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HomeMy WebLinkAbout9.a. 2017 Proposed Public Works Equipment Purchases EXECUTIVE SUMMARY City Council Meeting: February 21, 2017 AGENDA ITEM: 2017 Proposed Public Works Equipment Purchases AGENDA SECTION: New Business PREPARED BY: John Morast, PE, Interim Director of Public Works / City Engineer AGENDA NO. 9.a. ATTACHMENTS: 2017 Equipment Purchase Recommendation Report APPROVED BY: LJM RECOMMENDED ACTION: Motion to Declare Surplus Property and Authorize the Purchase of Equipment as outlined the 2017 Equipment Purchase Recommendation Report ISSUE Staff is seeking City Council authorization to purchase equipment as discussed at the February 13, 2017 Work Session and outlined in the 2017 Equipment Purchase Recommendation Report. BACKGROUND Page two of the report shows the existing equipment that is proposed to be declared surplus property and replaced as recommended in the report. Surplus property will be disposed of through dealer trade or auction to maximize the salvage value. All replacement units will be purchased from State Contract vendors. The total anticipated net cost for vehicle replacement is $601,296 which is 12% lower ($80,904) than the net cost approved in the CIP of $682,200. Below is a summary of the notable items that were discussed at the work session, and the resulting staff recommendations. Item 1 – Trash Pump (8088) Recommendation: Defer replacement to 2019 Included in the CIP for replacement is a 28-year old trash pump with an estimated replacement cost of $22,000, which is significantly lower than recent quotes suggest it will be. Staff is recommending replacement be deferred until 2019 since this unit is expected to remain in adequate working condition for at least two more years. The estimated replacement cost for the two trash pumps will be updated to $45,000 per unit in the next CIP. Item 2 – Ford Focus (8612) Recommendation: Do not replace This 17-year old compact sedan is used infrequently for administrative purposes and is no longer needed. Based on discussion at the work session, staff is proposing to remove this unit from the fleet and shift its utilization to the minivan, which will be replaced with a Dodge Caravan and become the only administrative vehicle. The anticipated auction value of $1,500 may be combined with the auction value of the minivan to offset the cost of replacing the minivan. G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases.docx Item 3 – Ford Windstar Minivan (8621) Recommendation: Replace as presented This 19-year old minivan is used for administrative purposes and monthly remote water meter readings. Staff is proposing to replace it with a similar unit, allocating the usage from the eliminated Focus and current minivan to just one vehicle that accommodates various uses and multiple passengers. The table below utilizes historical mileage data to show the cost of reimbursing employees for using their own vehicles vs. having a shared pool vehicle available for work-related functions. The estimated net replacement cost for a new Dodge Caravan is $22,581 (or less if we apply the Focus auction proceeds towards the minivan purchase). Yearly Miles Driven Focus Minivan Total Rate Cost 2014 641 2087 2728 0.56 $1,528 2015 119 2145 2264 0.575 $1,302 2016 2417 1806 4223 0.54 $2,280 Total 3-year Reimbursement Equivalent $5,110 Total Estimated 15-year Reimbursement $25,550 Item 4 – New Gator ST Recommendation: Cease rental and add to fleet Proposed unit 8402 is a Gator utility vehicle that has previously been rented for $2,500 - $3,000 annually. Rental costs over the past three years have surpassed the purchase cost for a new unit. This unit is used extensively by our parks maintenance crews from spring through fall each year. Item 5 – Pickup truck comparison Recommendation: Replace as presented The City Council asked staff to research pickup truck options from Dodge and Chevrolet for comparison to Ford. Below is a comparison of costs for the three manufacturers. The prices shown include the base cost plus desired options (cab size, bed size, bed liner, towing capacity, power windows, locks, mirrors, etc.). The prices do not include tax, title, transfer fees, logo, lights or plows, which will be the same for each manufacturer. Ford Chevy Dodge ½-Ton super cab $30,613 $32,052 $27,421 1-Ton regular cab $29,495 $33,239 $29,140 Although Dodge has slightly lower pricing, staff recommends purchasing the pickup trucks from Ford for these reasons: • Aluminum body is rust-resistant • Smaller Eco-boost engine on the ½-ton is more fuel efficient (3 mpg better than Dodge, per government rating website), saving an estimated 540 gallons of fuel over the life of the vehicle • Mechanics have an established familiarity with Ford products, parts and vendors, resulting in more efficient maintenance and potentially less down-time 2 Item 6 – Vehicle lease comparison • City staff met with a representative from Enterprise Fleet Management on Thursday, February 16 to discuss leasing options for pickup trucks and small vehicles. Staff will investigate this option further to see if any of the vehicles that are scheduled for replacement in 2018 are suitable candidates for leasing through the Enterprise model. SUMMARY Staff is requesting City Council authorization to declare the existing equipment as surplus property, and to purchase replacement units as outlined in the attached 2017 Equipment Purchase Recommendation Report. 3 2017 Equipment Purchase Recommendation Report Page 1 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 8402 Gator TS New Addition $7,168 n/a $7,168 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 $0 $1,500 -$1,500 8621 Ford Windstar 19 56,264 32 $19,559 $30,000 $24,081 $1,500 $22,581 Totals $763,700 $744,096 $112,800 $601,296 Net Cost Approved in CIP $682,200 Page 2 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 2019 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. Page 3 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 Page 4 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 Page 5 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 Page 6 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 a 1-ton instead of a ½-ton to accommodate winter plowing Page 7 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 Page 8 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.docx 2017 GATOR TS (8402) (New Addition) DESCRIPTION • Estimated Cost: $7,168 • This unit has been rented for 5-6 months each of the past three years, for a total cost of $8,000. Continued rental will cost $500 per month ($2500 - $3000 annually). USED FOR • General athletic field maintenance activities • Transportation for summer staff, in lieu of full-sized pickup truck DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Cargo box power lift kit • Rear receiver hitch • Light kit STAFF RECOMMENDATION • Purchase John Deere Gator TS for estimated net cost of $7,168 • Funding from Equipment CIP Fund Page 9 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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) Page 10 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 Page 11 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 • Gravel road grading (13 miles) • Plowing in winter (16.4 mile route) DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • 7-year 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 Page 12 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.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 Page 13 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.docx 2000 FORD FOCUS (8612) DESCRIPTION • 45,210 miles • Purchase Price: $13,806 • Estimated Replacement Price: $0 • 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 • It Coordinator and miscellaneous administrative use STAFF RECOMMENDATION • Do not replace this unit. Estimated $1,500 auction value can be used to offset the cost of the new minivan (next page). Page 14 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.docx 1998 FORD WINDSTAR MINIVAN (8621) DESCRIPTION • 56,264 miles • Purchase Price: $19,559 • Estimated Replacement Price: $24,081 • 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 • Monthly utility billing rounds (with remote meter reading equipment) DESIRED SPECIFICATIONS FOR REPLACEMENT UNIT • Minivan with “stow & go” seating STAFF RECOMMENDATION • Purchase Dodge Grand Caravan for estimated net cost of $21,081 after estimated $1,500 auction of current unit and $1,500 auction of Ford Focus. • Funding from Equipment CIP Fund Page 15 G:\Public Works\Equipment\Equipment Replacement\2017\9.a. 2017 Proposed Public Works Equipment Purchases - Attachment.docx