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1.5 Authorize Advertising for Bids and Award of Bids for 1994 Equipment/Vehicle Purchases it I MEMORANDUM CITY OF it 600 CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 0 FAX (612) 937 -5739 I TO: Don Ashworth, City Manager Each year the State of Minnesota prepares and Wm. ii1nist of equipment and vehicles. These contracts are establi agencies within the state are also able to purchase equi at the contract price. Due to the volume of equipment State, the bid price contracts in which the..Mate awards cases, the state bid contract prices are much lower than agency could receive in going out for bids. Chanhassen has made use of the state bid contracts for FROM: Charles Folch, Director of Public Works /City Engineer S, to council I - 2�1 -a� Ck DATE: January 19, 1994 ' SUBJ: Authorize Advertising for and Award of Bids on the 1994 Equipment/Vehicles Purchases - File No. PW -016 Action by City A I�odii rd Dat Date Submitted to Commission - ates State bid contracts for the purchase ihed as such that municipal and county >ment or vehicles listed on the state bid and vehicles purchased annually by the tend to be very favorable. In nearly all what an individual municipal or county ks such, whenever possible, the City of purchasing equipment and vehicles. Over the past few years it seemiis though the deadlines tpr ordering equipment and vehicles under the state bid contracts has varied greatly and in some cases has gotten much shorter. This year is a clear example as deadline for officially purchas ing heavy -duty trucks off the state bid contract is Febiivary it),%1 9 sli o here is truly: *ne Council meeting prior to the February 10th deadline, it is imperative that City Council formally,.authorize the advertisement forbids (as a formality) and award bids (based on state bid contract) for the (2) dump trucks (as approved with the 1994 budget) iftheir regular meeting on January.24, 1994. The contract deadlines for purchasing pickups and autos is latern'the spring. Those items which are not covered under the state bid contracts will be advertised for bids `accordingly and a recommendation of award will take place at a future Council meeting. Harold has had a very difficult task of putting together the specifications for the (2) dump trucks to be purchased and acquiring the itemized option price sheet based on the state bid contract. A process which normally takes approximately 2 months has now been condensed into a matter of two weeks. Harold has done an excellent job of putting together the information given the it Don Ashworth January 19, 1994 Page 2 brief period of time. The vehicle and equipment items to be purchased were approved as a part of the 1994 budget. ' It is therefore recommended that staff be authorized to advertise for bids for equipment and vehicle purchases (see attachment) as approved with the 1994 budget and that an award of contract for the (2) dump trucks be approved as per state bid contract. ' ktm Attachment: Memo from Harold Brose dated January 18, 1994. c: Harold Brose, Equipment Superintendent ' Mike Wegler, Street Superintendent Jerry Boucher, Utility Superintendent Dale Gregory, Park Superintendent g.\eng \chaz1es\94equip.cc ' MANAGER'S COMMENT State statute does not require the City Council to authorize the preparation of plans and ' specifications for equipment anticipated to be purchased. Before any purchase can be consummated, the City Council must act to approve the lowest responsible bidder. Although the statute does not require the Council to approved preparation of plans and specifications, staff has found that informing the Council of our intent to start the bidding process is highly advisable. Council members do not need to be surprised by seeing bids for a piece of equipment that you did not know we were proposing to replace nor does staff wish to go through the work of preparing detailed plans and specifications only to find that the Council does not support that particular acquisition. The Council may wish to include this item under Council Presentations if questions exist or you should feel free to contact Charles or Harold directly. d CITY OF CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937 -1900 • FAX (612) 937 -5739 MEMORANDUM TO: Charles Folch, Director of Public Works /City Engineer