1d. Purchase 2012 CIP Vehicles & Equipment0
CITI[ OF
CgANHASSEN
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
7901 Park Place
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
MEMORANDUM
TO:
FROM:
DATE:
SUBJ:
Paul Oehme, Public Works Director /City Engineer
Charles Siegle, Equipment Superintendent
March 26, 2012
Purchase of 2012 CIP Vehicles & Equipment
PROPOSED MOTION
"The City Council approves purchase of 2012 CIP Vehicles and Equipment."
City Council approval requires a simple majority vote of those present.
DISCUSSION
Annually, the city considers replacement of vehicles and equipment that have
reached their average life expectancy and are showing signs of needing major
maintenance. It has been the city's practice to replace this equipment before major
repairs are required. All of these vehicles are used extensively and have to be
reliable to maintain appropriate city services. Also, vehicles to be replaced are
showing signs of wear and it is appropriate to replace these vehicles to present a
good image to the public.
DISCUSSION /JUSTIFICATION
1. STREET DEPARTMENT — WOOD CHIP TRUCK/FLOODING TRUCK
The 1991 F800 Wood Chip Truck ( 9115) proposed to be replaced is 21 years old.
This vehicle is used for tree trimming and hauling wood chips for all public works
departments. The box cab and chassis are significantly rusted. The new truck
would be used for a combination of a wood chip truck and a skating rink flooding
truck. The watering truck, ( #302) which is 13 years old, is planned to be sold at this
time. These workload for these two vehicles are proposed to be combined into one
truck. Both trucks will be sold at auction in the fall.
2. PARK DEPARTMENT — PICK UPS
The 1995 Chevrolet pickups to be replaced, #414 and #415, are severely rusted.
These vehicles will need expensive repairs due to rusted brake lines and fuel lines.
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Paul Oehme
Purchase 2012 CIP Vehicles
March 26, 2012
Page 2
The estimated value of these pickups is $2,000 - $3,000. Both pickups will be sold
at auction in the fall.
3. PARK DEPARTMENT — TORO 4000 MOWER
The 1996 and 1998 Toro mowers are in need of major repairs. These mowers are
used extensively during summer, primarily to maintain park areas. Staff has looked
at the needs of the mowing operation and has determined a wider cut mower would
almost replace both of the older mowers with less manpower for its intended use
areas. The new mower will cut from 62 inches to an 11 -foot swath. Both mowers
are proposed to be traded -in for the new mower. Staff estimates the city will
receive a better deal by trading in the mowers than selling the mowers at an auction.
4. UTILITY DEPARTMENT — F450 PLOW TRUCK
The 1997 Chevrolet 3500 with dump box and snow plow is 15 years old. This
vehicle will need expensive repairs due to cab and chassis rust. The vehicle is used
for plowing snow, towing bobcats and equipment to job sites, and hauling small
material loads. Both trucks will be sold at auction in the fall.
BIDS AND QUOTES
The following quotes have been received from state bids. State contract bids are
typically the most cost effective way cities purchase equipment.
1. STREET DEPARTMENT — WOOD CHIP TRUCK/FLOODING TRUCK
2012 International 4300 Cab and Chassis $62,496.66
Chip box, hoist, hydraulics, and hitch $24,992.21
Total $87,488.87
2. PARK DEPARTMENT —PICKUPS
2012 Chevrolet 2500 4x4 with strobe light, tool box $24,329.76
Western 8'6" snow plow 5,292.45
Total $29,622.21
2012 Chevrolet 2500 4x4 with strobe light, tool box $24,329.76
Western 8'6" snow plow V plow $ 5,507.27
Total $29,837.03
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Paul Oehme
Purchase 2012 CIP Vehicles
March 26, 2012
Page 3
3. PARK DEPARTMENT — TORO 4000 MOWER (To replace 2 mowers)
2012 Toro 4000 Mower $54,985.14
Trade two 325D Toro Ground Master mowers -$ 9,000.00
Sales Tax $ 3,161.48
Total $49,146.62
4. UTILITY DEPARTMENT — F450 PLOW TRUCK
2012 Ford F450 Cab and Chassis $30,020.76
Box, hoist and hydraulics $16,282.41
Western 9' snow plow $ 5,512,61
Total $51,815.78
There will be additional costs for tax and license on all vehicles.
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. Resolution
2. CIP Pages
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CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: March 26, 2012 RESOLUTION NO:
MOTION BY:
SECONDED BY:
2012-
A RESOLUTION FOR PURCHASE OF
2012 VEHICLES AND EQUIPMENT
PWO16III
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 2012 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 2012 purchases.
Passed and adopted by the Chanhassen City Council this 26 day of March, 2012.
