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Home My WebLink About6.h. Public Works Equipment Purchase AuthorizationI:\City Clerk\Agenda Items\Approved Items\6x-20160119 CC Equipment Replacement.docx EXECUTIVE SUMMARY City Council Meeting: January 19, 2016 AGENDA ITEM: 2016 Proposed Public Works Equipment Purchases AGENDA SECTION: Consent PREPARED BY: Patrick Wrase, PE, Director of Public Works / City Engineer AGENDA NO. 6.h. ATTACHMENTS: 2016 Equipment Purchase Recommendation Report APPROVED BY: ddj RECOMMENDED ACTION: Motion to Declare Surplus Property and Authorize the Purchase of Equipment as outlined the 2016 Equipment Purchase Recommendation Report ISSUE Staff is seeking City Council authorization to purchase equipment as discussed at the January 11, 2016 Work Session and outlined in the attached 2016 Equipment Purchase Recommendation Report. BACKGROUND Table 1 (next page) shows the existing equipment that is proposed to be declared surplus property and replaced as outlined in the attached 2016 Equipment Purchase Recommendation Report. Surplus property will be disposed of through dealer trade or auction to maximize the salvage value. All replacement units are proposed to be purchased through the State Contract. Also included in the CIP for replacement in 2016 is a 20-year-old portable generator with an estimated replacement cost of $60,000. Staff is recommending replacement be deferred until 2019. This unit is expected to remain in adequate working condition until that time. SUMMARY Staff is requesting City Council authorization to declare the equipment listed in Table 1 as surplus property, and to purchase replacement units as outlined in the attached 2016 Equipment Purchase Report. 2 Table 1 – Proposed Equipment Replacement Unit Description Age (Years) CIP Replacement Cost Anticipated Net Replacement Cost 8303 Dodge Dakota 17 $25,000 $23,716 8614 Ford Taurus* 11 $20,000 $25,716 8613 Ford Focus 16 $20,000 $25,837 8306 Ford F350 Dump 17 $50,000 $47,905 8344 Ford F350 Dump 16 $50,000 $41,871 8343 Ford F250 Pickup 16 $30,000 $25,067 8311 Ford F350 Pickup 13 $35,000 $36,548 8312 Ford F350 Pickup 13 $35,000 $32,182 8334 Ford F350 Pickup 13 $35,000 $34,081 8336 Ford F350 Pickup 12 $35,000 $33,899 8433 Single Axle Dump 15 $195,000 $166,978 8435 Tandem Axle Dump 11 $225,000 $175,764 8409 Tractor & Ditch Mow 15 $125,000 $145,671 0514 Equipment Trailer 26 $12,000 $21,538 0516 Bobcat Trailer 21 $12,000 $8,598 0001 Shop Hoist 25 $8,000 $10,000 Totals $912,000 $855,371 Net Replacement Cost Shown in CIP $850,500 * As noted in the report, the Ford Taurus will be temporarily kept in the fleet to be used for community engagement purposes. G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2016 Equipment Purchase Recommendation Report G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx Proposed Equipment Replacement Summary Unit Description Age (Years) Mileage Score Purchase Cost CIP Replacement Cost Quoted Replacement Cost Anticipated Salvage Value Anticipated Net Cost 8303 Dodge Dakota 17 52,360 33 $18,206 $25,000 $25,716 $2,000 $23,716 8614 Ford Taurus 11 53,225 33 $13,433 $20,000 $25,716 $0 $25,716 8613 Ford Focus 16 41,700 31 $13,806 $20,000 $27,837 $2,000 $25,837 8306 Ford F350 Dump 17 54,810 34 $40,914 $50,000 $54,905 $7,000 $47,905 8344 Ford F350 Dump 16 59,150 32 $40,600 $50,000 $48,871 $7,000 $41,871 8343 Ford F250 Pickup 16 82,715 35 $23,900 $30,000 $29,067 $4,000 $25,067 8311 Ford F350 Pickup 13 80,500 32 $26,315 $35,000 $40,548 $4,000 $36,548 8312 Ford F350 Pickup 13 75,610 32 $26,170 $35,000 $36,182 $4,000 $32,182 8334 Ford F350 Pickup 13 66,900 32 $27,265 $35,000 $38,081 $4,000 $34,081 8336 Ford F350 Pickup 12 84,100 31 $26,410 $35,000 $37,899 $4,000 $33,899 8433 Single Axle Dump 15 73,600 33 $104,867 $195,000 $198,172 $31,194 $166,978 8435 Tandem Axle Dump 11 82,850 32 $161,609 $225,000 $224,764 $49,000 $175,764 8409 Tractor & Ditch Mow 15 3,150 39 $156,448 $125,000 $183,671 $38,000 $145,671 0514 Equipment Trailer 26 n/a n/a $8,994 $12,000 $23,338 $1,800 $21,538 0516 Bobcat Trailer 21 n/a n/a $3,751 $12,000 $9,298 $700 $8,598 0001 Shop Hoist 25 n/a n/a $4,905 $8,000 $10,000 - $10,000 Totals $697,593 $912,000 $1,014,065 $158,694 $855,371 Net Cost Shown in CIP $850,500 G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 1999 DODGE DAKOTA (8303) DESCRIPTION  52,360 miles  Purchase Price: $18,206  CIP Replacement Price: $25,000  