1g. Purchase of 2008 CIP Vehicles
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
www.ci.chanhassen.mn.us
4
MEMORANDUM
<'Z () '>
TO: Paul Oehme, Director Public Works/City Engineer ~}
FROM:
Charles Siegl~, Equipment Superintendent ,.I
OrA/"
March 24, 2008 ~'-f
DATE:
SUBJECT:
Purchase of 2008 CIP Vehicles - PW016NNN
REQUESTED ACTION
Authorize purchase of vehicles and equipment.
DISCUSSION
Annually, the City considers replacement of
reached their life expectancy and are showing signs
maintenance. It has been the City's practice
major repairs are required. All of the requested
on a daily basis and have to be reliable to
Vehicles to be replaced are showing signs of wear
these vehicles to present a good image to the public.
before
are used
replace
JUSTIFICA TION
1. STREET DEPARTMENT -
The 1992 Ford L8000 #116 single axle dump truck
This vehicle is used for snow plowing, sanding,
The dump box, cab and chassis are rusted and have
radiator system needs to be replaced, the fuel tank is
replaced and suspension needs to be replaced.
replaced by a tandem axel truck so it will be able
collector-type roadways. The dump box on the new
stainless steel which will not corrode like steel
This will result in a substantial future savings on up keep and
estimated resale value of this truck is about $21,500.
2. STREET DEPARTMENT - TAR KETTLE
The 1997 Stepp Tar Kettle years old. This piece of equipment
isused extensively in the pavement maintenance operations. It is showing signs
of wear in the pump and rust in the burner. This piece of equipment needs "to be
The City of Chanhassen · A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play.
Paul Oehme
Purchase 2008 elP Vehic1es
March 24 2008
Page 2
kept in good condition because of safely concerns with flammable petroleum
products being heated. The trade-in value is about $3,200.
3. STREET DEPARTMENT - FELLING FT30T TRAILER
The 1979 Hillbros Trailer, #lB, to be replaced is 29 years old. This trailer is used
for hauling the paver, roll packer, dozer, and other equipment to and from job
sites. The cross members are rusted and will not pass the DOT inspection. Staff
is planning to try to sell the trailer at the fall auction. If the trailer does not sell, it
will be taken to a junkyard and sold for scrap material.
4. BUILDING DEPARTMENT - PICKUP
The 1996 Ford Ranger Pickup, #605, to be replaced has 60,000 miles and has
severe rust. With 12 years of use, this vehicle will need expensive repairs due to
rusted brake and fuel lines and other underbody rusted parts. The estimated value
of this pickup is $1,000 to $1,500. The new pickup would be used for Building
Inspections.
5. BUILDING DEPARTMENT - PICKUP
The 1996 Ford Ranger Pickup, #606, to be replaced has 63,000 miles and has
severe rust. With 12 years of use, this vehicle will need expensive repairs due to
rusted brake and fuel lines and other underbody rusted parts. The estimated value
of this pickup is $1,000 to $1,500. The new pickup would be used by the
Building Inspections and other City departments.
6. PARK DEPARTMENT - PICKUP
The 1994 Chevrolet Pickup, #313, to be replaced has 100,500 miles on it and has
severe rust. With 14 years of use, this vehicle will need expensive repairs due to
rusted brake lines and fuel lines and other underbody rusted parts. The estimated
value of this pickup is $1,500 to $2,000. The new pick up would be used for Park
Maintenance and snow plowing trails.
7. PARK DEPARTMENT - 4x4 F450 PLOW TRUCK
The 1994 Chevrolet Pickup to be replaced has severe rust. This vehicle has
119,000 on it. With 14 years of use, this vehicle will need expensive repairs.