FROM: Harold Brose, Equipment Superintendent f A DATE: January 18, 1994 SUBJ: Authorization to Receive Bids for 1994 Vehicles and Equipment and Approve State Bid for Two Vehicles The following vehicles and equipment are scheduled for purchase or replacement in the 1994 Vehicle/Equipment Maintenance Service Fun4*950, 1. in the downtown area on the wider'boulevards ' Street, etc. This will allow another truck to be 'i continuous growth of the City streets. This large snow, sand and rock than thy, ,,;jingle -axle trucks hauling dirt and lime for Clty Parks. $110,000 2. Dump Truck with plow; wing and sander - This dump truck (18 years old) with plow and sander. a back -up unit .. With :13.;, pte, mow remc the other vehicle ,is repaired at a later time. $5,000. $70,000 - This truck would have a plow route i as Kerber, Market, Lake Drive, 78th .d for plowing in other areas with the andem truck will be able to haul more id be used for watermain breaks and uck will replace Unit #109, a 1976 'ruck #109 would still be retained as 1: equipment out at one time, quite .rator can then use this old truck until value of truck #T09 is only around 3. Sewer Jet Rodder -This unit will replhce 1Tnit #304, a 1980 jet rodder on a 1972 truck. The pump on the rodder has been overhauled once and would need another major overhaul within a year. The entire uni ,� s' not dependable due to its age. This piece of equipment must be dependable and ready 24 hours a day in case of sewer line blockage along with normal sewer line cleaning. $90,000 4. 4X4 Pickup with plow to be used in the Sewer and Water Department - It was hoped to replace Unit #301, a 1986 pickup with 90,000 miles and severe rust damage, but it would have to be kept for the new employee coming into that department. $20,000 1 1"i 1 1 i Charles Folch January 18, 1994 Page 2 ' 5. 4X4 Pickup with plow to be used in the Park Department - It was hoped to replace Unit #405, a 1982 pickup with 108,000 miles and severe rust damage. With the additional acres of grass areas added each year, this old truck will need to be kept another year for ' part-time workers. $20,000 6. Engineering Sedan - This would be a vehicle such as a Ford Taurus or Chevrolet Lumina to replace Unit #502, a 1980 Ford Fairmont. The 1980 Fairmont would be transferred to the City garage which will allow the 1978 Fairmont with 148,000 miles to be sold (given away). $18,000 7. Skid Steer Loader - This unit would replace Unit #413, a 1980 Bobcat with 3,000 hours. The old Bobcat is in need of major repairs this year if not replaced including the engine. ' With the discounts the City can receive on a new unit it would not be practical to spend several thousand dollars on a loader this old. This loader is used in the Park Department doing landscaping, building playground equipment and snow removal in winter. $16,500 8. Groundsmaster mower - This mower will be needed to maintain all the additional areas added to the downtown. $17,000 9. Bobcat/Roll Packer Trailer - This trailer will be used to haul both units at the same time. With the new trailering regulations on inspections and load tie- downs, etc. the trailer being used is not in compliance with the current regulations. $7,000 10. Paint Striper - This unit will replace the existing unit purchased in 1970. This is used for ' marking crosswalks and parking lots. $7,000 ' 11. Purchase additional pickup for the downtown area - With the increased area that will need to be maintained downtown, this truck will be needed to haul mowers, weed whips, trimmers, etc. This vehicle is not listed in the Vehicle/Equipment Fund since it will be ' funded from the Historic Preservation. $18,000 The bid received from Boyer Ford Trucks for the single -axle truck is $46,659.66 and $71,120.66 ' for the tandem truck (see attached). ktm ' Attachments: 1. Fund #950 Vehicle/Equipment Maintenance Internal Service Fund. 2. Bid for single -axle truck. ' 3. Bid for tandem truck. gApwlharold\equip.94 1 FUND #950 VEHICLE /EQUIPMENT MAINTENANCE INTERNAL SERVICE FUND 1994 BUDGET Commentary General Commen This fund was established to: 1) provide a means by which long range capital purchases could be monitored and planned; 2) to provide a "control center" for purchase /maintenance /usage of vehicles and equipment; and 3) to divorce from the operating costs the peaks and