Quoted Replacement Price: $25,716  Estimated Salvage Value: $2,000 CONDITION  17 years old  Overall score: 33  Condition score: 5.0 (extreme wear)  Maintenance costs to-date: $5,656  Maintenance needed: Significant rust over entire unit. Very poor general condition. Heating and defrost systems function very poorly. USED FOR  Building inspections DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Mid-size SUV with 4 wheel drive STAFF RECOMMENDATION  Purchase Ford Escape SE 4WD for estimated net cost of $23,716 after $2,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2005 FORD TAURUS (8614) DESCRIPTION  53,225 miles  Purchase Price: $13,433  CIP Replacement Price: $20,000  Quoted Replacement Price: $25,716  Estimated Salvage Value: $2,000 CONDITION  11 years old  Overall score: 33  Condition score: 3.5 (moderate wear)  Maintenance costs to-date: $10,497 (substantial diagnostics and engine work completed in 2015; engine would stall while driving)  Maintenance needed: Electrical issues in wiring harnesses USED FOR  Fire Marshal  Code Enforcement DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Mid-size SUV with 4 wheel drive STAFF RECOMMENDATION  Purchase Ford Escape 4WD for estimated net cost of $25,716  Temporarily keep current unit in the fleet for community engagement purposes  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2000 FORD FOCUS (8613) DESCRIPTION  41,700 miles  Purchase Price: $13,806  CIP Replacement Price: $20,000  Quoted Replacement Price: $27,837  Estimated Salvage Value: $2,000 CONDITION  16 years old  Overall score: 31  Condition score: 4.0 (significant wear)  Maintenance costs to-date: $6,575  Maintenance needed: Body starting to rust. Oil pan and valve covers are beginning to rust, which will lead to engine fluids leaking. USED FOR  Summer Parks & Recreation programs DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Pickup truck to accommodate staff and equipment for summer programs  4-door Crew Cab with 2 wheel drive  Tow package for towing puppet trailer and other trailers STAFF RECOMMENDATION  Purchase ½-ton Ford F150 2WD Crew Cab for estimated net cost of $25,837 after $2,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 1999 FORD F350 1-TON DUMP (8306) DESCRIPTION  54,810 miles  Purchase Price: $40,914  CIP Replacement Price: $50,000  Quoted Replacement Price: $54,905  Estimated Salvage Value: $7,000 CONDITION  17.5 years old  Overall score: 34  Condition score: 4.5 (significant wear)  Maintenance costs to-date: $11,827  Maintenance needed: Springs and frame rusty. Box needs new paint. Rear wheels rusty, need paint. Dump box has holes rusted through. Exhaust leak at manifold, approximately $3,500 to repair. USED FOR  Hauling dirt, gravel, sod, equipment, etc. for various park projects  Hauling materials for street/trail/sidewalk maintenance  Reserve unit for plowing cul-de-sacs, parking lots and rinks DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with similar 1-ton dump with plow package STAFF RECOMMENDATION  Purchase F350 dump truck for estimated net cost of $47,905 after $7,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2000 FORD F350 1-TON DUMP (8344) DESCRIPTION  59,150 miles  Purchase Price: $40,600  CIP Replacement Price: $50,000  Quoted Replacement Price: $48,871  Estimated Salvage Value: $7,000 CONDITION  16 years old  Overall score: 32  Condition score: 4.0 (significant wear)  Maintenance costs to-date: $15,913  Maintenance needed: Dump box needs to be sanded and painted (rust holes all the way through). Needs new rear bumper. Hydraulic tank is rusted and will need replacement. USED FOR  Hauling dirt, gravel, sod, equipment, etc. for various park projects  Hauling materials for street/trail/sidewalk maintenance  Reserve unit for plowing cul-de-sacs, parking lots and rinks DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with similar 1-ton dump (no plow package needed) STAFF RECOMMENDATION  Purchase F350 dump truck for estimated net cost of $41,871 after $7,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2000 FORD F250 ¾ -TON PICKUP (8343) DESCRIPTION  82,715 miles  Purchase Price: $23,900  CIP Replacement Price: $30,000  Quoted Replacement Price: $29,067  Estimated Salvage Value: $4,000 CONDITION  16 years old  Overall score: 35  Condition score: 3.5 (significant wear)  Maintenance costs to-date: $11,247  Maintenance needed: Needs new tires and step bars. Rust