This pickup truck is proposed to be replaced with a regular cab commercial Ford
4x4 super duty VlO F450. The truck will come equipped with a dump box for
material hauling. The estimated resale of this pick up is $2,000. The new pickup
will be used for towing bobcats and equipment, day-to-day use in Park
Maintenance and snow plowing trails and parking lots.
g:\eng\budget & cip\cip\2008\purchase cip vehicles memo08final.doc
Paul Oehme
Purchase 2008 elP Vehic1es
March 24 2008
Page 3
8. FIRE DEPARTMENT
The 1999 Ford Explorer, #703, to be replaced has severe rust on brake and fuel
lines. This vehicle has 76,000 miles and has a big potential of needing expensive
repairs. The estimated resale of this vehicle is about $2,000. The new pick up
would be used for fire code inspection, fire education, fire investigation and
emergency management.
PRICING
Pricing for the vehicles and trailer is taken from State of Minnesota state bid
pricing which is the most competitive pricing available to the City.
1. STREET DEPARTMENT - DUMPIPLOW TRUCK
2009 Mack GU713 Chassis - Tandem
Trade In #116 - Single-axle
JCraft Plow/Wing, Box Sander and Hydraulics
Total
CIP (EQ-016) Budget Amount
2. STREET DEPARTMENT - TAR KETTLE
Stepp Model SBF300 Tar Kettle
CIP (EQ-022) Budget Amount
3. STREET DEPARTMENT - FELLING FT30T TRAILER
2008 Felling FT30T Trailer GVWR 37,500 lbs.
CIP (EQ-021) Budget Amount
4. BUILDING DEPARTMENT - PICKUP
2008 GMC Canyon Pickup
Nelson Dodge GMC
Contract #438679
Total
CIP (EQ-015) Budget Amount
g:\eng\budget & cip\cip\2008\purchase cip vehicles memo08final.doc
$96,927.00
- $21,500.00
$84,185.05
$159,612.05
$161,000.00
$28,232.49
$30,000.00
$16,519.23
$30,000.00
$16,495.78
$27,000.00
Paul Oehme
Purchase 2008 elP Vehicles
March 24 2008
Page 4
5. BUILDING DEPARTMENT - PICKUP
2008 GMC Canyon Pickup
Nelson Dodge GMC
Contract #438679
Total
CIP (EQ-015) Budget Amount
6. PARK DEPARTMENT - PICKUP
2008 Chevrolet 2500 lID Pickup
Contract #438678
Western Plow
Total
CIP (EQ-052) Budget Amount
$16,495.78
$27,000.00
$19,708.05
$ 5,179.99
$24,888.04
$30,000.00
There will be additional costs for strobe lights, tool box and back rack.
7. PARK DEPARTMENT-PLOW AND TRUCK
2008 Ford F450 Chassis
Elk River Ford Dodge Jeep
Contract #436975
Midland EquipmentIBox Sander and Hydraulics
w/dump box
Aspen Equipment/W estern Plow
Total
CIP (EQ-052) Budget Amount
8. FIRE DEPARTMENT
2008 Chevrolet Silverado 1500 4x4
Thane Hawkins Polar Chev
Contract #436607
Radco Leer Topper
Graphics
Rollout Tray
Emergency Lighting
Total
CIP (EQ-054) Budget Amount
TOT AL - 8 ITEMS
g:\eng\budget & cip\cip\2008\purchase cip vehicles memo08final.doc
$26,039.99
$24,026.40
$ 5,277.08
$55,343.47
$68,000.00
$22,540.00
$ 1,309.00
$ 780.00
$ 3,122.00
$ 8,625.00
$36,376.00
$40,000.00
$353,962.84
Paul Oehme
Purchase 2008 elP Vehicles
March 24 2008
Page 5
There may be additional costs for taxes and licenses on some vehicles. The
budget amount in the 2008 CIP for these eight items is $413,000.00.
SUMMARY
The City's fleet continues to go past the normal replacement age of ten years for
most vehicles. It is important to replace vehicles that are 12-19 years old that will
be requiring major repairs.
RECOMMENDA TION
It is recommended that the City Council approve the bids for the purchase of these
vehicles and equipment.
