Expiration Date 10/3/2015 1591 Park Road Chanhassen, MN 55317 MAI LUNAL IPA PRICING -IPA #15526 Qty Model Numbel Description 111.1t Price LXteANOn 1 30495 GM7200 NO Deck (30495) $14,889.28 $14,889.28 1 30456 .,, 60 in Side Discharge Deck $3,054.49 $3,054.49 1 30474 Cab - Polar Trac $8,205.53 $8,205.53 1 30675 GM7200 Polar Trac Kit for Toro Cab $7,081.79 $7,081.79 1 AMA -00250 MB Broom $5,871.00 $5,871.00 1 ADZ -00091 5' Dozer Blade $2,975.40 $2,975.40 1 900455A Erskine Snowblower $6,300.00 $6,300.00 TOTALS Equipment Total $48,377.49 Toro Protection Plus $0.00 Trade Ins $0.00 Estimated Sales/Use Tz $0.00 Total $48,377.49 Quote is valid for 30 days New Toro commercial equipment comes with a two-year manufacturer warranty Equipment delivery at no additional charge Thank you for the opportunity to submit this quote. If you have any questions, please do not hesitate in contacting us. Larry Gorman, SCPS Outside Sales Representative 612-877-0830 Karen Wangensteen Inside Sales Representative 763-592-5643 MTI Distributing, Inc. • 4830 Azelia Avenue N. #100 • Brooklyn Center, MN 55429 Acct #: Attn: City of Chanhassen 1591 Park Road Chanhassen, MN 55317 PRICE QUOT TION 30495 Toro Groundsmaster 7200 30456 60 inch Side Discharge Deck 30675 GM7200 Polar Trac Kit for Toro Cab 30474 Cab - Polar Trac AMA -00250 5 Ft. Rotary Broom ADZ -00091 5 ft. Dozer Blade 900455A Erskine Snowblower Whitey Anderson, SCPS Territory Manager 3816 Carnation St. Franklin Park, Illinois 60131 Cell (630) 251-4832 Fax (847) 678-5511 wandersonOreinders. com Quote ID Quotes Good for 30 Days Quote Date Tax Not Included 9/30/15 In Quote $16,857.00 $3,450.00 $8,055.00 $9,293.00 $5,995.00 $3,100.00 $6,550.00 Sub -Total $53,300.00 Delivery Fee $600.00 Total $53,900.00 v 4830 Azelia Ave N Ste 100 INVOICE Brooklyn Center MN 55429-3836 Phone (763) 592-5600 Fax (763) 592-6600 D s T R i B U T i N www.mtidistributing.com UPC VENDOR INVOICE DATE INVOICE NO. ** D U P L I C A T E*** 000000 09/23/15 1035372-00 CUST.#: 31277 BILL TO: Chanhassen, City of PO Box 147 Chanhassen, MN 55317-0147 SHIP TO: City of Chanhassen Chanhassen Public Works 7901 Park P1 Chanhassen, MN 55317 P.O. NO. PAGE # Adam Beers 1 REMIT ALL PAYMENTS TO: MTI DISTRIBUTING INC SDS 12-1900 PO Box 86 MINNEAPOLIS, MN 55486-1900 INSTRUCTIONS TERMS Net 30 Days SHIP POINT SHIP VIA SHIPPED MTI Brooklyn Center MTI Delivery 09/23/15 LINE PRODUCT QUANTITY QUANTITY QUANTITY QTY. UNIT AMOUNT NO. AND DESCRIPTION ORDERED BACK ORDERED SHIPPED U/M PRICE NET Contact: Adam Beers 952-227-1304 or 763-639-4944 New due date December 20, 2015 1 30495 1 0 1 E 14889.28 14889.28 GM7200 NO DECK Serial #: 315000530 2 30456 1 0 1 E 3054.49 3054.49 GM 7200/7210 60" SD DECK Serial #: 315000181 3 30474 1 0 1 E 8205.53 8205.53 CAB -POLAR TRAC Serial #: 