1c. Modificaton to 10 year Acquisition Plan for Fire Trucks, Request to Obtain Plans and Spec for new EquipmentC
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1 MEMORANDUM
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CITY OF /'�'v
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
TO: Mayor and City Council
FROM: Don Ashworth, City Manager
DATE: March 9, 1995
SUBJ: Alteration to Fire Department Vehicle Replacement Schedule and Request for
Authorization to Prepare Specifications/Take Bids
Preparation of specifications for a fire truck is ' a very time consuming process. Virtually
every component of the truck is individually specified. Similarly, the actual fire truck
construction occurs piece by piece and will typically;take upwards of one year to complete.
Accordingly, the fire department wants to be sure that the city council is aware of what
purchases they are anticipating in 1995, and that once the specs are completed, that the
council will endorse taking bids and awarding the truck 'to the lowest responsible bidder.
As you may recall during the budgetary process, this office requested each of our operating
departments to review all equipmc; tt within their departments and to prepare a ten year
replacement listing. For example; if we currently have a 1985 dump truck scheduled for
replacement in 1997 with a tandem, the ten year forecast was to include cost estimates for the
tandem not the existing dump truck. 1995 represents the first,, year that we have achieved
developing a cash reserve equal =to the depreciated valueW all of our existing vehicles plus
representing a le)T amount sufficient to ensure, °that u re would be in a position to replace
equipment over &!h ' curse of the next ten years without requiring major increases or
decreases in property tax levies.:. Again, 1995 represents the first year in which full funding
' has been achieved —such being the" goo' & news. The bad, news is that 1995 also represents the
single highest peak in terms of vehicle replacement costs during that projected ten year time
frame. In essence, a major portion of our reserves will be consumed if we front end some of
' the major expenses as currently being requested' by the fire department. Even though the
requests do draw down on reserves, adequate funding does exist to carry out all of the
purchases as currently being requested. [Note: As a fire truck takes almost one year to build,
funding for the two trucks will, in actuality, occur over the budgetary years 1995 and 1996.1
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Mayor and City Council
March 9, 1995
Page 2
The requests as presented by the fire department appear as though they represent new "news."
In fact, the modifications to the proposed purchase schedule was known as we ended the
budgetary process and it was those lower numbers which helped us achieve the full funding
position.
Approval of the fire department's request to accelerate the one fire truck purchase as well as
to start preparing specifications is recommended.
In
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CITY OF le,
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
TO: Mayor & City Council
City Manager Don Ashworth 1�
FROM: Scott Harr, Public Safety Director
I DATE: February 28, 1995
' SUBJ: Alteration to Fire Department Vehicle Replacement Schedule & Request For
Authorization from the Council to Request Bids
' This memo is to present to the Council alterations in the Fire Department truck replacement
schedule that the Fire Department truck committee has recommended, as well as to request
' authorization from the City Council for us to seek bids for the new equipment.
BACKGROUND
The Chanhassen Fire Department has traditionally replaced fire apparatus on an "as needed" basis
(i.e., when a truck needed replacing or refurbishing, this request was made of the Council).
Because of the incredible growth that the City continues to experience, Fire Chief Jim McMahon,
1st Assistant Fire Chief Bob Moore and 2nd Assistant Fire Chief Richard Wing have worked
diligently to develop a TRUCK REFURBISHMENT AND REPLACEMENT SCHEDULE (copy
' attached). This concept was included in the 1995 budgeting process, which the Council approved
of in theory, along with granting authority to proceed with the 1995 scheduled activity.
The 'Truck Committee', which is made up of representatives from the Fire Department at large,
has worked to determine what would best serve the City. They have kept in mind the importance
of fiscal responsibility during this process, and I could not be more pleased with their current
' recommendations. To use a tired phrase, the recommendations honestly let us "have our cake
and eat it too ", in that the City has the opportunity to save, conservatively, $295,250.00(!!!) while
' providing our community, and the Fire Department, with the equipment both deserve.
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Memo to Mayor & City Council & City Manager
Re: Fire Department Replacement Vehicles
February 28, 1995
Page 2
ANALYSIS
The attached documentation from the Fire Board articulates our position directly: Replace the
1971 tanker ( #224), as approved by the City Council to purchase in 1995, and purchase the new
pumper (as scheduled for 1996), which will replace the 1973 engine we have. This will
eliminate the necessity of purchasing the additional pumper truck scheduled for replacement in
1999 (which was scheduled to be refurbished in 1995). We have also learned that we may be
able to receive another approximate 5% - 7% discount if both trucks were ordered at the same
time from the same manufacturer (and, we may be able to receive yet another additional discount
for prepayment, as done with the aerial tower purchase, plus another 15% discount directly from
the chassis manufacturer if both trucks are ordered at the same time). While we are still
examining future needs for a satellite fire station on the south end of town, it is our opinion that
this new vehicle replacement schedule may delay the need for another station, if not eliminate
it altogether. (I do want to advise the Council that I am considering the purchase of land for a
possible southern satellite fire station, at least to acquire land at a price that is cheaper than in
the future, but which can be sold if we choose not to build on it. I don't want to state to you
that this plan will positively eliminate the need for another fire station. City growth may require
that we take this step at the same time.