Attachments: CIP Pages
g:\eng\budget & cip\cip\2008\purchase cip vehicles memo08final.doc
Capital Improvement Program
City of Chanhassen, MN
Project #
EQ-015
Project Name Community Dev.: Light Duty Trucks
Account # 3
Type Vehicles
Useful Life Unassigned
Category Community Development
Priority n/a
Account # 1 400-4107-4704
Account #2
2008 thru 2012
Contact Unassigned
Department Major Equipment
Total Project Cost $141,000
Description
These purchases are consistent with the Vehicle Replacement Schedule. Replacement units are generally purchased early in the year to
accommodate the time frames established by Hennepin County and the State of Minnesota Cooperative Purchasing Program.
2008 - #605 1996 Ford Ranger Pickup
2008 - #6061998 Ford Ranger Pickup
2009 - #801 1996 Chevrolet Astro Van
2010 - #6061999 Ford Ranger Pickup
2012 - #6032001 Ford Ran er Picku
Justification
These vehicles are used to provide building inspection services throughout the community. The average replacement age is over 10 years.
Expenditures
Vehicles
Total
Funding Sources
Capital Replacement Fund
Total
2008
54,000
54,000
2009
30,000
30,000
2010
28,000
28,000
2011
2012
29,000
29,000
Total
141,000
141,000
Operational Impact/Other
These purchases will include a limited warranty and will reduce the annual maintenance and repair costs as compared to the vehicles replaced.
2008
54,000
54,000
2009
30,000
30,000
2010
28,000
28,000
2011
2012
29,000
29,000
Total
141,000
141,000
22
D~cripoon I
These purchases are required to maintain a reliable truck fleet. Costs include truck chassis, dump box, hydraulic system, snow wing, snow plow
and sander. Truck chassis costs are higher due to new federal mandated anti-lock braking requirements effective since 2000. These vehicles are
purchased using either the Hennepin County or State ofMN cooperative bid systems. Orders for truck chassis are typically required to be placed
up to one year in advance of delivery.
2008 - #117 1994 Ford L8000 Dump Truck
2010 - #1181994 Ford L8000 Dump Truck
2011 - #115 1991 Ford F800 Dump Truck
2011 - #116 1992 Ford L8000 Dump Truck
Justification I
These vehicles are used to provide a variety of maintenance services throughout the community including winter response for plowing and hauling
snow. The average replacement age is 16.5 years. Winter emergency service necessitates these vehicles be reliable and dependable. Growth in the
community creates additional work for these trucks. These vehicle purchases are consistent with the Vehicle Replacement Schedule.
I
I
Capital Improvement Program
City of Chanhassen, MN
Project # EQ-016
Project Name Dump/Plow Truck Replacements/Additions
2008 thru 2012
I
Account # 1 400-4108-4704
Account # 3
I
Account #2
I
I
I
I
Contact Unassigned
Department Major Equipment
Type Vehicles
Useful Life Unassigned
Category Street Equipment
Priority n/a
Total Project Cost $701,800
2010
I
Expenditures
Vehicles
2008
161,000
161,000
2009
2011
371,800
371.800
I
Total
I
I
Funding Sources
Capital Replacement Fund
Total
2011
371,800
371,800
2008
161,000
161,000
2009
2010
I
2012
169,000
169,000
Total
701,800
701.800
2012
169,000
169,000
Total
701,800
701,800
I
Operational Impact/Other I
These purchases will include a limited warranty and will reduce the annual maintenance and repair costs as compared to the vehicles replaced.
I
23
I
Capital Improvement Program
City of Chanhassen, MN
I
2008 thru 2012
Contact Unassigned
Department Major Equipment
Type Equipment
Useful Life Unassigned
Category , Street Equipment
Priority n/a
Total Project Cost $25,000
Project #
EQ-021
I
Project Name Equipment Trailers
Acconnt # 1 400-0000-4705
I
Account #2
Account # 3
Description I
Provides for replacement of an existing and the addition of a 20,000 Ib (10 ton) capacity tandem axle trailer.
I
2008 - #138 Hilbros 20,000 lb tandem axle trailer
I
Justification
I
I
These trailers are used extensively in the paving operation to transport the paver machine, roll packer, skidloader and other equipment to and from
the job sites. The utility and parks departments also utilize this trailer for their work. The existing trailer is 20 years old.
