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Home My WebLink About6.i. 2014 Proposed Public Works Equipment Purchases 4 ROSEMOUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: March 4, 2014 AGENDA ITEM: 2014 Proposed Public Works Equipment AGENDA SECTION: Purchases Consent PREPARED BY: Andrew J. Brotzler, PE, Director of Public AGENDA NO. ((J Works / City Engineer ATTACHMENTS: 2014 Equipment Purchase Report (Revised) APPROVED BY: obi RECOMMENDED ACTION: Motion to Authorize the Purchase of Equipment in Accordance with the 2014 Equipment Purchase Report. ISSUE Staff is seeking City Council authorization to purchase equipment as discussed at the February 11,2014 Work Session. BACKGROUND As noted at the February 11,2014 City Council Work Session, the following four Public Works items were originally scheduled for replacement in the 2014 CIP: • 1995 Vactor Vacuum Truck • 1995 Caterpillar Loader • 2002 John Deere Tractor • 2004 Kubota RTV Based on discussion at the Work Session,the following actions are proposed: Purchase in 2014 • Vactor Vacuum Truck • Single Axle Plow Truck (to replace 1995 Loader) • 15"Vermeer Wood Chipper Defer replacement and re-evaluate in 2015 • 2002 John Deere Tractor • 2004 Kubota RTV SUMMARY Staff is requesting City Council authorization to purchase the equipment as outlined above and in accordance with the attached revised 2014 Equipment Purchase Report. G:\Public Works\Equipment\Equipment Replacement\20140304 CC Equipment Replacement.docx 2014 Equipment Purchase Report (Revised) 4 ROSEMOUNT PUBLIC WORKS DEPARTMENT G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014-Revised for CounciLdocx VA CTOR TRUCK REPLACEMENT DESCRIPTION • 1995 Ford LT9000 Vactor 4,p. . 2541 hours ` = """� � "'"1 • Purchase Price: $199,605 ►L ' ' �P, ami • Estimated Replacement Price: $385,000 411P 0.000,0004060 . 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 a.been sleeved on the lower half once, now - t ;70 �` , upper half is showing increased corrosion. Fan system does not provide sufficient ''" suction to effectively perform to standards. ' • G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014-Revised for Council.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 (annuall)) • 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-Revised for Council.docx NAIMI MIM wr ,- „' 414 • Figure 1 - hydraulic pipe rack JP- jp •-• _.fir V 41, • r t w " Sr 1 i - Figure 2 - side decant valve G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014-Revised for CounciLdocx • i . 41 � Figure 3 - 5 x 5 boom * I • I Inver Grove Heights vactor truck G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014-Revised for Council.docx 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-Revised for Council.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-Revised for Council.docx LOADER REPLACEMENT DESCRIPTION • 1995 Caterpillar Loader • 6775 Hours • Purchase Price: $168,516 • Estimated Replacement Price: r N 'I Loader$290,000 ;�;� �� Plow Truck$200,000 • 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 e • ngine and drive train problems may • begin to occur between 5,000 and . - _ _- 10,000 hours (unit has nearly 7,000 hours). Tr G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014-Revised for Council.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$90,000 • A plow truck will be capable of plowing route currently plowed by two loaders (see Figures 4 and 5). The remaining loader will be moved to parking lot plowing. • Reassignment of resources will result in having a reserve plow driver and/or a mechanic available in the shop at all times • Gain efficiency by being able to salt concurrently with plowing vs. current need to salt loader routes with a truck from another route • A single-axle is preferred over a tandem-axle due to its efficiency and maneuverability in plowing operations, especially in cul-de-sacs • Two loaders are no longer needed in the fleet. The second loader was added in 1995 when more park projects were done with in-house staff and equipment. ' , ; . .-‘1 b i e. - .„,,,,,f-,,,x-v=-1 i - - -- 4:1.141)TH ,,,. , ,411TH ST WI W i ; ,,, _J i � i N+ W . iiTMST ' a L 150THSTW .1 • (CSAI4-42 1 Mt M ST 14f A 41 y =. 11 Ir. { • +•1 0 gT W ` � Y s'�' "" — ._1S3ROSTW sae QsTw �.6 Figure 4 - Priority route currently plowed by loaders (in orange) G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014-Revised for Council.docx — - - -e . �sTw . - ., ti s -v Door .� 1 �e0y� AIrlt cat t3/3T y�i� K ,.SASS • s a 044 CT 1S1STS • x Caret - •.r'C :i °. 6 il 6 0►• Pam Cawatai#4 V 1 32WOCT , o.eulra °R + i ^ '1 S3 OONO .01 M * ••OS W , VI cl f 51TH CT . ' CZ V � ce .7 . ■ w I�tic i i IPIR »f •.;,,, 1= c.01, CI- irstacia •� � � ' rCU.IAHC EL__TTY • .• Q •.rL'� ) PONL ZN is t II2r CT �.1 r �� C `# 114nds Pa ar, CI : ,`f1 CT s joy`s • 154TH ST W 4c. 40 `S7TM CT 1S7TN$T �A W I 2 ke ti i• O c ct r 158TH CT W ism ST o i (7 ) 4 c 4 0�•,° C'> 4.0 04. • '�a't 15!) CT DAKOTA OR i .SCAM! • •' x a man a,i% a..aim a maw a ate.•.MIMI a-• .a-ell°=Me..aea a M. 160TH ST W (CSAH 46) Figure 5 - Regular plow routes currently plowed by loaders G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014-Revised for Council.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 OP Fund a . ... 1_ ► Single-axle plow truck, purchased in 2012 G:\Public Works\Equipment\Equipment Replacement\Purchase Recommendation Report 2014-Revised for Council.docx WOOD CHIPPER ADDITION STATE BID PRICES • Vermeer 15" ($37,300) • Vermeer 18" ($56,000) • Vermeer 15" used ($33,000) .--- "0711__ if Vermeer CURRENT USES • Chipping/recycling brush during • 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-Revised for Council.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) • SmartFeed - 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 durability 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-Revised for Council.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 1 $ 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-Revised for CounciLdocx APPENDIX A G:\Public Works\Equipment\Equipment Replacement\Pun:hase Recommendation Report 2014-Revised for CounciLdocx Equipment Evaluation and Cost Summary Service Critical Estimated Years Scheduled Recommended Current Total Vehicle Type Condition Function Purchase Cost Replacement Since Replacement Replacement Age Mileage or Mileage Maintenance M&R Reliability Total Condition ID Description Rating Rating Rating Purchase Date Cost Purchase Year (CIP) Year Rating Hours Rating Costs Rating Rating Rating Category 344 Pick Up F350 Dump 2 3.5 2 07/06/00 $40,599 $50,000 13.6 _ 2014 2014 14 53,778 5 $11,627 _ 2 1 29 III 8401 RTV Kubota n/a n/a n/a _ 03/25/04 _ $12,813 $17,000 9.9 2014 2014 n/a 1,071 n/a $4,657 n/a n/a n/a n/a 8421 Loader 3 5 3 05/23/95 $168,516 $290,000 18.8 2014 2014 19 6,726 6 $50,901 3 1 40 IV 8408 Tractor-John Deere 3 2 2 08/14/02 $37,963 $100,000 11.5 2014 2014 12 3,067 6 $23,252 6 1 32 IV 8446 Vactor 3 3.5 5 06/19/95 $199,605 $325,000 18.7 2014 2014 19 2,424 2 $34,254 1 1 34 IV Printed on 02/25/2014 G:\2014 Budget\Equipment Rating 2013 Final