315000219 4 30675 1 0 1 E 7081.79 7081.79 GM7200 POLAR TRAC KIT FOR TORO CAB Serial #: 315000181 6 ADZ -00091 1 0 1 E 2975.40 2975.40 5' DOZER BLADE FOR TORO GM 7200/7210/360 Serial #: MB -03158 7 900455a 1 0 1 E 6300.00 6300.00 ES1600 SNOWBLOWER FOR GM GM7200/7210/360, 53" WID Serial #: 1051568 8 AMA -00324 1 0 1 E 5871.00 5871.00 5' MCT MECHANICAL BROOM FOR 7200/7210/360 POLY Serial #: MB -03014 7 Lines Total Qty Shipped Total 7 Sub Total 48377.49 Invoice Total 48377.49 IAOD CGW Balance Due (:48377:.4:95 L� 0�p C i Last Page Title and risk of loss transfers upon FOB shipping point. Count on it. D I S T R a 0 U x a N G Adam Beers City of Chanhassen 1591 Park Road Chanhassen, MN 55317 MTI Distributing Equipment Proposal September % 2015 Expiration Date 10/3/2015 NATIONAL IPA PRICING - IPA #15526 Quote is valid for 30 days New Toro commercial equipment comes with a two-year manufacturer warranty Equipment delivery at no additional charge Thank you for the opportunity to submit this quote. If you have any questions, please do not hesitate in contacting us. Larry Gorman, SCPS Karen Wangensteen Outside Sales Representative Inside Sales Representative 612-877-0830 763-592-5643 MTI Distributing, Inc. • 4830 Azelia Avenue N. #100 • Brooklyn Center, MN 55429 1 30495 GM7200 NO Deck (30495) $14,889.28 $14,889.28 1 30456 60 in Side Discharge Deck $3,054.49 $3,054.49 1 30474 Cab - Polar Trac $8,205.53 $8,205.53 1 30675 GM7200 Polar Trac Kit for Toro Cab $7,081.79 $7,081.79 1 AMA -00250 MB Broom $5,871.00 $5,871.00 1 ADZ -00091 5' Dozer Blade $2,975.40 $2,975.40 1 900455A Erskine Snowblower $6,300.00 $6,300.00 TO 0 Equipment Total $48,377.49 Toro Protection Plus $0.00 Trade Ins $0.00 Estimated Sales/Use T2 $0.00 Total $48f377.49 Quote is valid for 30 days New Toro commercial equipment comes with a two-year manufacturer warranty Equipment delivery at no additional charge Thank you for the opportunity to submit this quote. If you have any questions, please do not hesitate in contacting us. Larry Gorman, SCPS Karen Wangensteen Outside Sales Representative Inside Sales Representative 612-877-0830 763-592-5643 MTI Distributing, Inc. • 4830 Azelia Avenue N. #100 • Brooklyn Center, MN 55429 AMERICANA CITY OF CHANHASSEN COMMUNITY BANK 7700 MARKET BLVD., P.O. BOA 147 CHANHASSEN, MN 55317 161127 75-196-919 CHANHASSEN, MN 55317 952 ( ) 27-1140 Pay FORTY-EIGHT THOUSAND THREE HUNDRED SEVENTY-SEVEN AND 49 / 100 Date Amount To the order of 11/12/2015 $48,377,49 MTI DISTRIBUTING INC SDS 12-1900 'PO.BOX 86 MINNEAPOLIS MN 55486-1900 16 112 ? 11' 1000 9 190 19 6 91: 30 0 213 13,11 Check Date: 11/12/2015 Vendor No: MTIDIS Check Amount: 48,377.49 Vendor Name: MTI DISTRIBUTING INC Vendor Acct No: Invoice Number Date Description Amount 1035372-00 09/23/2015 Polar Trac 483377.49