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HomeMy WebLinkAbout2.A. 2014 Proposed Public Works Equipment Purchases 4 RESEI4IUNTF EXECUTIVE SUMMARY CITY COUNCIL City Council Work Session: February 11, 2014 AGENDA ITEM: 2014 Proposed Public Works Equipment AGENDA SEC TION: Purchases ID(S( SS I PREPARED BY: Andrew J. Brotzler, PE, Director of Pub 'c AGENDA NO 2- . Works / City Engineer ATTACHMENTS: 2014 Equipment Purchase Recommendation APPROVED BY: Report 7 RECOMMENDED ACTION: Discussion BACKGROUND In accordance with the guidelines for replacing vehicles and equipment outlined in the Public Works Quality Standards,the following items are proposed for replacement in 2014: • 1995 Vactor Vacuum Truck • 1995 Caterpillar Loader(replace with single-axle plow truck) • 2002 John Deere Tractor • 2004 Kubota RTV The following item is proposed for addition to the fleet in 2014: • 15" Vermeer Wood Chipper(used item) The attached Equipment Purchase Recommendation Report provides detailed cost, condition and usage information about the existing units, as well as a staff recommendation for the replacement of each unit. In addition to the attached report,the following is noted: • Pricing for all proposed items is from vendors who are on the State bid list,with the exception of the pricing for the used wood chipper • When the Fleet Evaluation Matrix was developed,there were specialty items that were purposely excluded from the matrix,including the Kubota RTV. To maintain the validity of the matrix for the majority of the city fleet, it is not practical to "tweak" the matrix to include specialty items such as the Kubota RTV. • Over the past several years,there has been discussion about the feasibility of sharing equipment with neighboring communities, specifically the Vactor Vacuum Truck. Staff has discussed the concept with several neighboring communities. Based on the similarities between Rosemount and neighboring communities for the type and frequency of use at concurrent times, it does not appear G:\Public Works\Equipment\Equipment Replacement\20140211 C\X/S Equipment Replacement.docx feasible to consider sharing this specific equipment with neighboring communities. This is based on feedback received from several of these communities. The attached report includes an internal rate of return calculation for the proposed purchase of a replacement truck versus annual renting of equipment. • For the proposed addition of a wood chipper to the fleet,the report includes an internal rate of return calculation for the purchase of a wood chipper versus annual renting of a unit. Also, it is proposed to purchase a used wood chipper(depending on availabilit)). Comparative information is included in the attached report for the proposed purchase price of a used model to meet the intent of the city's purchasing policy for the procurement of multiple quotes. • Staff did work with Titan Machinery to obtain a quote for a tractor. The Titan Machinery representative indicated that he was not able to provide a competitive quote for a different brand tractor to the current recommended John Deere tractor. SUMMARY Staff is requesting Council feedback and direction on this item. Pending Council direction, a request for formal City Council authorization to purchase the equipment as outlined in the Purchase Recommendation Report will be brought forward at a future Regular City Council meeting. 2 2014 Equipment Purchase Recommendation Report 4 ROSEMOUNT PUBLIC WORKS DEPARTMENT G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx VACTOR TRUCK REPLACEMENT DESCRIPTION . 1995 Ford LT9000 Vactor • . 2541 hours =- - Am..* • Purchase Price: $199,605 ,. • Estimated Replacement Price: $385,000 • Trade-in Value: $30,000 • Service Type: Frequent Heavy Duty • Critical Function: Specialized and not easily/affordably rentable. Service levels are significantly affected by downtime. CONDITION OF CURRENT UNIT • 18 years old • Overall score: 34 (see attached rating matrix in APPENDIX A) . Condition score: 3.5 (moderate wear) • Maintenance costs to-date: $34,725 ' > • Maintenance needed: Needs new clutch " .