I
I
Expenditures
Equipment
Total
2008
25,000
25,000
2009
2011
2012
Total
25,000
25,000
I
I
Funding Sources
Capital Replacement Fund
I
Total
I
I
OperatiolUll Impact/Other I
Both purchases include a limited warranty.
I
2010
2008
25,000
25,000
2009
2010
2011
2012
Total
25,000
25,000
I
I
I
I
25
Capital Improvement Program
City of Chanhassen,. MN
Project # EQ-022
Project Name Tar Kettle
Account # 1 400-0000-4705
Account #2
Description
Provides for replacement of the existing tar kettle.
2008 - #1341997 Stepp SBF-300 Tar Kettle
2008 thru 2012
Contact Unassigned
Department Major Equipment
Justification
The existing tar kettle is used extensively in the pavement maintenance operations. Due to the nature of its use, the life expectancy of this unit is
limited. The kettle was purchased in 1997 and will be 11 years old at the time of trade-in.
Expenditures
Equipment
Total
Funding Sources
Capital Replacement Fund
Total
Account # 3
Type Equipment
Useful Life Unassigned
Category Street Equipment
Priority nla
Total Project Cost $30,000
2008
30,000
30,000
2009
2010
2011
2012
Total
30,000
30,000
2008
30,000
30,000
2009
2010
2011
2012
Total
30,000
30,000
Operational Impact/Other
This purchase will include a limited warranty and will eliminate an expensive overhaul on the existing unit.
26
I
Capital Improvement Program
City of Chanhassen, MN
2008 thru 2012
I Project Name Light Duty Trucks: Parks
Account # 1 400-0000-4704
Account # 3
Contact Unassigned
Department Major Equipment
Type Vehicles
Useful Life Unassigned
Category Park
PJoiority ilia
Total Project Cost $196,000
I
Project #
EQ-052
I
Account #2
Description I
Provides for scheduled replacement of light duty trucks in the Park Maintenance Department.
I
I
~tljicmionl
These vehicles are used for multiple park maintenancer operations including towing mowers, bobcat, snowplowing, sanding, etc. The average
replacement age ofthese vehicles is 13.5 yrs.
I
I
Expenditures
Vehicles
2008
98,000
98,000
2009
33,000
33,000
2010
2011
65,000
65,000
2012
Total
196,000
196,000
I
Total
I
I
Funding Sources
Capital Replacement Fund
2008
98,000
98,000
2009
33,000
33,000
2010
2011
65,000
65,000
2012
Total
196,000
196,000
I
Total
I
I Ope1Yltional Impact/Other I
I
I
I
I
I
37
Capitol Improvement Program
City of Chanhassen, MN
Project #
EQ-054
Project Name Fire Vehicles
Account # 1 400-4135-4704
Account #2
2008 thru 2012
Contact Unassigned
Department Major Equipment
Type Vehicles
Useful Life 10-15 years
Category Fire
Priority n1a
Total Project Cost $205,000
Account # 3
Description
This item allows for the replacement of existing equipment. Vehicles are purchased off either the Hennepin County or State of Minnesota
cooperative bid. Orders are typically required to be placed up to one (I) year in advance of delivery.
Justification
As vehicles age they become less reliable. Also, they require more costly maintenance. Vehicles proposed for replacement are:
Unit 219 - 1988 chev I ton (2007) $85,000
Unit 703 - 1999 Explorer (2008) $40,000
Unit 207 - 1995 Astro Van (2009) $40,000
Unit 706 - 1997 Expedition (2010) $40,000
.Prior
85,000 I
Total
Expenditures
Vehicles
Total
Prior
85,000 I
Total
Funding Sources
Capital Replacement Fund
Total
2008
40,000
40,000
2009
40,000
40,000
2010
40,000
40,000
2011
2012
Total
120,000
120,000
Operationollmpact/Other
These purchases will include a limited warranty and will reduce the annual maintenance and repair costs. The electrical work on the Aerial Truck
will correct an existing problem that has been a concern ofthe mechanics for some time.
2008
40,000
40,000
2009
40,000
40,000
2010
40,000
40,000
2011
2012
Total
120,000
120,000
38