RECOMMENDATION
From a financial viewpoint, this has turned out to be a great year for the Public Safety
Department! In addition to our Animal Control Vehicle, Crime Prevention Vehicle, Fire
Department Administration Vehicle and Building Inspection Vehicles coming in at approximately
$17,000 below the budgeted amount, I am now in the position to make a recommendation to the
City Council that the Fire Department Equipment Acquisition Plan as modified, be accepted in
order to save the City approximately another $295,250.00! The Public Safety Commission
agrees, as it unanimously endorsed this proposal at their February 1995 meeting.
It is the recommendation of the Chanhassen Fire Board, the Public Safety Commission and the
Public Safety Director that the recommendations from the Fire Department be accepted by the
City Council, and that the Public Safety Director be directed to request bids for the 2500 gallon
tanker /pumper (initially recommended for replacement in 1995) and the 1000 gallon pumper
(initially recommended for replacement in 1996), to have both units bid in 1995 for delivery in
1996.
Director's Note to Council: I will plan to have Chiefs McMahon, Moore and Wing at the March
13 City Council meeting. I would invite you to contact any of us prior to the meeting with
specific questions (Jim McMahon at 443- 2591(h &w); Bob Moore at 474- 8197(h) or 844- 7431(w);
Richard Wing at 474 -5396 (h &w); or myself at 937 -1900 ext. 133(w) or 930- 9477(h).
Thanks for considering this exciting opportunity!
g:*\safety\sh%revehLmem
Numbers detailed by Richard Wing:
1. 1995/96 Repair Rust 209 Minimum
$
30,000.00
1996 Replace 209 Minimum
270,000.00
Save
$
300,000.00
2. 1995 Upgrade Tanker to Tanker/Pumper
$200,000.00 (scheduled)to $260,000.00
-
60,000.00
Save
$
240,000.00
3. 1996 Replace 208 (scheduled). Buy now
-dual bid will save minimum of 5%
$
26,250.00
Save
$
266,250.00
4. Price reflects a 15% savings on
buying 2 Spartan Chassis + 36,000.00
Save $ 302,250.00
5. Sale of Trucks (3):
209 $12,000.00
208 $ 4,000.00
224 $ 2,000.00
+$18,000.00 Save $ 320,250.00
Equipment needs for new trucks- - 25,000.00
$ 295
6. Future possible savings
Tanker (1998) $ 160,000.00
South Station $ XXX
gAsafety\shVirevehi.lst
To: Scott Harr, Public Safety Director
From: James McMahon, Fire Chief
Subj: Fire Equipment Request
Date: January 31, 1995
This is to clarify and review the department's understanding as to the
direction we are proceeding in the specifications and bidding for
replacement fire equipment.
As per our recent memo to yourself and city manager, it is our intent
to alter the original Truck Replacement Schedule by proceeding with
the Tanker, as approved for 1995 and, in addition, include in the
process, the new Pumper discussed for 1996. These two trucks will
replace an existing three, a tanker and two pumpers. As noted, such a
schedule will save a minimum of $250,000.00 over the original
proposal. In addition, the tanker scheduled for replacement in 1997,
will most likely not be replaced due to the capabilities of the
proposed new trucks, a saving of another $140,000.00.
The initial costs for the two requested trucks are:
1. 2500 gallon tanker /pumper $265,000
2, 1000 gallon pumper 260,000
Total $525,000
The total costs would be further offset by:
1. A very competitive, fierce bid due to the present
market and there being two trucks in the bid package.
2. If pre - payment is made as was done in the aerial purchase.
3. The sale of pumper 209 ($12,000), pumper 208 ($4000), and
tanker 224 ($2000), a total of approximately $18,000.
These two new trucks would see the department upgraded in terms of
technology, safety and response capability while reducing the total
number of vehicles, maintenance and total, long term costs, as
described.
We can be ready for bidding by April 1, 1995. Delivery from that
point would take approximately eleven (11) months with delivery early '
in 1996.
If this plan is approved by council, we will abandon the repair of
engine 209 ($35,000 to $70,000), continue with the upgrade of the I
approved tanker and begin work on the new pumper.
I believe our plan will save the city a considerable amount of money '
while at the same time propelling the department well into the 21st
century with the most modern and capable of equipment.
