2011-15 CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: March 14, 2011 RESOLUTION NO: 2011 -15
MOTION BY: Tjornhom SECONDED BY: Laufenburger
A RESOLUTION FOR PURCHASE OF
2011 VEHICLE PURCHASES INCLUDED IN THE 2011 CIP
PW016III
WHEREAS, annually, the City considers replacement of vehicles and equipment that have
reached their average life expectancy and are showing signs of needing major maintenance; and
WHEREAS, it has been the City's practice to replace these vehicles and equipment before
major repairs are required; and
WHEREAS, these purchases are included in the 2011 CIP. The attached report shows the
total amount of each item bid with possible additional costs for taxes and licenses on the vehicle.
NOW, THEREFORE, BE IT RESOLVED that the Chanhassen City Council hereby
approves the 2011 purchases as attached hereto.
Passed and adopted by the Chanhassen City Council this 28 day of February, 2011.
ATT
irk
To d Gerhardt, City anager Thomas A. Furlong, Mayor
YES NO ABSENT
Furlong
Ernst
Laufenburger
McDonald
Tjornhom
. il
i C....
MEMORANDUM
0f
TO: Paul Oehme, Public Works Director /City Engineer
CITY OF
CHANHASSEN Charles Siegle, Equipment Supenntendent
7700 Market Boulevard DATE: February 28, 2011 tdq.".
PO Box 147
Chanhassen, MN 55317 SUBJ: Consider 2011 Truck Purchases
Administration
Phone: 952.2271100 PROPOSED MOTION:
Fax: 952.2271110
"The City Council approves the attached Resolution Approving the Purchase of 2011
Building Inspections Vehicles included in the 2011 CIP. This includes the replacement of truck nos. 117,
Phone: 952.2271180 118 and 302 and equipment and rehabilitation of the lift of bucket truck #106 as
Fax: 952.2271190 outlined in this background."
Engineering Approval requires a simple majority vote of the City Council.
Phone: 952.2271160
Fax: 952.2271170
Finance DISCUSSION
Phone: 952.2271140
Fax: 952.2271110 Annually, the city considers replacement of vehicles and equipment that have
Park & Recreation reached their average life expectancy and are showing signs of needing major
Phone: 952.2271120 maintenance. It has been the city's practice to replace this equipment before
Fax: 952.2271110 major repairs are required. All vehicles proposed for replacement are used
extensively for their work function and have to be reliable to maintain current
Recreation Center service levels. Vehicles to be replaced are showing signs of wear and needing
2310 Coulter Boulevard major repairs. It is appropriate to replace these vehicles to present a good image
Phone: 952.2271400
Fax: 952.2271404 to the public.
Planning & The proposed purchases of vehicles are through the State of Minnesota bidding
Natural Resources contract pricing, which is the best pricing available to cities.
Phone: 952.2271130
Fax: 952.2271110
DISCUSSION /JUSTIFICATION
Public Works
7901 Park Place 1. STREET DEPARTMENT — DUMP/PLOW TRUCK
Phone: 952.2271300
Fax: 952.2271310 The 1994 Ford L8000 #117 single -axle dump truck to be replaced is 17 years old.
Senior Center This truck is used for snow plowing, sanding, hauling fill, and blacktopping. The
Phone: 952.2271125 dump box, cab and chassis are severely rusted and the frame is bent and spreading
Fax: 952.2271110 apart from years of hauling and plowing. Parts for older Ford trucks are becoming
hard to acquire and are becoming very expensive compared to newer model
Web Site vehicles parts.
www.ci.chanhassen.mn.us
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
2011 Truck Purchases
February 28, 2011
Page 2
The box on the new truck is proposed to be constructed of stainless steel, which will not corrode
like steel and will not require painting. The city has standardized the use of stainless steel boxes
with past truck purchases. This will result in a substantial savings on upkeep and repairs.
It is estimated that trading the truck is a better value than trying to sell the truck at auction. Staff
has received a price of $22,000 for trading -in this truck. Trucks sold last year at auction with the
same features and in similar condition only sold for between $15,000 to $16,000. The city is
better off trading -in the truck at this time.
This truck takes about 6 months to build and deliver. Purchasing this vehicle now will allow the
truck to be delivered before the next winter season.
