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HomeMy WebLinkAbout2.a. 2017 Proposed Public Works Equipment PurchasesI:\City Clerk\Agenda Items\Approved Items\2.a. 2017 Proposed Public Works Equipment Purchases.docx EXECUTIVE SUMMARY City Council Work Session: February 13, 2017 AGENDA ITEM: 2017 Proposed Public Works Equipment Purchases AGENDA SECTION: Discussion PREPARED BY: John Morast, PE, Interim Director of Public Works / City Engineer; Jim Koslowski, Public Works Supervisor; Christine Watson, Public Works Coordinator AGENDA NO. 2.a. ATTACHMENTS: 2017 Equipment Purchase Recommendation Report APPROVED BY: LJM RECOMMENDED ACTION: Discussion BACKGROUND In accordance with the guidelines for equipment replacement as outlined in the Public Works Quality Standards, staff has developed a list of equipment proposed for replacement in 2017. This list represents the vehicles and equipment with a score of 30+ as described in the Equipment Evaluation Matrix (Appendix A of report). The Equipment Evaluation Matrix was developed with Council and adopted in 2012. The goal of the matrix is to establish a data-driven, objective formula for determining when equipment should be considered for replacement. Based on a number of parameters, each unit is assigned an overall score from 1 to 30+. Equipment with a score of 30 or greater should be considered for replacement. The attached Equipment Purchase Recommendation Report provides detailed information about the existing units that are proposed to be replaced, as well as a staff recommendation for the replacement of each unit. All quoted replacement pricing is from State Bid vendors, and includes all applicable taxes and licensing. The Equipment Evaluation and Cost Summary is included in the report to show the projected equipment replacement needs for the next three years. SUMMARY Staff is requesting Council feedback and direction on this item. Pending Council direction, a request for City Council authorization to purchase the equipment as recommended in the report will be brought forward at the February 21, 2017 Regular City Council meeting. G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2017 Equipment Purchase Recommendation Report G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx Proposed Equipment Replacement Summary Unit Description Age (Years) Mileage Score Purchase Cost CIP Replacement Cost Actual Replacement Cost Anticipated Salvage Value Anticipated Net Cost 8088 Trash Pump 28 1,397 44 $4,256 $22,000 Defer replacement until 2018 or later 0146 Broom Attachment 21 41 $2,700 $5,000 $3,806 $0 $3,806 8315 Pickup 11 65,901 34 $24,252 $35,000 $39,965 $7,500 $32,465 8333 Pickup 14 69,615 33 $27,846 $35,000 $34,707 $7,500 $27,207 8308 Pickup New Addition * $39,965 n/a $9,965 8401 Kubota RTV 13 1,803 34 $12,813 $20,000 $28,888 $3,800 $25,088 8408 Tractor & Broom 14 4,100 42 $37,963 $81,700 $76,031 $18,000 $58,031 8413 Grader & Wing 16 7,051 42 $174,707 $300,000 $274,715 $57,000 $217,715 8444 Sweeper 12 2,583 32 $143,953 $210,000 $214,770 $16,000 $198,770 8612 Ford Focus 17 45,210 32 $13,806 $25,000 $26,422 $1,500 $24,922 8621 Ford Windstar 19 56,264 32 $19,559 $30,000 $23,016 $1,500 $21,516 Totals $763,700 $762,285 $112,800 $619,485 Net Cost Approved in CIP $682,200 *A new pickup is needed to accommodate the additional staff member. The new pickup will be funded with $30,000 from Assigned Park Maintenance funds and $9,965 from Storm Utility funds. G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 1989 LARGE (6”) TRASH PUMP (8088) DESCRIPTION •1,397 hours •Purchase cost: $4,256 •Estimated Replacement Price: $22,000 •Estimated Salvage Value: $0 CONDITION •28 years old •Overall score: 44 (see attached rating matrix in APPENDIX A) •Overall condition score: 3.0 (moderate wear) •Maintenance costs to-date: $1,838 •Maintenance needed: none