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Home My WebLink About6.k. 2015 Proposed Public Works Equipment Purchases 4 ROSEMOU EXECUTIVE SUMMARY CITY COUNCIL City Council Meeting: January 20, 2015 AGENDA ITEM: 2015 Proposed Public Works Equipment AGENDA SECTION: Purchases Consent PREPARED BY: Andrew J. Brotzler, PE, Director of Publi AGENDA NO. (9, Works / City Engineer / ATTACHMENTS: 2015 Equipment Purchase Recommendation APPROVED BY: Report RECOMMENDED ACTION: Motion to Declare the Following Items Surplus Property and Authorize the Purchase of Equipment in Accordance with the 2015 Equipment Purchase Recommendation Report. ISSUE Staff is seeking City Council authorization to purchase equipment as discussed at the January 12, 2015 Work Session. BACKGROUND The following table shows the existing equipment that is proposed to be declared surplus property, as well as the recommended replacement for each item: Declare surplus property* Recommended replacement unit** Estimated Cost 1999 F350 pickup (8307) F150 super cab pickup truck $30,400 2003 F350 pickup (8331) F350 regular cab pickup truck with $34,650 aluminum bed 2003 F350 pickup (8332) F350 regular cab pickup truck with sign $34,700 board and lift gate 2000 F350 pickup (8335) F150 regular cab pickup truck $26,500 2006 Toro Groundsmaster 580D (8066) Toro Groundsmaster 5910 $86,500 2006 Toro Groundsmaster 580D (8073) Toro Groundsmaster 5910 $86,500 Total for 2015 $299,250 * Surplus property will be sold at auction or public sale, or traded to maximize value. **All replacement units are proposed to be purchased through the State Contract. The 2003 Pavement roller and 1990 Paver trailer are included in the CIP for replacement in 2015, but staff is recommending replacement be deferred and the units be re-evaluated next year. G:\Public Works\E.quipmcnt\Equipment Replacement\20150120 CC Equipment Replacement.docx The 2001 New Holland tractor is included in the CIP for replacement in 2015. Staff is still gathering information and evaluating the need and timing for replacement of this unit. If the staff recommendation is to replace the unit this year,a formal request with supporting documentation will be brought to a future City Council Work Session for discussion. SUMMARY Staff is requesting City Council authorization to declare the existing equipment as surplus property,and to purchase replacement units as outlined above and in accordance with the attached 2015 Equipment Purchase Report. 2 2015 Equipment Purchase Recommendation Report ROSEMOUNT PUBLIC WORKS DEPARTMENT G:APublic Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx 1- TON PICKUP REPLACEMENT (8307) DESCRIPTION 1999 Ford F350 61,850 miles Purchase Price: $28,630 Estimated Replacement Price: $30,400 ($28,400 cab and chassis; $2,000 lights and logo) Estimated Trade -in Value: $3,000 • Service Type: Frequent Light Duty • Critical Function: Several other similar units. Service levels are slightly affected by downtime. CONDITION 15 years old • Overall score: 33 (see attached rating matrix in APPENDIX A) • Condition score: 3.0 (moderate wear) • Maintenance costs to -date: $10,725 Maintenance needed: Needs new tires Frame cross - members very rusty. USED FOR Rust in door jams, fender walls and box. • Hauling dirt, gravel, sod, equipment, etc. for various park projects • Hauling materials for street /trail /sidewalk maintenance Plowing cul -de -sacs, parking lots and rinks (replacement unit will not be used for Plowing) G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx RECOMMENDED SPECIFICATIONS FOR REPLACEMENT UNIT F150 super cab with 6.5 -foot box 3.5L V6 EcoBoost engine 4 -wheel drive STAFF RECOMMENDATION Purchase F150 pickup truck for estimated net cost of $27,400 after $3,000 trade -in of current unit Funding from Equipment CIP Fund Photos show rust around exterior and interior door frame, and a tear in the seat fabric G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx 1- TON IRRIGA TION TRUCK REPLACEMENT (8331) DESCRIPTION 2003 Ford F350 73,220 miles Purchase Price: $27,480 • Estimated Replacement Price: $34,650 ($25,650 cab and chassis; $2,000 lights and logo; $7,000 aluminum utility box) • Estimated Trade -in Value: $3,000 • Service Type: Frequent Light Duty • Critical Function: Several other similar units. Service levels are slightly affected by downtime. CONDITION 12 years old Overall score: 30 (see attached rating matrix in APPENDix A) Condition score: 4.5 (significant wear) Maintenance costs to -date: $6,320 Maintenance needed: Significant rust