beginning to appear. USED FOR  Horticulturist – Hauling dirt, mulch, flowers, tools, etc. for daily projects DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Downsize to ½-ton pickup  Regular cab with 8-foot bed STAFF RECOMMENDATION  Purchase F150 pickup for estimated net cost of $25,067 after $4,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2003 FORD F350 1-TON PICKUP (8311) DESCRIPTION  80,500 miles  Purchase Price: $26,315  CIP Replacement Price: $35,000  Quoted Replacement Price: $40,548  Estimated Salvage Value: $4,000 CONDITION  13 years old  Overall score: 32  Condition score: 4.0 (significant wear)  Maintenance costs to-date: $6,505  Maintenance needed: Needs new transmission. USED FOR  Mechanics – Parts runs; hauling fuel, repair equipment, supplies, etc. DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with 1-ton pickup  Add compressor/welder unit for mobile repair capabilities  No plow package necessary  No light bar necessary (re-use light bar from current unit) STAFF RECOMMENDATION  Purchase F350 pickup for estimated net cost of $36,548 after $4,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2003 FORD F350 1-TON PICKUP (8312) DESCRIPTION  75,600 miles  Purchase Price: $26,170  CIP Replacement Price: $35,000  Quoted Replacement Price: $36,182  Estimated Salvage Value: $4,000 CONDITION  13 years old  Overall score: 32  Condition score: 4.0 (significant wear)  Maintenance costs to-date: $10,125  Maintenance needed: May need rear differential (high amount of metal in differential oil when changed in August 2015). Plow has rust holes. USED FOR  Daily Public Works fleet unit  Plowing cul-de-sacs and trails DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with 1-ton pickup  Plowing and towing package (9’2” plow)  No light bar necessary (re-use light bar from current unit) STAFF RECOMMENDATION  Purchase F350 pickup for estimated net cost of $32,182 after $4,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2003 FORD F350 1-TON PICKUP (8334) DESCRIPTION  66,900 miles  Purchase Price: $27,265  CIP Replacement Price: $35,000  Quoted Replacement Price: $38,081  Estimated Salvage Value: $4,000 CONDITION  13 years old  Overall score: 32  Condition score: 4.0 (significant wear)  Maintenance costs to-date: $11,922  Maintenance needed: Plow has rust holes. Numerous body dents. Front bumper recently replaced. USED FOR  Equipped with water tank for watering hanging baskets and planters  Plowing cul-de-sacs and trails DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with 1-ton pickup  Plowing and towing package (9’2” plow) STAFF RECOMMENDATION  Purchase F350 pickup for estimated net cost of $34,081 after $4,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2004 FORD F350 1-TON PICKUP (8336) DESCRIPTION  84,100 miles  Purchase Price: $26,410  CIP Replacement Price: $35,000  Quoted Replacement Price: $37,899  Estimated Salvage Value: $4,000 CONDITION  12 years old  Overall score: 31  Condition score: 4.0 (significant wear)  Maintenance costs to-date: $7,257  Maintenance needed: Significant rust on box, fenders and plow face. Needs new step bars. USED FOR  Daily Public Works fleet unit  Plowing cul-de-sacs and trails DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with 1-ton pickup  Plowing and towing package (8’2” plow) STAFF RECOMMENDATION  Purchase F350 pickup for estimated net cost of $33,899 after $4,000 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2002 SINGLE-AXLE DUMP TRUCK (8433) DESCRIPTION  73,600 miles  Purchase Price: $104,867  CIP Replacement Price: $195,000  Quoted Replacement Price: $198,172  Quoted Trade Value: $31,194 CONDITION  15 years old  Overall score: 33  Condition score: 4.5 (extreme wear)  Maintenance costs to-date: $31,716  Maintenance needed: Frame and rear springs have significant rust. Rusted rear brake cans will need to be replaced. Many engine components rusted. Needs fuel injectors. Hole in gas tank has already been welded. Dashboard and front grill are both coming loose. Air horn doesn’t work. USED FOR  Plowing  Hauling gravel, dirt, asphalt, etc. DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with similar single-axle dump truck STAFF RECOMMENDATION  Purchase single-axle dump truck for estimated net cost of $166,978 after $31,194 trade-in of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2005 TANDEM-AXLE DUMP TRUCK (8435) DESCRIPTION  81,850 miles  Purchase