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of NEW Report Number 14 -085 URUN Agenda Section VI -9 the city that works for you Council Meeting Date April 22, 2014 REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: APPROVAL OF SNOW FLEET UPGRADE AND AUTHORIZATION TO PURCHASE A 2014 JOHN DEERE 6125R TRACTOR DEPARTMENT HEAD'S APPROVAL: COW CITY MANAGER'S APPROVAL: No comments to supplement this re ort Comments attached Recommendation: Approve the snow llecL4grade of the existing John Deere 6125 "M" series tractor to a 6125 "R" series tractor and authorize entering into an agreement with Scharber & Sons to order a new 2014 John Deere 6125R tractor for the replacement of City Equipment #1309, a 2013 John Deere 6125M tractor purchased in 2013. Staff is recommending this upgrade for the following reasons: o The primary reason is driver safety. The exiting tractor utilizes a manual transmission. The upgrade will eliminate the manual gear shifting during plowing. The driver will be able to keep the transmission in a numbered range and gear up or down with a button. This will allow the driver to focus on plowing snow instead of the drivability of the tractor. o The manual transmission is difficult to learn. Upgrading to an automatic transmission will allow the supervisory staff to switch /change drivers of the tractor if the primary driver is unavailable for the snow event. o The new tractor will have better road tires. The tires that came with the 6125M tractor were more of an agriculture type tire. The new tractor will have road tires with more traction allowing better plowing, steering and ride down the road. Legislative History: In 2013, the City Council authorized Public Works and Parks Fleet modifications to accommodate a change in our snow plow operations plan. Originally, two 15 year -old single axle trucks were proposed to be traded in for new trucks as part of the overall Capital Fleet Plan. Instead, we only purchased one of the two proposed single axle trucks and one 2013 John Deere 6125M tractor. Costs and Funding: This equipment will be purchased under Minnesota State bid. The cost of the equipment is as follows: Contract #54443. from Scharber & Sons Equipment Price $102,015 Less Trade -in Price 79 000 Sub -total $ 23,01.5 Sales Tax Total Price $ 23,015 Tax exempt due to 2014 law change This upgrade was not originally programmed in the 2014 fleet plan. It will be funded from savings of other previous public works fleet purchases and programmed installments of the previous tractor. Explanation: Public Works wanted to improve the efficiencies in our snow plow operations. The weak link in our previous plan was plowing cul -de -sacs. Overall, the City has 121 cul -de -sacs. A single axle plow can easily plow a 14 -foot wide path through the snow on a straight road, but trying to plow and turn the blade in varying sizes of cul -de -sacs presented problems for our plows ranging from difficult to impossible.