I would appreciate your taking our proposal to the Public Safety '
Commission for their review and then carry this plan to the City
Manager and City Council for approval.
' To: Scott Harr
From: R. Wing
' Subj: New Trucks
1. Standardization: We will have two frontline trucks which are
identical in operation and layout. They will both have automatic
transmissions and a power plant that can get up the hill on South 101.
They will be designed to accelerate quickly, be equipt with ABS brakes
for stopping and probably top out at 60 MPH or less.
2. Safety: Seatbelts, more crew room, better brakes and the new
transmission retarder for braking.
3. These trucks with the Spartan Cab will seat 6 or 7 crew members
instead of the present 5. A luxury of person power we have never had.
4. Water: These two trucks will carry a combined load of 3500
gallons of water, more than our entire present capability. In
addition, both trucks will be equipt with Foam Injectors which makes
the water wetter and doubles it's effectiveness.
5. Due to the capabilities and greater speed (ability to accelerate)
of these two trucks, I believe that the need for a South Station is
greatly reduced or even eliminated. Our ability to serve the South
Side will be greatly enhanced. Better or Improving roads to the South,
faster trucks, more water, larger crews and the Opticom System all add
up to a real win /win situation.
Date:
January 25, 1995
I am
pretty comfortable with
the department's truck replacement
request.
If these two trucks
are bought together, we will be set in
'
terms
of modern and reliable
equipment for the distant future. But
there
are several other issues
that come to mind.
1. Standardization: We will have two frontline trucks which are
identical in operation and layout. They will both have automatic
transmissions and a power plant that can get up the hill on South 101.
They will be designed to accelerate quickly, be equipt with ABS brakes
for stopping and probably top out at 60 MPH or less.
2. Safety: Seatbelts, more crew room, better brakes and the new
transmission retarder for braking.
3. These trucks with the Spartan Cab will seat 6 or 7 crew members
instead of the present 5. A luxury of person power we have never had.
4. Water: These two trucks will carry a combined load of 3500
gallons of water, more than our entire present capability. In
addition, both trucks will be equipt with Foam Injectors which makes
the water wetter and doubles it's effectiveness.
5. Due to the capabilities and greater speed (ability to accelerate)
of these two trucks, I believe that the need for a South Station is
greatly reduced or even eliminated. Our ability to serve the South
Side will be greatly enhanced. Better or Improving roads to the South,
faster trucks, more water, larger crews and the Opticom System all add
up to a real win /win situation.
To: Don Ashworth, City Manager
From: Jim McMahon, Fire Chief
Subj: Truck Replacement Schedule
Date: January 9, 1995
The present Truck Replacement Schedule has our truck committee working
on a new Tanker in 1995 and an Engine replacement in 1996. After a
complete review of our equipment and needs, we would like to propose a
change which will result in the deletion of an entire truck and the
subsequent savings in dollars.
As you know, our present tankers are old and one is in the process of
being replaced. Next in line is the older Engine, 208 which is due
replacement in 1996. In line with these two trucks is Station 2's
Pumper 209 which needs $32,000.00 of rust repair now, or a re -furb
such as occurred on 210 for $70,000.00.
We are suggesting and in fact, are requesting your permission and that
of the City Council to alter our plan. We would like to spec and bid
two trucks now. Our suggestion is that the proposed 2500 Gallon
Tanker be upgraded to a Pumper, with minor modifications, at a cost of
$250,000.00 versus the proposed $200,000.00. This Pumper /Tanker would
replace two (2) trucks, Tanker 225 and Engine 208. It would become
the second truck out. We would further suggest that no money he
spent, no upgrade be done to Station 2's Pumper 209. This truck would
be deleted and replaced by the newly re- furbed 210 from Station 1. We
are requesting two trucks which will replace three existing vehicles.
SCHEDITLED PLAN
1995:
Replace
Tanker
225
1996
Replace
Engine
208
1995/96
Repair
rust or
refurb
engine
209
1999
Replace
Engine
209
$200,000.00
$275,000.00
$ 32,000.00 (rust only)
$325,000.00 (move 210 west)
$832,000.00 Total Scheduled
PROPOSED REQUESTED SCHEDULE
1995 Replace Tanker 225
Replace Engine 208
1995 /96 Replace Engine 2.09
$250,000.00 (Pumper /tanker)
$275,000.00 (1000 Gal. Pumper)
()ur request totally deletes one
truck and saves;
$52.5,000.00 Total Proposed
$307,000.00 (Savins)
It is the committee's feelings that alot of work could be saved and
additional savings could be realized if specifications and bidding
were done at the same time.
' The bottom line is a request to buy two pumpers now and in the process
replace three existing vehicles immediately. Total costs appear
pretty current for the two trucks with the .307,000.00 saved being an
' estimate based on 1999 dollars. We would certainly save •250,000.00.