• on vactor drive motor. Debris box has been sleeved on the lower half once, now _ = , upper half is showing increased corrosion. " Fan system does not provide sufficient _ ,71,-. suction to effectively perform to standards. , G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx USED FOR • Cleaning storm sewer sumps/manholes to comply with NPDES Permit requirements (75-100 per year) • Cleaning 9 sanitary lift stations and 7 storm lift stations at least once each year • Cleaning PD and PW garage floor drains (every 3 months) . Keeping sewer lines clear (as needed) • Cleaning ice pit at RCC arena (annually) • Cleaning gate valve boxes - Inspection/cleaning program began in 2013 and will continue annually(a portion of the city will be completed each year on a rotating basis) • Miscellaneous excavation projects (around curb stops, irrigation valves) • Emergency sewer blockages DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Positive Displacement (PD) blower system vs. Fan system- Greater pressure gives the PD blower the ability to move sludges, vacuum under water, and work at greater depths and distances. Current unit loses suction when submerged under water, requiring operators to pull the hose out of the water multiple times (inefficient and cumbersome operation). • Freightliner chassis - provides consistency for mechanics familiar with Freightliner components/parts . Hydraulic assist for pipe racks (Figure 1) . Valves for side/rear decant (Figure 2) • 5 x 5 boom (Figure 3) . LED arrow traffic controller G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx 4 Y 1 , Figure 1 - hydraulic pipe rack , ,,,,\\`• -I 1- '.,411, - Ay". 3 4 Figure 2 - side decant valve G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx ',,,..07.: 1 6. so , •• :,-:-.'rt-i—i--- ---4 .. '-----;:;.)..7.7----,......._„, ' �,liet--4 iii .,,-. �. a6 jf \ / x 4 i 0..,1 "y f raj ,t,a Figure 3 - 5 x 5 boom "ATM ' ~ .. " �. .. . .., , r .. 9,./' . • „, .... x .,. . . ..,. . t ,...,,,, , . .,„ - -- . ,,, , . . _ . i lik . ..-,, . 0 ;Ak....,, ."41 " .,. ,,,:-..---,-......... ,..... • 11111 , '?,,;,°'''.'''.' :.' .. '"?°` -)0.........., .3,. IIMIIIIIIr t %gill '''.• \ii ' ' ' Inver Grove Heights vactor truck G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx I BRAND COMPARISON • Vactor uses a Vansco electronic system, which allows for safer and more efficient operations, as well as on-board diagnostics for mechanics • Vactor is the only manufacturer to use the simpler and more reliable multiplex wiring system, a way of consolidating the wiring from the various controls and switches in the machine. Without multiplex wiring, electrical components have a more complex configuration, and are more exposed and susceptible to damage or failure. • Vactor has a hydraulically-driven vactor pump (Aquatech's pump is mechanically- driven) • The Vactor hose reel stays in the middle of the truck, keeping the operator out of the line of traffic • Vactor parts and service are available locally(nearest Aquatech service located in St. Cloud) • Longer boom on Vactor, reducing the need to attach additional tubing • Nearly 80% of vactor trucks used locally are Vactor brand, far fewer are Aquatech • Aquatech dealer will not accept our unit for trade-in STAFF RECOMMENDATION • Purchase Vactor brand vactor truck for estimated net cost of $355,000 after $30,000 trade-in of current unit • Recommendation based on review of Vactor and Aquatech brands, as well as site visit to Inver Grove Heights • Funding from Sewer and Storm Utility Funds G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx REPLACEMENT COST ANALYSIS FOR VACTOR TRUCK Year 1 _ Initial Cost $ (355,000) 2 Annual cost savings * $ 48,550 3 $ 48,550 4 $ 48,550 5 $ 48,550 6 $ 48,550 7 $ 48,550 8 $ 48,550 9 $ 48,550 10 $ 48,550 11 $ 48,550 12 $ 48,550 13 $ 48,550 14 $ 48,550 15 $ 48,550 16 $ 48,550 17 $ 48,550 18 $ 48,550 IRR after 10 years 4% IRR after 18 years 12% * Annual Cost Savings Calculation Rental cost for 2 months plus 2 weeks 1 $37,100 Trailer cost $15,950 Maintenance cost ($2,000) Garage cost ($2,500) Total $48,550 1 From Jack Doheny Companies rental rate sheet (attached) G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx LOADER REPLACEMENT DESCRIPTION • 1995 Caterpillar Loader • 6775 Hours , it fi • Purchase Price: $168,516 r®r . Estimated Replacement Price: Loader$290,000 t y :rat.I t Plow Truck$200,000 100 • Estimated Salvage value: $45,000 - $55,000 • Service Type: Frequent Heavy Duty . Critical Function: One other similar unit. Service levels moderately affected by downtime. CONDITION • 18 years old • Overall score: 40 (see attached rating matrix in APPENDIX A) • Condition score: 5.0 (extreme wear) • Maintenance costs to-date: $52,520 . Maintenance needed: Rust holes in fenders and battery boxes. Major _' I1,n t1L �, • 1 fi engine and drive train problems