2. STREET DEPARTMENT — DUMP/PLOW TRUCK
The 1994 Ford L8000 #118 single -axle dump truck to be replaced is 17 years old. This truck is
used for snow plowing, sanding, hauling fill, and blacktoppmg. The dump box, cab and chassis
are severely rusted and the frame is bent and spreading apart from years of hauling and plowing.
Parts for older Ford trucks are becoming hard to acquire and are very expensive.
The box on the new truck is proposed to be constructed of stainless steel, which will not corrode
like steel and will not require painting. The city has standardized stainless steel boxes with past
truck purchases. This will result in a substantial savings on upkeep and repairs.
It is estimated that trading in the truck is a better value than trying to sell it at auction. Staff has
received a price of $22,000 for trading -in the truck. Trucks sold last year at auction with the
same features and in similar condition only sold for between $15,000 to $16,000. The city is
better off trading -in the truck at this time.
This truck takes about 6 months to build and deliver. Purchasing this vehicle now will allow the
truck to be delivered before next winter season.
3. UTILITY DEPARTMENT — SERVICE CRANE TRUCK
The 1999 Ford F450 utility service truck with crane is 12 years old. This vehicle is used for
servicing lift stations and pulling pumps with the built -in crane. The truck is used for emergency
service lift station calls and therefore must be in good working condition. The truck is also used
to service hydrants, gate valves, and other utility equipment. The truck has 128,000 miles on it,
the body and chassis are very rusty, and is in need of expensive repairs.
The truck is proposed to come equipped with a crane, air compressor and utility box similar to
what is currently equipped on the truck.
2011 Truck Purchases
February 28, 2011
Page 3
It is estimated trading the truck is a better value than trying to sell the truck at auction. Staff has
received a price of $8,000 for trading in the truck. Trucks sold last year at auction with the same
features and in similar condition only sold for $4,500. The city is better off trading in the truck at
this time.
4. STREET DEPARTMENT — BUCKET TRUCK FRAME & BED REFURBISH
This truck is used for replacement of street lights, tree trimming, traffic signal repair, hanging
Christmas lights, banners and other aerial -type work. The truck is 15 years old and the engine
and chassis and most of the body is in good condition. However, the frame for the versa lift
bucket is very rusty and did not pass the annual vehicle DOT inspection last year. With the age
of the truck, the hoses and leveling chains need to be replaced for safety reasons. The purchase
of a new bucket truck is estimated to cost $170,000. Staff is requesting the truck be refurbished
at this time. The refurbishing work would include replacing the bed and frame for the bucket,
sandblasting and painting the truck frame, replacing the hydraulic hoses inside the boom and
replacing the leveling chains for the bucket. It is estimated refurbishing the truck will lengthen
the life of the truck by 10 to 15 years. Staff has received two quotes for this work.
BIDS AND QUOTES
The following quotes have been received:
1. STREET DEPARTMENT — DUMP/PLOW TRUCK — Project EQ -016
Pricing was received from the State of Minnesota Contract
2011 Mack GU812 Single -Axle Chassis $ 95,687.21
Trade #117 - 22,000.00
JCraft Plow/Wing, Box Sander and Hydraulics 78,506.10
Total Expenditure $152,193.31
Price does not include sales tax, license or registration.
2. STREET DEPARTMENT — DUMP/PLOW TRUCK — Project EQ -016
Pncing was received from the State of Minnesota Contract
2011 Mack GU812 Single -Axle Chassis $ 95,687.21
Trade #118 - 22,000.00
JCraft Plow/Wing, Box Sander and Hydraulics 78.506.10
Total $152,193.31
Price does not include sales tax, license or registration.
2011 Truck Purchases
February 28, 2011
Page 4
3. UTILITY DEPARTMENT — SERVICE CRANE TRUCK — Project EQ -062
Pncing for truck is from the State of Minnesota Contract
2011 F450 Cab and Chassis $ 34,391.38
Trade #302 - 8,000.00
Utility Box, Crane, Hydraulics for Crane &
Onboard Air Compressor 60,505.15
Total $ 86,896.53
Price does not include sales tax, license or registration.
4. STREET DEPARTMENT — BUCKET TRUCK FRAME & BED REFURBISH
Quote #1 - Dueco (requested quote to approve) $ 27,442.89
Includes Tax
Quote #2 — ABM Equipment & Supply $ 32,424.00
Does Not Include Tax
SUMMARY
They City's fleet continues to go past the normal replacement age of ten years for most vehicles.
