AGENDA MEMORANDUM

Meeting Date:           February 12, 2007

From: Mike Thornton, Purchasing Manager

Subject:                      Purchase Stump Cutter from Vermeer Southeast Sales for the Fleet Management Division

Staff Recommendation:

Staff recommends approval to purchase a Stump Cutter from Vermeer Southeast Sales for the Fleet Maintenance Division for $26,947.95.

Analysis:

The City Commission previously authorized City Staff to apply for a 2006 Urban & Community Forestry grant for purchase of a commercial grade stump cutter.  The City was awarded the grant and is ready to purchase the stump cutter.  This piece of equipment will belong to the Fleet Maintenance Division and assigned to Parks & Recreation for use.

City crews will use the stump cutter to remove tree stumps as a result of trees destroyed during hurricanes Frances and Jean in September 2004.  A recently completed comprehensive tree survey shows there are approximately 400 to 500 stumps on City property and rights-of-way.  The Electric and Parks Departments have been aggressively trimming trees and removing sick and potentially hazardous trees in public areas and rights-of-way to avoid downed power lines during wind driven events.  The remaining stumps are unsightly, make it difficult to plant new trees, and can be a safety hazard.  The stump cutter will be used to remove many stumps from trees previously removed due to storm damage as well as stumps created due to storms and general maintenance in the future.

This purchase is being made through the State of Florida contract #212-515-630-M with Vermeer Southeast Sales.  The State purchasing agreement provides a 15% discount off the manufactures list price.

Options:

1.  Approve the purchase from Vermeer Southeast Sales for $26,947.95; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The City is required to make the purchase first.  The State will reimburse the City $15,520 or 50% of the final approved project costs, whichever is less.  The Parks and Electric Departments have each budgeted $6,736.99 for this purchase.  These funds will be transferred to the Fleet new equipment purchase account.  The balance needed for the purchase will be borrowed from the Fleet Maintenances new equipment purchase account.  The Fleet account will be repaid when reimbursement from the State is received.

Submission Date and Time:    2/7/2007 6:53 PM____

Department: _Fleet Services __________ Prepared by:  _Mike Thornton_________                      Attachments:         Yes____   No ______ Advertised:   ____Not Required ___X__ Dates:   __________________________                      Attorney Review :       Yes___  No _X__ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. _001-5110-519.64-12__ Project No. __STUMPS__________ WF No. _____NA______________ Budget  _____$ 13,473.98________ Available ____$ 13,473.98________