may begin to occur between 5,000 and " " ' ✓ 10,000 hours (unit has nearly 7,000 hours). iJ. Ar G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx USED FOR • Priority and main plow route (including cul-de-sacs) • Downtown snow removal STAFF RECOMMENDATION Staff is recommending we remove the loader from the fleet and replace it with a single-axle plow truck for the following reasons: • Save approximately$90,000 • A plow truck will be capable of plowing route currently plowed by two loaders (see Figures 4 and 5). The remaining loader will be moved to parking lot plowing. • Reassignment of resources will result in having a reserve plow driver and/or a mechanic available in the shop at all times • Gain efficiency by being able to salt concurrently with plowing vs. current need to salt loader routes with a truck from another route • A single-axle is preferred over a tandem-axle due to its efficiency and maneuverability in plowing operations, especially in cul-de-sacs • Two loaders are no longer needed in the fleet. The second loader was added in 1995 when more park projects were done with in-house staff and equipment. S - , tr":, v b ' ,y„s' ‘...."_I:77i ;,,. ii v- 'v- 4' 040TH .: r " 4 r, 8 TO1MSlt A C M m , , , T U TOM i '44411 0 MEW Urn' vs 1 T14 silt ' 6 L. 150TH ST 0 ..(GSA i-i 42) --- dog ` s e . T b W WP S !' '1 D ST W 4 i a ID ST .W _ r' 1 i 0 SP 0 4M• L NW 1 ._ t ST w Mi 1 ssao ST w Figure 4 - Priority route currently plowed by loaders (in orange) G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx 1 -1.4•2•11c 1*V'T'1'1ZT tihf ... - I Oy 1 n 1 or 42 , 1 C. ._. DCC2,4i1t 2' Llaws war CWr O 7• *4',a� ~ CO 151ST 00;1.vit O "T— • a 4, CT 1518T$ I f i ,L Q a K v 4 - caret M�1 c t '. Cr -I , S2MDCT ' o.lARra .t �' 4, t - t ice: -Ct 00 M D i•)t7A.it :M 153RD S W t 54TH CT . . ORR MME: 153 +• Q ) C ti • fal . CL Jaycoo • t ¢ Irillit Park .1 C it`II i.i tr1 r© 156TH ST w Z _ I ,s. Q .' tlfiM . .' .. ji: C ^CC awI t r • EL TRL • rG �„�;, N OAK Q - 4 Cf Iru pGxi SO z Rinds Park `STTM CT 1N 1STTN ST 111 cf,,, ' me ' * "Si O+ Si r 158TH !158TH ST a �G?' '� ?' ;c %y (i `'� C i 1 S•1 CT DAKOTA DR 0 .SCADS • •• r* C CICE 1t 160TH ST W (CSAH 46) Figure 5 - Regular plow routes currently plowed by loaders G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx STAFF RECOMMENDATION (cont.) • Purchase single-axle plow truck (similar to 2012 unit shown below) for estimated $200,000. Remove the loader from the fleet and sell by auction or other means for approximately$45,000. . Funding from Equipment QP Fund -%v. to% • • Single-axle plow truck, purchased in 2012 G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx TRACTOR REPLACEMENT DESCRIPTION P- . 2002 John Deere tractor - / • 3,237 hours atf • Purchase cost: $37,963 I '. • Estimated Replacement Price: $63,000 . ter" . Trade Value: $20,000 • Service Type: Frequent Heavy Duty f • Critical Function: One other same unit. Service levels are slightly affected by downtime. CONDITION • 11 years old • Overall score: 31 (see attached rating matrix in APPENDIX A) • Overall condition score: 3.0 (moderate wear) • Maintenance costs to-date: $24,860 • Maintenance needed: Second set of wider tires needed for use on new Flint Hills athletic fields (narrow tires will damage the sod and sand-based soil) USED FOR . Dragging ball fields • Clearing ice rinks (with sweeper attachment) • Sweeping trails (with sweeper attachment) . Turf management (aerating/fertilizing/dethatching/topdressing) • Clearing/widening trails in the winter (with snow blower attachment) G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Separate sets of tires for winter use and summer use • Larger, wider tires needed for use at Flint Hills Athletic Complex ✓ less distress (rutting) on new turf ✓ better performance on turf with sand-based soils • Larger motor (100 hp vs. 91 hp) for improved performance with variety of attachments • Dual hydraulic hookups for attachments BRAND COMPARISON • John Deere has a more solid, durable construction than Kubota • Mechanics and staff are familiar with John Deere controls/parts . Titan dealer declined to provide quote for New Holland tractor because he would not be competitive with John Deere • Less trade value if we traded for Kubota or New Holland • No local dealer for Kubota brand STAFF RECOMMENDATION . Purchase John Deere 5100E tractor with two sets of tires for estimated net cost of $43,000 after$20,000 trade-in of current unit. • Funding from Equipment OP Fund G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx KUBOTA RTV REPLACEMENT DESCRIPTION . 