in frame and box. Floor of box will need to be replaced to achieve proper function. USED FOR Hauling dirt, gravel, sod, equipment, etc. for various park projects and irrigation system maintenance G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx RECOMMENDED SPECIFICATIONS FOR REPLACEMENT UNIT F350 regular cab with 8 -foot aluminum utility box 6.2 L V8 engine (standard) 4 -wheel drive STAFF RECOMMENDATION Purchase F350 pickup truck for estimated net cost of $31,650 after $3,000 trade -in of current unit. Funding from Equipment CIP Fund Photos show rusted frame components and rust holes through the floor of the utility box G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx Photos show rust /corrosion on floor and side wall of utility box G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx 1- TON PICKUP REPLACEMENT (8332) DESCRIPTION 2003 Ford F350 66,900 miles Purchase Price: $28,900 • Estimated Replacement Price: $34,700 ($26,700 cab and chassis; $3,500 lift gate; $2,500 sign board; $2,000 lights and logo) • Estimated Trade -in Value: $5,000 • Service Type: Frequent Light Duty • Critical Function: Several other similar units. Service levels are slightly affected by downtime. CONDITION 12 years old • Overall score: 31 (see attached rating matrix in APPENDix A) • Condition score: 5.0 (extreme wear) • Maintenance costs to -date: $8,867 • Maintenance needed: Significant rust on interior and exterior door frames, box, lift gate and plow; seat fabric significantly worn USED FOR • Operating the traffic control sign board • Hauling dirt, gravel, sod, equipment, etc. for various park projects • Hauling materials for street /trail /sidewalk maintenance Plowing cul -de -sacs, parking lots and rinks (replacement unit will not be used for Plowing) G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx RECOMMENDED SPECIFICATIONS FOR REPLACEMENT UNIT F350 regular cab with 8 -foot box 6.2 L V8 engine (standard) 4 -wheel drive Equipped with sign board and lift gate STAFF RECOMMENDATION Purchase F350 pickup truck for estimated net cost of $29,700 after $5,000 trade -in of current unit. Funding from Equipment CIP Fund Photos show significant rust in door frames and wheel wells, as well as torn seat fabric G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx Photos show rust on lift gate and plow G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx 1- TON PICKUP REPLACEMENT (833.5) DESCRIPTION 2000 Ford F350 126,500 miles Purchase Price: $30,720 Estimated Replacement Price: $26,500 ($24,500 cab and chassis; $2,000 lights and logo) Estimated Trade -in Value: $3,000 • Service Type: Frequent Light Duty • Critical Function: Several other similar units. Service levels not affected by downtime. CONDITION 14 years old • Overall score: 35 (see attached rating matrix in APPENDix A) • Condition score: 3.5 (moderate wear) • Maintenance costs to -date: $6,300 • Maintenance needed: Significant rust on chassis and components. Seat needs to be replaced. Needs new tie rods and alignment. Needs new AC components (still has old R -12 system); can no longer charge AC system. Tool boxes rusted from inside out. USED FOR Daily inspection activities for the engineering department (erosion control, construction sites, private projects in City right -of -way) Pavement inspections in spring G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • F150 regular cab with 8 -foot box • 2.7L V6 with EcoBoost engine • 4 -wheel drive STAFF RECOMMENDATION Purchase F150 pickup truck for estimated net cost of $23,500 after $3,000 trade -in of current unit. Funding from Equipment CIP Fund IVA Photos show rust on door frames and rear bumper, as well as torn seat fabric —.A G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx GROUNDSMASTER MOWER REPLACEMENT (8066) DESCRIPTION 2006 Toro 580D 3,900 hours Purchase Price: $72,700 • Estimated Replacement Price: $86,500 ($74,500 without safety enclosure) • Estimated Trade -in Value: $8,000 Service Type: Frequent Heavy Duty • Critical Function: Two other similar units. Service levels moderately affected by downtime. CONDITION 9 years old • Overall score: 34 (see attached rating matrix in APPENDIX A) • Condition score: 3.5 (moderate wear) • Maintenance costs to -date: $38,200 • Maintenance needed: Significant hydraulic leaks on wheel motors and main hydraulic pump (estimated cost to repair $8,000 - $9,000 with at least two weeks of downtime) USED FOR Daily mowing of athletic fields G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx RECOMMENDED SPECIFICATIONS FOR