It is important to replace these units at this time that are 12 -19 years old.
ATTACHMENTS
1. CIP Sheets for Each Vehicle
2. Resolution
G:\ENG\PUBLIC\PW016 VEHICLES AND EQUIPMENT\BKGD 201ICIP TRUCK PURCHASES.DOC
Capital Improvement Program 2011 thru 2015 Department Major Equipment
City of Chanhassen, MN Contact Paul Oehme
Project # EQ -016
Type Vehicles
Useful Life Unassigned
Project Name Dump /Plow Truck Replacements /Additions
Category Street Equipment
Account #1 400 - 4108 -4704 Account #3 Priority n/a
Account #2 Account #4
Description I Total Project Cost: $1,150,800
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 of MN cooperative bid systems. Orders for truck chassis are typically required to be placed
up to one year in advance of delivery.
Replacement schedule is as follows:
2011 - #117 1994 Ford L8000 Dump/Plow Truck
2011 - #118 1994 Ford L8000 Dump/Plow Truck
2012 - #115 1991 Ford F800 Dump /Plow Truck (would also replace truck #302)
2013 - #120 1995 Ford LS8000 Dump/Plow Truck
2014 - #121 1995 Ford LS8000 Dump/Plow Truck
2015 - #122 1996 Ford LS8000 Dump/Plow Truck
Justification 1
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 18.5 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 and are
purchased through MnDot State contracts..
Expenditures 2011 2012 2013 2014 2015 Total
Vehicles 399,800 120,000 206,000 209,000 216,000 1,150,800
Total 399,800 120,000 206,000 209,000 216,000 1,150,800
Funding Sources 2011 2012 2013 2014 2015 Total
Capital Replacement Fund 399,800 120,000 206,000 209,000 216,000 1,150,800
Total 399,800 120,000 206,000 209,000 216,000 1,150,800
Budget 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.
Capital Improvement Program 2011 thru 2015 Department Major Equipment
City of Chanhassen, MN Contact Paul Oehme
Project # EQ -062 Type Vehicles
Useful Life Unassigned
Project Name Light Duty Trucks: Utilities
Category Utilities
Account #1 700 - 7025 -4704 Account #3 Priority n/a
Account #2 701 - 7025 -4704 Account #4
Description 1 Total Project Cost: $296,000
This allows for replacement of existing vehicles in the Water and Sewer department.
2011 - #302 1999 Ford F -450 3/4 ton pickup
2012 - #317 1997 Chevrolet 3/4 ton pickup
2013 - #320 2003 Chevrolet 3/4 ton pickup
2013 - #316 1997 Chevrolet 3/4 ton pickup
2014 - #301 2002 Chevrolet 3/4 ton pickup
Justification
This replaces pickups in accordance with the vehicle replacement plan.
Prior Expenditures 2011 2012 2013 2014 2015 Total
64,0001 Vehicles 85,000 55,000 58,000 34,000 232,000
Total Total 85,000 55,000 58,000 34,000 232,000
Prior Funding Sources 2011 2012 2013 2014 2015 Total
I 64,0001 Sewer Utility Fund 42,500 27,500 29,000 17,000 116,000
Total Water Utility Fund 42,500 27,500 29,000 17,000 116,000
Total 85,000 55,000 58,000 34,000 232,000
Budget Impact/Other I
Capital Improvement Program 2011 thru 2015 Department Major Equipment
City of Chanhassen, MN Contact Paul Oehme
Project # EQ -109 Type Equipment
Useful Life
Project Name Bucket Truck Refurbish
Category Street Equipment
Account #1 400 - 0000 -4704 Account #3 Priority n/a
Account #2 Account #4
Description I Total Project Cost: $30,000
Refurbish the bucket truck subframe under the bed of the truck. This frame supports the pedestal for the broom. This truck was purchased in 1996
and is not scheduled to be replaced for another 10 years.
Justification
The subframe under the bed of the truck is rusted and will not pass the annual safety inspection.
Expenditures 2011 2012 2013 2014 2015 Total
Equipment 30,000 30,000
Total 30,000 30,000
Funding Sources 2011 2012 2013 2014 2015 Total
Capital Replacement Fund 30,000 30,000
Total 30,000 30,000
Budget Impact/Other