USED FOR •Pumping ponds to prevent flooding STAFF RECOMMENDATION •Defer replacement until 2018 or later, and update the anticipated replacement cost in the CIP (expected to be $40,000 - $45,000). The unit is in serviceable condition and has a poor score mainly because if its age. G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 1995 BROOM ATTACHMET (0146) DESCRIPTION •Purchase cost: $2,700 •Estimated Replacement Price: $3,806 •Estimated Salvage Value: $0 CONDITION •21 years old •Overall score: 41 (see attached rating matrix in APPENDIX A) •Overall condition score: 4.5 (significant to extreme wear) •Maintenance costs to-date: $8,635 •Maintenance needed: Main frame is bent and unit is extremely rusted USED FOR •Sweeping winter sand/salt from boulevards •Sweeping ice rinks •Sweeping trails/sidewalks DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT •Replacement unit to be compatible with current leased John Deere units STAFF RECOMMENDATION •Purchase John Deere 1500 Series sweeper attachment for estimated net cost of $3,806. •Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2006 F350 PICKUP (8315) DESCRIPTION • 65,901 miles • Purchase cost: $24,252 • Estimated Replacement Price: $39,965 • Estimated Salvage Value: $7,500 CONDITION • 11 years old • Overall score: 34 (see attached rating matrix in APPENDIX A) • Overall condition score: 4.0 (significant wear) • Maintenance costs to-date: $19,911 • Maintenance needed: Needs new plow soon. Rust on box and fenders. USED FOR • Daily park maintenance activities • Plowing cul-de-sacs, trails and parking lots DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Replace with Ford F350 regular cab 4x4 and new plow STAFF RECOMMENDATION • Purchase Ford F350 regular cab 4x4 for estimated net cost of $32,465 after estimated $7,500 auction of current unit. • Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2003 F350 PICKUP (8333) DESCRIPTION • 69,615 miles • Purchase cost: $27,846 • Estimated Replacement Price: $34,707 • Estimated Salvage Value: $7,500 CONDITION • 14 years old • Overall score: 33 (see attached rating matrix in APPENDIX A) • Overall condition score: 4.5 (significant to extreme wear) • Maintenance costs to-date: $13,016 • Maintenance needed: Rust on wheel wells and cab corners. Numerous dents on box and rear bumper. Needs new seat. USED FOR • Daily activities relating to water, sewer and storm sewer maintenance • Current unit is used for plowing cul-de-sacs, trails and parking lots, but replacement unit will not be a plowing unit DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Downsize to Ford F150 super cab 4x4 (no plow needed) STAFF RECOMMENDATION • Purchase Ford F150 super cab 4x4 for estimated net cost of $27,207 after estimated $7,500 auction of current unit. • Funding from Water Utility, Sewer Utility and Storm Utility Funds G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2017 F350 PICKUP (8308) (New Addition) DESCRIPTION •0 miles •Estimated Cost: $39,965 USED FOR •Daily activities relating to park maintenance and stormwater system maintenance •Plowing cul-de-sacs, trails and parking lots DESIRED SPECIFICATIONS FOR NEW UNIT •Add new Ford F350 regular cab 4x4 to the fleet to be used by new staff member in parks maintenance and stormwater system maintenance •Include plow for winter maintenance STAFF RECOMMENDATION •Purchase Ford F350 regular cab 4x4 for estimated net cost of $9,965 after utilizing $30,000 of assigned Park Maintenance funds •Funding from assigned Park Maintenance funds ($30,000) and Storm Utility funds ($9,965) •NOTE: If new addition pickup is not approved, unit 8333 will need to be replaced with an F350 instead of an F150 to accommodate winter plowing G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2004 KUBOTA RTV (8401) DESCRIPTION • 1,803 hours • Purchase cost: $12,813 • Estimated