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City of Missoula, Montana Item to be Referred to City Council Committee Committee: Public Works Committee Item: Purchase of One Backhoe for Cemetery Date: November 25, 2009 Prepared by: Jack Stucky Initiated by: Jack Stucky Action Required: Return all bid bonds and award the purchase of one 2009, 310 J John Deere backhoe, to Triple W Equipment of Missoula Montana for a total of $57,197. Triple W Equipment is the low bid vendor with no significant exceptions to the bid specifications. Please see the attached bid tabulations. Recommended Motion: The committee recommends the City Council return all bid bonds and award the purchase of one 2009, 310 J John Deere backhoe, to Triple W Equipment of Missoula Montana for a total of $57,197. Timeline: Referral to committee: November 9, 2009 Committee discussion: December 2, 2009 Background and Alternatives Explored: In this purchase the low bid vendor had one exception to the bid specification that was considered significant by the Cemetery staff. The low bid vendor (Western States Equipment) could not meet the maximum equipment width requirement of 7’7”. The Cemetery staff agreed that a width of 8’ was too wide to maneuver between headstones without damaging the stones and/or the backhoe. This forced us to go to the next lowest bidder that could meet this width requirement. Financial Implications: The Cemetery staff did not elect to purchase extended warranties or to participate in the buyback program. They have elected to start using the standard ergonomic pilot style controls. They also elected not to purchase the 4 wheel drive option. The total cost of this purchase is $57,197. There is a possibility that the Cemetery staff will change the stock tires out for a more turf friendly style of tire. This would be an additional charge less the credit for the standard stock tires. There is a trade-in included in this purchase. The trade-in backhoe is a 1989 John Deere 210 C. Triple W Equipment is giving the City $7,500 credit for this purchase. The Cemetery has $85,000 budgeted for this purchase. Attachments: Bid Tab