REPLACEMENT UNIT Toro Groundsmaster 5910 with safety enclosure 16 -foot cutting width 1" — 6" cutting heights in 0.5" increments STAFF RECOMMENDATION Purchase Toro Groundsmaster 5910 for estimated net cost of $78,500 after $8,000 trade -in of current unit ($66,500 without safety enclosure) Four -year lease option for estimated net cost of $75,400 after $8,000 trade -in of current unit ($63,400 without safety enclosure). Funding from Equipment CIP Fund Belts have worn through hard plastic front deck cover G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx Crack in side deck Evidence of oil leak G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx GROUNDSMASTER MOWER REPLACEMENT (8073) DESCRIPTION 2006 Toro 580D 3,950 hours _ Purchase Price: $72,700 Estimated Replacement Price: $86,500 ($74,500 without safety enclosure) Estimated Trade -in Value: $8,000 • Service Type: Frequent Heavy Duty • Critical Function: Two other similar units. Service levels moderately affected by downtime. CONDITION 9 years old • Overall score: 31 (see attached rating matrix in APPENDix A) • Condition score: 3.0 (moderate wear) • Maintenance costs to -date: $35,560 • Maintenance needed: Mowing deck is bent and twisted, resulting in uneven mowing (estimated cost to replace deck $2,500); hydraulic tubes and fittings are leaking and need replacement (estimated cost to repair $2,000 and two days of downtime) USED FOR Daily mowing of athletic fields G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx RECOMMENDED SPECIFICATIONS FOR REPLACEMENT UNIT Toro Groundsmaster 5910 with safety enclosure 16 -foot cutting width 1" — 6" cutting heights in 0.5" increments STAFF RECOMMENDATION Purchase Toro Groundsmaster 5910 for estimated net cost of $78,500 after $8,000 trade -in of current unit ($66,500 without safety enclosure) Four -year lease option for estimated net cost of $75,400 after $8,000 trade -in of current unit ($63,400 without safety enclosure). Funding from Equipment CIP Fund G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx Appendix A G: \Public Works \Equipment \Equipment Replacement \Purchase Recommendation Report 2015.docx Equipment Evaluation Matrix Points Category Definitions 1 2 3 4 5 AGE One point for each year of chronological age, based on in- service < 20 Points Excellent 15 29% 20 - 25 Points Good date. 27% Qualifies for 26 - 30 Points Light duty vehicles and pickups - 1 point for every 10,000 miles 16 31% Replacement Plow trucks - 1 point for every 15,000 miles Needs Immediate > 30 Points MILES /HOURS 13% Consideration Off -road equipment over 150 hp - 1 point for every 1,000 hours Off -road equipment under 150 hp - 1 point for every 500 hours CONDITION This category takes into consideration body condition, rust, Like New Slight Wear / Few Moderate Wear / Significant Wear / Extreme Wear / Numerous interior condition, accident history and anticipated repairs. Deficiencies Some Deficiencies Multiple Deficiencies Deficiencies SERVICE TYPE 1, 2, or 3 points based on how the vehicle is used. Administrative or Infrequent Use Frequent Light Duty Frequent Heavy Duty More than one same One other same unit. One other similar Only unit of this type, Specialized and not REDUNDANCY (CRITICAL This category takes into consideration the vehicle function and unit. Service levels Service levels unit. Service levels but easily rentable. Service levels rentable. Service FUNCTION) the effects of downtime on overall service levels. unaffected by slightly affected by moderately affected moderately affected levels significantly downtime. downtime. by down time by downtime. affected by downtime. MAINTENANCE Points are assigned based on the total M &R costs as a Less than 20% of the Between 20% and Between 30% and Between 40% and Greater than 50% of AND REPAIR percentage of the vechicle cost. vehicle cost 30% of the vehicle 40% of the vehicle 50% of the vehicle the vehicle cost cost cost cost RELIABILITY Year -Round Less than 5 hours per Between 5 and 10 More than 10 hours Equipment 1, 3, or 5 points based on how often the vehicle is out of service for repairs. This excludes routine maintenance and repairs due year hours per year per year RELIABILITY to accidents. Less than 3 hours per Between 3 and 6 More than 6 hours Seasonal Equipment year hours per year per year Range Rating Number of Units Percent < 20 Points Excellent 15 29% 20 - 25 Points Good 14 27% Qualifies for 26 - 30 Points 16 31% Replacement Needs Immediate > 30 Points 7 13% Consideration GA2016 Budget \Equipment Rating 2016 Scoring Matrix