Replacement Price: $28,888 • Estimated Salvage Value: $3,800 CONDITION • 13 years old • Overall score: 34 (see attached rating matrix in APPENDIX A) • Overall condition score: 4.5 (significant to extreme wear) • Maintenance costs to-date: $9,200 • Maintenance needed: Painter pump and motor will need to be replaced. Front drive line repairs will be needed soon. Estimated cost of $1,500 for these repairs. USED FOR • Painting lines on all athletic fields • General athletic field maintenance activities • Trail and sidewalk inspections DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Cab enclosure so the unit can be used year-round • Hydrostatic drive system for better painting • Broom attachment for sidewalk/trail/rink maintenance STAFF RECOMMENDATION • Purchase Kubota with cab and broom attachment for estimated net cost of $25,088 after $3,800 trade-in of current unit. • Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2002 TRACTOR (8408) W/BROOM ATTACHMET (0139) DESCRIPTION •4,100 hours •Purchase cost: $37,963 •Estimated Replacement Price: $76,031 •Estimated Salvage Value: $18,000 CONDITION •15 years old •Overall score: 42 (see attached rating matrix in APPENDIX A) •Overall condition score: 4.5 (significant to extreme wear) •Maintenance costs to-date: $34,364 •Maintenance needed: May need rear axle bearings soon USED FOR Used almost every day year-round for: •Dragging ball fields •Clearing ice rinks (with sweeper attachment) •Sweeping trails (with sweeper attachment) •Turf management (aerating/fertilizing/dethatching/topdressing) G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT •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 for improved performance with variety of attachments •Dual hydraulic hookups for attachments STAFF RECOMMENDATION •Purchase John Deere 5100M tractor for estimated net cost of $58,031 after $18,000 trade-in of current unit. •Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2001 GRADER (8413) w/PLOW WING (0192) DESCRIPTION •7,051 hours •Purchase cost: $174,707 •Estimated Replacement Price: $274,715 •Estimated Salvage Value: $57,000 CONDITION •16 years old •Overall score: 42 (see attached rating matrix in APPENDIX A) •Overall condition score: 5.0 (extreme wear) •Maintenance costs to-date: $82,980 •Maintenance needed: May need engine overhaul soon. Will need both drive chains replaced. Will need coupler between engine and transmission soon. Wing cylinders are starting to leak. Moldboard shims are getting worn out. USED FOR Used almost every day year-round for: •Gravel road grading (13 miles) •Plowing in winter (16.4 mile route) DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT •84-month warranty •Weight box STAFF RECOMMENDATION •Purchase John Deere 672G tractor and plow wing for estimated net cost of $217,715 after $57,000 trade-in of current unit. •Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2005 STREET SWEEPER (8444) DESCRIPTION •2,583 hours •Purchase cost: $143,953 •Estimated Replacement Price: $214,770 •Estimated Salvage Value: $16,000 CONDITION •12 years old •Overall score: 32 (see attached rating matrix in APPENDIX A) •Overall condition score: 4.5 (significant to extreme wear) •Maintenance costs to-date: $57,542 •Maintenance needed: Broom drive gear box repairs expected again soon. Estimated $8,000 repair. USED FOR •Street and parking lot sweeping (MS4 Permit compliance) DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT •Motorized mirrors •Tree/branch deflector bar STAFF RECOMMENDATION •Purchase Elgin Pelican NP Dual sweeper for estimated net cost of $198,770 after $16,000 trade-in of current unit. •Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 2000 FORD FOCUS (8612) DESCRIPTION • 45,210 miles • Purchase Price: $13,806 • Estimated Replacement Price: $26,422 • Estimated Salvage Value: $1,500 CONDITION • 17 years old • Overall score: 33 • Condition score: 5.0 (extreme wear) • Maintenance costs to-date: $5,748 • Maintenance needed: Rust on wheel wells and rocker panels. Paint is peeling over left front wheel. USED FOR • Building Inspections and IT Coordinator • Miscellaneous administrative use DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Mid-size SUV with 4 wheel drive to match the units purchased last year for building inspections STAFF RECOMMENDATION • Purchase Ford Escape SE 4WD for estimated net cost of $24,922 after estimated $1,500 auction of current unit. • Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx 1998 FORD WINDSTAR MINIVAN (8621) DESCRIPTION • 56,264 miles • Purchase Price: $19,559 • Estimated Replacement Price: $23,016 • Estimated Salvage Value: $1,500 CONDITION • 19 years old • Overall score: 32 • Condition score: 3.5 (moderate to significant wear) • Maintenance costs to-date: $4,033 • Maintenance needed: Rust on rocker panels and lower fenders. Driver side arm rest is broken off. USED FOR • Miscellaneous administrative use DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Minivan with “stow & go” seating STAFF RECOMMENDATION • Purchase Dodge Grand Caravan for estimated net cost of $21,516 after estimated $1,500 auction of current unit. • Funding from Equipment CIP Fund G:\Public Works\Equipment\Equipment Replacement\2017\Purchase Recommendation Report 2017.docx APPENDIX A 1 2 3 4 5 AGE One point for each year of chronological age, based on in-service date. Light duty vehicles and pickups - 1 point for every 10,000 miles Plow trucks - 1 point for every 15,000 miles 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, interior condition, accident history and anticipated repairs.Like New Slight Wear / Few Deficiencies Moderate Wear / Some Deficiencies Significant Wear / Multiple Deficiencies Extreme Wear / Numerous 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 REDUNDANCY (CRITICAL FUNCTION) This category takes into consideration the vehicle function and the effects of downtime on overall service levels. More than one same unit. Service levels unaffected by downtime. One other same unit. Service levels slightly affected by downtime. One other similar unit. Service levels moderately affected by down time Only unit of this type, but easily rentable. Service levels moderately affected by downtime. Specialized and not rentable. Service levels significantly affected by downtime. MAINTENANCE AND REPAIR Points are assigned based on the total M&R costs as a percentage of the vechicle cost. One point for each 10% step (i.e. 8 points if M&R is 80% of original cost, no limit) Less than 20% of the vehicle cost Between 20% and 30% of the vehicle cost Between 30% and 40% of the vehicle cost Between 40% and 50% of the vehicle cost Greater than 50% of the vehicle cost RELIABILITY Year-Round Equipment Less than 5 hours per year Between 5 and 10 hours per year More than 10 hours per year RELIABILITY Seasonal Equipment Less than 3 hours per year Between 3 and 6 hours per year More than 6 hours per year Range Rating Number of Units Percent < 20 Points Excellent 28 44% 20 - 25 Points Good 13 21% 26 - 30 Points Qualifies for Replacement 6 10% > 30 Points Needs Immediate Consideration 16 25% 63 1, 3, or 5 points based on how often the vehicle is out of service for repairs. This excludes routine maintenance and repairs due to accidents. Equipment Evaluation Matrix Category Definitions Points MILES / HOURS G:\Public Works\Equipment\Equipment Replacement\2017\Equipment Rating 2017 Scoring Matrix 2017 and 2018 Items Updated 01/13/17 Vehicle ID Description Service Type Rating Condition Rating Critical Function Rating Purchase Date Purchase Cost * Estimated Salvage Value (at time of disposal) Estimated Lifespan (years) Estimated Replacement Cost Years Since Purchase Scheduled Replacement