2004 Kubota utility vehicle h =`- • 1,300 hours 1 . Purchase cost: $12,813 -�- • Estimated Replacement Price: $16,000 to $20,000 ► , , M • Estimated Trade Value: $5,000 to $6,000 .�... jz. CONDITION ...: • 9 years old • Overall condition score: 3.5 (moderate wear) • Maintenance costs to-date: $4,900 • Maintenance needed: General wear and tear causing breakdowns. Paint pump needs to be replaced frequently(almost annuall)). Transmission will need to be overhauled soon. USED FOR • Striping athletic fields • Trail/sidewalk inspections • Weed whipping along boulevards . Irrigation system maintenance DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Fully enclosed cab will allow work to continue in windy/rainy conditions • Faster roadway travel speed • Hydrostatic transmission provides smoother operation (important when painting lines for athletic fields) G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx STAFF RECOMMENDATION • Purchase utility vehicle from either Kubota or Bobcat o Kubota- $10,700 net after trade-in o Bobcat - $11,150 net after trade-in and discounts • Purchase new painting system (tank, pump, sprayer) for estimated $2,500 to $3,000 • Funding from Equipment CEP Fund G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx WOOD CHIPPER ADDITION STATE BID PRICES • Vermeer 15" ($37,300) VI,Me' . Vermeer 18" ($56,000) t — -- • Vermeer 15" used ($33,000) 0' _:g� Vermeer CURRENT USES /Maui �� �+ s • Chipping/recycling brush during isc routine maintenance • Minor storm damage clean up (limbs, small trees) up to 3-4 days at a time . Major storm damage clean up (with contractor) for 1-2 weeks at a time ANTICIPATED FUTURE USE . Clear low-hanging branches in parks that create a hazard/interference for mowers • Clear ash trees from parks and boulevards • Clear overhanging branches along Danbury Way(north of CSAH 38), and in the Le Foret and Birch View Terrace developments. These areas have numerous branches that create a hazard/interference for busses and larger city equipment (sweepers, plow trucks). • Clear woody material that is overhanging or impeding trails (Glendalough Trail, Koch Trail, Carrolls Woods, etc.) • Clear undesirable woody material in natural prairie areas as defined in the Public Works Quality Standards CHALLENGES WITH RENTING • Expensive - spent $49,000 in the past 4 years on rental chippers . Inefficient - administrative and travel time needed to reserve and obtain equipment (approximately 6 hours per rental) G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx • Units are not always available for rent when projects arise, or they are not available for the amount of time desired • Right-sized units are not always available (too small for the current needs) • Equipment malfunctions that cannot be easily/quickly repaired. Past issues include difficulty starting, jack failures, flat tires and dull blades. DESIRED SPECIFICATIONS • Ecoldle - automatically idles engine after 60 seconds, or 5 minutes of inactivity (reduces noise and greenhouse emissions) • Smart Feed - monitors engine speed and automatically stops and reverses feed rollers when needed to reduce engine strain • Winch (optional) - helps move large logs effortlessly • 4-cylinder • At least 130 hp • Diesel fuel (45 gallon) • Vermeer is desired over other brands (Brush Bandit, Morbark) due to its durablility and performance. Staff has used Morbark in the past and experienced equipment malfunctions and poor performance. STAFF RECOMMENDATION • Purchase used Vermeer 15" chipper for $33,000. Unit will have approximately 150 hours of use and is expected to last an additional 12-15 years (3000+ hours). • Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx REPLACEMENT COST ANALYSIS FOR WOOD CHIPPER Year 1 Initial Cost $ (33,000) 2 Annual cost savings * $ 11,355 3 $ 11,355 4 $ 11,355 5 $ 11,355 6 $ 11,355 7 $ 11,355 8 $ 11,355 9 $ 11,355 10 $ 11,355 11 $ 11,355 12 $ 11,355 IRR after 3 years 2% IRR after 12 years 33% * Annual Cost Savings Calculation Rental cost $12,250 Travel and administrative cost 1 $1,680 Maintenance cost (estimate) ($1,200) Garage cost 2 ($1,375) Total $11,355 1 Based on 7 rentals per year x $40 per hour x 6 hours per rental (4 travel, 2 office) 2 Based on MN Dept of Labor and Industry—275 s.f. x $60 per foot over 12 years G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx APPENDIX A G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014.docx