The two trucks proposed:
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1. A 2500 Gallon Tanker /Pumper which will serve as a very efficient
tanker with full pumper capability.
Speed and safety would be
gained in this vehicle. A Spartan
Cab similar to the Aerial is
'
proposed. This truck will serve as
a second pumper to hack up the
smaller, firs*_ out pumper when not
serving as a tanker. The big
gain in this vehicle is it's speed,
crew capability and the
'
large amount of water available.
2. A 1000 Gallon Pumper (1000 gallons
being the new standard.,
single -axel with a Spartan Cab as above.
This truck will replace
'
the aging Ford at Station 2 and he
Station 1's frontline pumper.
The proper engine and an automatic
transmission is proposed.
For our committee to move ahead, we need
a direction from you. T• 7, e
'
would appreciate your consideration of
our new proposal.
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CHANHASSEN FIRE DEPARTMENT
TRUCK REFURBISHMENT AND REPLACEMENT SCHEDULE
(Dollars in S 1,000)
✓/
Qt I,,
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9S
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
206 - Chiefs Car
Replace
_
Replace
1988 Chevrolet Blazer
32
35
_ 207 - Staff Car
I
Replace
Replace
1982 Pontiac Bonniville
35
35
208 - 1250 Pumper
Replace
1973 Pirsch
275
_ 209 - 1250 Pumper
Refurb
Replace
1979 Ford L -9000
32
350
-210 - 1250 Pumper
Replace
1981 Ford L -9000
300
216 - Heavy Rescue
Refurb
1992 Chevrolet Van
50
217 - Rescue /Grass
Replace
Replace
1977 Ford Pickup
40
45
Rescue
218 - Light Replace
R
Replace
1984 GMC Pickup
100
110
219 - Rescue /Grass
Replace
1988 Chevrolet Pickup
45
224 - Water Tanker
Replace
1971 Ford
200
225 - Water Tanker
Replace
1979 Chevrolet
150
228 - Aerial Ladder
1990 Simon - LTI
231 - Asst. Chiefs Car
New
Replace
32
35
TOTAL DOLLARS
267
307
172
150
350
45
0
85
35
490
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CHANHASSEN FIRE DEPARTMENT
TRUCK REFURBISHMENT AND REPLACEMENT SCHEDULE
(Dollars in $1,000)
2005
2006
2007
2008
2009
2010
2011
2012
2013
2014
206 - Chief s Car
Replace
1988 Chevrolet Blazer
38
207 - Staff Car
Replace
1982 Pontiac Bonniville
38
208 - 1250 Pumper
Refurb
1973 Pirsch
125
209 - 1250 Pumper
Refurb
1979 Ford L -9000
125
210 - 1250 Pumper
Refurb
1981 Ford L -9000
135
216 - Heavy Rescue
Replace
1992 Chevrolet Van
150
217 - Rescue/Grass
Replace
1977 Ford Pickup
48
218 - Light Rescue
Replace
1984 GMC Pickup
115
219 - Rescue /Grass
Replace
Replace
1988 Chevrolet Pickup
45
48
224 - Water Tanker
Refurb
1971 Ford
50
225 - Water Tanker
Refurb
1979 Chevrolet
50
228 - Aerial Ladder
Refurb
1990 Simon - LTI
250
231 - Asst. Chief s Car
Replace
38
TOTAL DOLLARS
300
125
45
50
- 163
38
201
150
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CITY OF
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
TO: Richard Wing, Second Assistant Chief
FROM: Harold Brose, Equipment Superintendent '4
DATE: August 20, 1993
SUBJ: Fire Department Equipment Update
This is a response to your request for my opinion on the current condition of Fire
Department equipment and a possible replacement schedule. The 1971 Ford tanker #224
and the 1979 Chevrolet tanker #225 are two of the older vehicles that should be replaced
within the next two years. T lie tank seams on #224 are showing signs of deterioration. The
mechanical condition of #225 has always been borderline since purchased as a used unit.
The 1982 Pontiac Bonneville #207 should also be replaced within two years. The engine
has worn bearing noise with its 100,000 plus miles.
With the 1981 pumper #210 being planned for major renovation next year I feel the other
pumpers are mechanically and structurally useable for some time. On pumper #209 I would
recommend having the underside of the cabinets inspected, cleaned, reinforced if needed
and rustproofed to make sure the same problem does not develop on #209 as it did on
#210. Pumper #208 is old (1973) but mechanically seems fine, especially as a back -up unit.
Rescue and grass fire units #217 and #218 are mechanically in good condition. It would
be up to the Fire Department to decide if continued use of these vehicles would be
satisfactory in the future with the way that they are set up., If there are other questions, feel
free to contact me.
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