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Home My WebLink About6.l. 2020 Proposed Equipment PurchasesI:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases.docx EXECUTIVE SUMMARY City Council Meeting: December 17, 2019 AGENDA ITEM: 2020 Proposed Equipment Purchases AGENDA SECTION: Consent PREPARED BY: Brian Erickson, PE, Public Works Director/City Engineer Jim Koslowski, Public Works Supervisor Christine Watson, Public Works Coordinator AGENDA NO. 6.l. ATTACHMENTS: 2020 Equipment Purchase Recommendation Report APPROVED BY: LJM RECOMMENDED ACTION: Motion to Declare Surplus Property and Authorize the Purchase of Equipment as outlined the 2020 Equipment Purchase Recommendation Report ISSUE Staff is seeking City Council authorization to purchase equipment as outlined in the 2020 Capital Improvement Program (CIP), 2020 operating budgets, and the 2020 Equipment Purchase Recommendation Report (the Report). BACKGROUND In accordance with the adopted guidelines for equipment replacement as outlined in the Public Works Quality Standards, staff has developed a list of equipment proposed for replacement in 2020. This list represents equipment with a score of 21+ as described in the Equipment Evaluation Matrix (Matrix), which is shown in Appendix A of the Report. The Matrix was developed with Council input and initially adopted in 2012. The goal was to establish a data-driven, objective formula for determining when equipment should be considered for replacement. Each unit is assigned an overall score based on the parameters of age, mileage, condition, service type, criticality, maintenance cost and reliability. Equipment with a score of 21 or greater is generally scheduled for replacement. The attached Report provides detailed information about the units that are proposed to be replaced in 2020, as well as information about four new pieces of equipment that are included in the 2020 CIP. 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 the equipment purchases is $295,674 which is 40% less than the net cost of $497,000 approved in the 2020 CIP. The primary savings comes from deferring the purchase of the street sweeper for one year. As a reminder, all light-duty trucks, vans and SUVs are now leased in accordance with the Council- approved leasing plan. Those vehicles are not shown in the Report, but they are included in the 2020 CIP. The vehicles planned for replacement via lease in 2020 are: 2 • 2015 1-ton pickup for servicing irrigation facilities (Public Works) • 2015 1-ton pickup with arrow/sign board (Public Works) • 2015 ½-ton pickup (Engineering) • 2015 ½-ton pickup (Facilities) • 2016 1-ton pickup with dump box (Public Works) • 2016 1-ton pickup (Public Works) • NEW 1-ton pickup (Public Works) • NEW ½-ton pickup (Public Works) RECOMMENDATION Staff is requesting City Council authorization to declare the existing equipment as surplus property, and to purchase replacement units as outlined in the attached 2020 Equipment Purchase Recommendation Report. I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx 2020 Equipment Purchase Recommendation Report I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx Proposed Equipment Replacement Summary Unit Description Age (Years) Mileage /Hours Score Original Purchase Cost CIP Approved Net Cost Actual Anticipated Net Cost 8430 Single-Axle Dump Truck 11 46,660 23.83 $156,970 $145,000 $167,741 8443 Sweeper 13 2,225 21.04 $144,197 $215,000 $0 (defer to 2021) Plow for Large Tractor (8409) Replaces old dump truck plow that was being used on this unit $15,000 $15,000 NEW Trailer for Pump Equipment n/a n/a n/a n/a $12,000 $10,804 NEW Wing Flail for Large Tractor (8409) n/a n/a n/a n/a $35,000 $26,655 NEW Asphalt Trailer n/a n/a n/a n/a $35,000 $36,932 NEW Athletic Field Painter n/a n/a n/a n/a $40,000 $38,542 Totals $301,167 $497,000 $295,674 I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx 2009 SINGLE-AXLE DUMP TRUCK (8430) DESCRIPTION • 46,660 miles • Purchase Price: $156,970 • CIP Approved Amount: $180,000 • Quoted Replacement Price: $207,741 • Quoted Trade Value: $40,000 CONDITION • 11 years old • Overall score: 23.84 (see attached rating matrix in APPENDIX A) • Condition score: 3.72 (significant wear) • Maintenance costs to-date: $50,007 (32% of purchase cost) USED FOR • Plowing • Hauling gravel, dirt, asphalt, etc. STAFF RECOMMENDATION • Purchase single-axle dump truck for net cost of $167,741 after $40,000 trade-in of current unit • Funding from Equipment CIP I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx 2007 STREET SWEEPER (8443) DESCRIPTION • 2,225 hours • Purchase cost: $144,197 • Estimated Replacement Price: $0 • Estimated Trade Value: n/a CONDITION • 13 years old • Overall score: 21.05 (see attached rating matrix in APPENDIX A) • Overall condition score: 4.31 (significant to extreme wear) • Maintenance costs to-date: $36,089 (25% of purchase cost) USED FOR • Street and parking lot sweeping (MS4 Permit compliance) STAFF RECOMMENDATION • Keep this unit for another year and replace in 2021. This unit is used less than 200 hours per year. There are no major mechanical issues and no major maintenance is needed at this time. Staff believes we can put another 200-300 hours on this machine, and still maintain a reasonable salvage value in 2021. I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx ENCLOSED TRAILER FOR UTILITY PUMP EQUIPMENT DESCRIPTION • CIP Approved Amount: $12,000 • Quoted Purchase Price: $10,804 USED FOR • Secure storage and hauling of parts and accessories for the utility pumps, including longer rigid hoses that don’t fit on existing trailers STAFF RECOMMENDATION • Purchase new enclosed equipment trailer for $10,804 • Funding from Storm Utility Fund • Keep existing trailers (pictured below) for flat/flexible hose hauling and indoor storage at Bacardi Tower I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx PLOW FOR LARGE TRACTOR (8409) DESCRIPTION • CIP Approved Amount: $15,000 • Estimated Purchase Price: $15,000 - $18,000 USED FOR • Plowing high-priority parking lots (Police, City Hall/Public Works, and the Park & Ride on TH3) as well as hockey rinks and Bloomfield Park lot. We have been using an old dump truck plow on this unit. That plow is severely rusted and the plow edges need to be welded frequently. STAFF RECOMMENDATION • Purchase new front plow for estimated cost of $15,000 - $18,000. Staff is still determining the best option for replacement, so no firm quotes have been established yet. We anticipated staying under $18,000, hopefully closer to the $15,000 approved amount. • Funding from Equipment CIP I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx SIDE AND REAR FLAIL MOWERS FOR LARGE TRACTOR (8409) DESCRIPTION • CIP Approved Amount: $35,000 • Quoted Replacement Price: $39,155 • Quoted Trade Value: $12,500 USED FOR • Ditch mowing. Current flail mower does not work well because the boom arm doesn’t float along the surface, causing uneven mowing and scalping. The new mowers will take one day to attach and set up, while the current boom arm takes nearly a week. Existing rear mower can be used on smaller tractors. STAFF RECOMMENDATION • Purchase new side and rear flail mowers for estimated net cost of $26,655 after $12,500 trade of existing boom mower • Keep existing rear mower to use on smaller tractors in areas where the larger tractor is too big/heavy • Funding from Equipment CIP I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx ASPHALT TRAILER DESCRIPTION • CIP Approved Amount: $35,000 • Quoted Purchase Price: $36,932 USED FOR • Pothole patching. This unit keeps asphalt hot during patching operations, resulting in better quality patching, less waste of cold asphalt, and greater efficiency by hauling larger quantities than we are currently able to haul and keep hot. Unit is pulled behind a 1-ton pickup truck. STAFF RECOMMENDATION • Purchase new asphalt trailer for $36,932 • Funding from Equipment CIP I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx ATHLETIC FIELD PAINTER DESCRIPTION • CIP Approved Amount: $40,000 • Estimated Purchase Price: $38,542.10 • Annual service fee of $2,325 after the first year, which covers the GPS network, data for the tablet, and software updates USED FOR • Athletic field painting. This driverless machine will help keep up with the demand of adding four new fields at the Flint Hills athletic complex. It can be programmed to lay out and paint the fields more accurately and efficiently, and at a lower cost than our current practice. On a standard full-size field, we will cut our staff hours by nearly 90% every time a new field is laid out (10 hours vs. under 1 hour), and consume about 60% less paint overall. Since the paint is more expensive, the overall cost of paint is roughly the same, but the new paint is VOC-free and more environmentally friendly. STAFF RECOMMENDATION • Purchase new athletic field painter for estimated cost of $38,542.10, plus annual service fee of $2,325 • Funding from Equipment CIP I:\City Clerk\Agenda Items\Approved Items\6.l. 2020 Proposed Equipment Purchases - Attach 1.docx APPENDIX A Vehicle Replacement Ratings in OMS Category Definitions Points 1 2 3 4 5 AGE One point for each year of chronological age, based on manufacture date. USAGE Equipment metered in miles - 1 point for every 7,000 miles 0 - 7000 miles 7000 - 14000 mi 14000 - 21000 mi 21000 - 28000 mi > 28000 mi Equipment metered in hours - 1 point for every 250 hours 0 - 250 hours 250 - 500 hours 500 - 750 hours 750 - 1000 hours > 1000 hours RELIABILITY The average number of times a vehicle comes in for service each 90 days. 1.5 times per 90 days 3 times per 90 days 4.5 times per 90 days 6 times per 90 days 7.5 or more times per 90 days MAINTENANCE AND REPAIR Compares the M&R costs to a percentage of the vehicle's Purchase cost (in our case, 75 percent of the purchase cost is used). Each point represents 20 percent. Between 0% and 20% of prorated vehicle cost Between 20% and 40% of prorated vehicle cost Between 40% and 60% of prorated vehicle cost Between 60% and 80% of prorated vehicle cost Between 80% and 100% of prorated vehicle cost SERVICE TYPE (CRITICALITY) 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. CONDITION A mechanic rates each unit using a 1- 5 scale for Engine Condition (15% weight), Body Condition (15% weight), Frame/Chassis Condition (15% weight) and Overall Condition (55% weight). If no mechanic rating is given, the system will calculate a rating based on default performance curves for that type of equipment. Like New Slight Wear / Few Deficiencies Moderate Wear / Some Deficiencies Significant Wear / Multiple Deficiencies Extreme Wear / Numerous Deficiencies