Year (CIP) Recommended Replacement Year Age Rating Current Mileage or Hours Mileage Rating Total Maintenance Costs M&R Rating Reliability Rating Total Rating Condition Category 0146 Broom Attach for 71 & 72 2 4.5 2 11/22/95 $2,700 $0 15 $5,000 21.2 2017 21 $8,635 10 1 41 IV 8088 6" Trash Pump 1 3 3 01/01/89 $4,256 $0 15 $22,000 28.1 2017 2017 28 1,397 4 $1,838 4 1 44 IV 8315 Pick Up F350 2 4.5 2 05/26/06 $24,252 $7,500 12 $35,000 10.7 2017 2017 11 65,733 6 $19,911 8 1 34 IV 8333 Pick Up F350 2 4.5 2 03/05/03 $27,846 $7,500 12 $35,000 13.9 2017 2017 14 69,251 6 $13,016 4 1 33 IV 8401 RTV Kubota 2 4.5 4 03/25/04 $12,813 $2,500 10 $20,000 12.9 2020 2017 13 1,803 3 $9,199 7 1 34 IV 8408 JD Tractor & Broom (0139)3 4.5 2 08/14/02 $37,963 $16,000 20 $81,700 14.5 2017 2017 14 4,092 8 $34,364 9 1 42 IV 8413 Grader 3 5 4 05/16/01 $174,707 $40,000 15 $300,000 15.7 2018 2017 16 7,018 7 $82,980 4 3 42 IV 8444 Sweeper 2 4.5 3 02/10/05 $143,953 $12,000 10 $210,000 12.0 2017 2017 12 2,583 5 $57,542 3 3 33 IV 8612 Focus - Inspections 1 5 1 04/03/00 $13,806 $1,500 12 $25,000 16.9 2017 2017 17 45,210 4 $5,748 4 1 33 IV 8621 Minivan - City Hall 1 3.5 1 04/01/98 $19,559 $1,500 15 $30,000 18.9 2017 2017 19 56,264 5 $4,033 2 1 32 IV $461,855 $763,700 2017 Total $237,266 0130 Sno Go Blower 3 3.5 4 01/01/87 $48,767 $0 20 $150,000 30.1 2018 30 821 2 $36,284 7 1 51 IV 8417 Sidewalk Trac & Blower (0121)2 4.5 4 11/23/03 $74,336 $15,000 20 $110,000 13.2 2017 2018 13 1,260 2 $21,793 2 3 31 IV 8068 Groundsmaster 3 4 2 03/12/08 $73,653 $8,000 9 $85,000 8.9 2017 2018 9 3,644 7 $25,158 3 3 31 IV 8345 Pick Up F350 Utility 2 4.5 3 05/18/07 $42,520 $8,000 12 $55,000 9.7 2019 2018 10 96,318 9 $15,890 3 1 32 IV 8436 Dump Single 3 4 3 07/27/05 $126,878 $35,000 12 $175,000 11.5 2018 2018 12 50,416 3 $42,917 3 3 31 IV 8310 Pick Up F350 Dump 2 4.5 2 03/12/03 $43,580 $8,000 12 $60,000 13.9 2017 2018 14 49,215 4 $8,559 1 1 28 III 8329 Pick Up F150 Crew Cab 1 3.5 1 04/14/06 $28,760 $6,000 12 $35,000 10.8 2018 2018 11 62,892 6 $15,052 5 1 28 III 8445 Jetter 3 4 4 04/10/06 $172,453 $25,000 12 $210,000 10.8 2018 2018 11 3,091 4 $29,557 1 3 30 III 0119 Blower Attach for 71 & 72 2 2.5 2 11/20/01 $3,190 $0 15 $7,500 15.2 2018 15 $1,107 3 1 26 II $614,137 $887,500 2018 Total $196,317 8089 6" Trash Pump 1 2 3 05/19/95 $17,940 $0 15 $22,000 21.7 2017 2019 22 481 1 $1,408 1 1 31 IV 8057 Generator 2 2 3 05/17/96 $49,458 $5,000 20 $62,000 20.7 2016 2019 21 380 0 $5,768 1 1 30 III 0123 Blower Attach for 418 & 420 02/13/08 $0 15 $7,500 9.0 2019 $2,316 0503 Bobcat Trailer 04/02/99 $4,176 $0 15 $10,000 17.9 2019 $5,288 8129 Pavement Roller 2 2 4 06/23/03 $29,888 $2,000 10 $50,000 13.6 2017 2019 14 470 1 $2,745 1 1 25 II 8340 Pick Up F350 Dump 2 3.5 2 06/05/06 $43,334 $6,000 12 $60,000 10.7 2018 2019 11 37,444 3 $6,982 1 1 23 II 8342 Pick Up F350 w/Crane 2 2 4 03/23/07 $93,402 $15,000 12 $110,000 9.9 2019 2019 10 39,213 3 $17,679 1 3 25 II 8346 Pick Up F150 Ex Cab 1 3 1 05/08/06 $24,865 $6,000 12 $35,000 10.8 2018 2019 11 45,115 4 $5,833 2 1 23 II 8418 Bobcat 3 3 3 02/27/08 $32,822 $5,000 10 $50,000 9.0 2018 2019 9 1,695 3 $9,969 3 1 25 II 8420 Bobcat 3 2.5 3 05/28/08 $32,416 $5,000 10 $50,000 8.7 2018 2019 9 1,482 2 $13,102 4 1 24 II 8443 Sweeper 2 3.5 3 02/23/07 $144,197 $12,000 10 $212,000 10.0 2017 2019 10 1,763 3 $27,457 1 1 23 II 8601 Van - Parks 1 3 1 05/22/03 $20,478 $4,000 12 $35,000 13.7 2017 2019 14 28,669 2 $4,710 2 1 24 II $492,976 $703,500 2019 Total $103,257 8430 Dump Single 3 2 3 08/29/08 $156,970 $35,000 12 $180,000 8.4 2020 2020 8 33,335 2 $25,771 1 1 20 II 8615 Ranger - Inspections 1 2 1 01/28/08 $17,896 $3,500 12 $30,000 9.0 2020 2020 9 48,570 4 $6,355 3 1 21 II $174,866 $210,000 2020 Total $32,126 Equipment Evaluation and Cost Summary Updated April 2015 G:\Public Works\Equipment\Equipment Replacement\2017\Equipment Rating 2017