Price: $161,609  CIP Replacement Price: $225,000  Quoted Replacement Price: $224,764  Quoted Trade Value: $49,000 CONDITION  11 years old  Overall score: 32  Condition score: 4.5 (extreme wear)  Maintenance costs to-date: $50,413  Maintenance needed: Front plow is bent and frame is very rusty. Needs engine valve train repair very soon (intake valve actuator replacement). Needs hydraulic filter housing replacement. Rear fender brackets are rusted and falling off. Will need front axle tires and one rear axle tire before next snow season. USED FOR  Plowing  Hauling gravel, dirt, asphalt, etc. DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with similar tandem-axle dump truck STAFF RECOMMENDATION  Purchase single-axle dump truck for estimated net cost of $175,764 after $49,000 trade-in of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 2001 NEW HOLLAND TRACTOR (8409) & DITCH MOWER (0177) DESCRIPTION  3,150 hours  Purchase cost: $156,448 (tractor and mower combined)  CIP Replacement Price: $125,000 (tractor only, mower accidentally omitted)  Quoted Replacement Price: $183,671  Quoted Trade Value: $38,000 CONDITION  14.5 years old  Overall score: 39  Overall condition score: 5.0 (extreme wear, numerous deficiencies)  Maintenance costs to-date: $66,945 (tractor and mower combined)  Maintenance needed: Rust on hood. Metal shavings in hydraulic fluid indicate bearings or bushings beginning to fail (estimated cost to repair up to $8,000 and two weeks of downtime). Ditch mower main frame cracked and welded in many spots. Mower wing is bent and one mower shaft worn at bearing mount (one wing not usable). USED FOR  Ditch mowing  Plowing parking lots (with plow attachment) and trails (with blower attachment) G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Replace with John Deere tractor with ditch mower attachment  Mower attachment to allow in-house clearing of volunteer growth around ponds, as required by MS4 General Permit STAFF RECOMMENDATION  Purchase John Deere tractor for estimated net cost of $145,671 after $38,000 trade- in of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 1990 EQUIPMENT TRAILER (0514) DESCRIPTION  Purchase cost: $8,994  CIP Replacement Price: $12,000  Quoted Replacement Price: $23,338  Estimated Salvage Value: $1,800 CONDITION  26 years old  Overall score: n/a  Overall condition score: 3 (moderate wear)  Maintenance costs to-date: $4,009  Maintenance needed: Needs new flooring/decking USED FOR  Hauling pavement roller and other large equipment to job sites DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  24 feet long x 8.5 feet wide  Oak decking STAFF RECOMMENDATION  Purchase similar unit for estimated net cost of $21,538 after $1,800 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 1995 BOBCAT TRAILER (0516) DESCRIPTION  Purchase cost: $3,751  CIP Replacement Price: $12,000  Quoted Replacement Price: $9,298  Estimated Salvage Value: $700 CONDITION  21 years old  Overall score: n/a  Overall condition score: 4.5 (extreme wear)  Maintenance costs to-date: $6,596  Maintenance needed: Rear trailer cross-members rusted through (entire back end needs to be re-fabricated/replaced). Needs new flooring/decking. USED FOR  Hauling bobcats to job sites DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  16 feet long x 8.5 feet wide  Oak decking STAFF RECOMMENDATION  Purchase similar unit for estimated net cost of $8,598 after $700 auction of current unit  Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2016\Purchase Recommendation Report 2016 - CC.docx 1991 SHOP HOIST (0001) DESCRIPTION  Purchase cost: $4,905  CIP Replacement Price: $8,000  Quoted Replacement Price: TBD  Estimated Salvage Value: $0 CONDITION  25.5 years old  Overall score: n/a  Overall condition score: 4 (significant wear)  Maintenance costs to-date: $325  Maintenance needed: Weak hydraulic pump. Manufacturer no longer in business. Does not handle new squads safely; can only be used safely on smaller sedans. This type of underbody lift is necessary because it is the only type that allows access to tires/wheels (other hoist lifts from the tires). USED FOR  Routine maintenance of smaller fleet vehicles DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT  Stationary underbody lift rated for pickups, SUVs and sedans STAFF RECOMMENDATION  Purchase underbody lift for estimated net cost of $10,000 (cost TBD)  Funding from Equipment CIP Fund