valleys created by a number of major purchases occurring (or not occurring) in any one year. During any five year period, since origina- tion of this fund, costs have approximated 2% of the valuation of pro - perty within the community (the relationship between property sewered, streets /utilities, and equipment necessary for property /public improve- ments served is highly predictable). The City completes a debt analysis study each year to insure that the debt structure of this fund stays within the 2 mill guideline and that overall debt stays within 8 mills. Est. 1993 Expenditures Dump Truck Plow & Sander Skid Steer Loader 4x4 Pickup with Plow Crack Sealer Air Compressor Groundmaster Mower - Replace 1976 Allis to be used by Sewer /Water /Street Depts. for mowing 'areas outside the parks Replace CSO Vehicle Admin. Sedan & Pick -up Re- build fire truck Fuel storage tanks 70,000 20,000 23,000 14,000 15,500 15,000 12,920 28,000 60,000* 70,000 328,420 *Carry forward to 1994 Est. 1994 Expenditures Tandem Dump Truck Dump Truck (Replace #109A) Sewer Jet Rodder (Replace 304) 4 x 4 Utility (Replace 301) 4 x 4 Parks (Replace 405A) Engineering Sedan (Replace 502) Skid Steer Loader - Bobcat (Replace 413) 16,500 Groundsmaster Mower 17,000 Bobcat /Roll Packer Trailer 7,000 Paint Striper 7,000 Fire Department: Air Packs 80,000 Refurbish 210 80.000 535,500 - 60,000 — 1 10,000 365,500 Sub -total Carry forward from 1993 Transfer in fron Utility Net Total 110,000 70,000 90,000 20,000 20,000 18,000 t" I 1 �7 �1 I� � .1 JAN 19 '94 01 :38PM BOYER FORD TRUCKS P.3 1994 LT9000 Dump /Snow Plow (Equipped per attached specifications) Purchase order # C79094- 02732 -01 Original MN DOT Bid Price $ 67,500.00 MN DOT Options Added Right Side Air Sag 4P 824.65 High Level Trim S 400.00 Air Ride Cab a 600.00 Revised Selling Price $ 69,324.66 Options: Alternate Wheelbases N/C Optional EnaiM Detroit Series 60 350 HP Add 1,150.00 Allison HT 750 DR Add 10,700.00 Delete Air Ride Cab Deduct 600.00 Dual 50 Gal Fuel Tanks N/C (8) 11Rx22.5 14 Ply Tires Deduct 250.00 Cast Spoke Wheels Deduct 400.00 Delete Spare Wheel Deduct 200.00 Delete Dump Body and Hydraulics Deduct 10, 029.00 Delete Wet Arm Wipers Deduct 100.00 Delete Tractor Package Deduct 300.00 Horizontal Muffler Add N/C Arctic Fox Fuel Heater Add 350.00 Engine Block Heater Add 100.00 Auxiliary Transmission Add 350.00 Oil Cooler Allison Hi Filtration External JAN 19 '94 01 :37PM FOYER FORD TRUCKS P.2 1994 L8000 Dump /Snow PIOW (Equipped Per Attached Specifications) Purchase Order # C- 79094 - 02733 -01 Original MN DOT Bid Price 52,300.00 MN Dot Options Added Right Side Air Bags a 824.66 5 Year /150,000 Engine Warranty 6 550.00 High Level Trim a 600.00 Revised Selling Price options: Deduct Deduct Deduct Deduct Deduct Deduct Deduct Deduct Deduct Deduct Add Add Add Add Add Deduct Add Add R=r1 Deduct Deduct Deduct 54,074.66 N/C N/C 200.00 100.00 100.00 250.00 250.00 550.00 850.00 6,576.00 250.00 75.00 N/C 350.00 100.00 60.00 100.00 13.00 N/C 50.00 90.00 350.00 483.00 N/C N/C N/C 20.00 1.00.00 20.00 With Wet Arms Deduct 100.00 Running Lights Deduct 20.00 Alternate Wheelbases Engine Options ILO 250 HP 250 HP 0 2400 RPM Loback Fixed Passenger Seat Standard Instrument Panel Delete Dull Black Hood Paint (6) 11Rx22.5 14 Ply Tires Cast Spoke Wheals Delete Engine Warranty Delete Transmission Warranty Delete Dump Body /Hydraulics Delete Tractor Package Delete Spare Wheel Horizontal Muffler With Vertical Pipe & Curve Pipe Arctic Fox Fuel Heater Engine Block Heater Vernier Hand Throttle Winter Front Push Button Control Console 683 Axle Ratio Hi Back National Cush N Aire Drivers Seat Plus Fixed Base Companion Seat Intermittent Wipers Butterfly Hood 2- 315 /80Rx22.5 Goodyear G-291 Front Tires 2- 900x22.5 Castspoke Wheels 75 Gallon Aluminum Fuel Tank Painted Front Bumper Synthetic Lube Rear Axle Mirror /Convex Fender Mounted Frame Piercing IS Holes Windshield Wiper Air, .Total Bid $ 46,G59.66 r 1 1 TAN 19 '94 01:38P11 BOYER FORD TRUCKS Filter Add 460.00 16.5 CFM Compressor Add 140.00 Intermittent Wipers Add 90.00 Butterfly Hood Add 320.00 Painted Front Bumper Add N/C Parts & service Manuals Add 195.00 Synthetic Luba, Trans. Deduct 60.00 Mirrors /Convex Fender Monte ] Deduct 100.00 Frame Piercing 26 Holes Deduct 20.00 410 Axle Ratio N/C 174" Wheelbase, 96 CT N/C Total Bid Price $ 71,12Q.66 P.4