ATTEST:
Todd Gerhardt, City Manager
Thomas A. Furlong, Mayor
YES NO ABSENT
Capital Improvement Program 2012 thm 2016
City of Chanhassen, MN
Project # EQ -016
ProicctName Dump/Plow Truck Replacements /Additions
Account M 400 - 4108 -4704 Account #3
Account 42 Account #4
Department Major Equipment
Contact Paul Oehme
Type Vehicles
Useful Life Unassigned
Category Street Equipment
Priority n/a
Description I Total Project Cost: $1,368,800
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
)urchased using either the Hennepin County or State of MN cooperative bid systems. Orders for truck chassis are typically required to be placed
ip to one year in advance of delivery.
placement schedule is as follows:
12 - #115 1991 Ford F800 Dump/Plow Truck (would also replace truck #302)
13 - #1201995 Ford LS8000 Dump/Plow Truck
14 - #121 1995 Ford LS8000 Dump/Plow Truck
15 - 4122 1996 Ford LS8000 Dump/Plow Truck
16 - # 123 1997 Ford LS8000 Dumn Truck
Justification
These vehicles are used to provide a variety of maintenance services throughout the community including winter response for plowing and haulin
l snow. The average replacement age is 18.5 years. Winter emergency service necessitates these vehicles be reliable and dependable. Growth in t
community creates additional work for these trucks. These vehicle purchases are consistent with the Vehicle Replacement Schedule and are
purchased through MnDot State contracts..
I
Prior Expenditures 2012 2013 2014 2015 2016 Total
399,8001 Vehicles 120,000 206,000 209,000 216,000 218,000 969,000
Total Total 120,000 206,000 209,000 216,000 218,000 969,000
Prior Funding Sources 2012 2013 2014 2015 2016 Total
399,800 Capital Replacement Equipme 120,000 206,000 209,000 216,000 218,000 969,000
[ Total Total 120,000 206,000 209,000 216,000 218,000 969,000
I
i
Budget Impact/other
These purchases will include a limited warranty and will reduce the annual maintenance and repair costs as compared to the vehicles replaced.
22
Capital Improvement P nt Program
City of Chanhassen, MN
Project # EQ -100
Project Name Li ht Du
9 Duty Trucks -Parks
Account #1 400 - 4120 -4704
Account #3
Account #2
Account #4
Description
1995 Chevrolet 3/4 ton pickup with plow ( #414)
1995 Chevrolet 3/4 ton pickup with plow ( #415)
2002 Chevrolet 3/4 ton pickup with plow ( #422)
Justification
Expenditures 2012
Vehicles 2013
65,000
Total 65,000
Funding Sources
2012 2013
Capital Replacement Equipme 65,000
Total 65,000
Budget Impact/Other
43
2012 thru 2016
Department Major Equipment
Contact Todd Hoffman
Type Vehicles
Useful Life
Category Park
Priority n/a
Total Project Cost: $105,000
2014 2015
40,000
40,000
2016 Total
tn. Mn
2014 2015 �n,c
— i urat
40,000
40,000
105,000
105,000
I � JJf
Y
III
m
= a
Project # EQ -104
Project dame Mower Replacement - Park
2012 thru 2016
Department Major Equipment
Contact Todd Hoffman
Capital Improvement Program
City of Chanhassen, MN
Account #1 400 -0000-4705
Account #2
Description
1012 - 1996 Toro 325D ( #465)
M2 - 1998 Toro3251) ( #466)
?014 - 2000 Toro 580D ( #453)
W15 - 1998 Toro 560D ( #452)
Type Equipment
Useful Life
Category Park
Account #3 Priority n/a
Account #4
Total Project Cost: $242,000
Justificati
Che City currently has 4 high - production grounds mowers. Each machine is used daily during the growing season and needs to be in good
vorking condition. In 2012, it is recommended to replace the two 325D mowers with one large Toro 4000 mower. It is anticipated that staff will
)e able to mow just as much with one large mower.
Budget Impact/Other
44
(' Expenditures
Equipment
2012 2013
57,000
2014
95,000
2015 2016
90,000
Total
242,000
Total 57,000 95,000 90,000
242,000
Funding Sources
2012 2013
2014
2015 2016
Total
Capital Replacement Equipme
57,000
95,000
90,000
242,000
Total
57,000
95,000
90,000
242,000
Budget Impact/Other
44
Capital Improvement Program 2012 thru 2016
City of Chanhassen, NM
Project # EQ -062
Project name Light Duty Trucks: Utilities
Account #1 700 - 7025 -4704 Account #3
Account #2 701- 70254704 Account #4
Description
This allows for replacement of existing vehicles in the Water and Sewer department.
2012 - #317 1997 Chevrolet 3/4 ton pickup
2013 - #316 1997 Chevrolet 3/4 ton pickup
2016 - #3012002 Chevrolet 3/4 ton pickup
Justification
This replaces pickups in accordance with the vehicle replacement plan.
Prior Expenditures 2012 201 2014
Department
Major Equipment
Contact
Paul Oehme
Type
Vehicles
Useful Life
Unassigned
Category
Utilities
Priority n/a
Total Project Cost: $281,000
2015 2016 Total
I i -,-v I vehicles 69,000 29,000 34,000 132,000
Total Total 69,000 29,000 34,000 132,000
Prior Funding Sources 2012 2013 2014 2015 2016 Total
tal
I AIL, —u I newer Utility Fund 34,500 14,500 17,000 66,000
Total Water Utility Fund 34,500 14,500 17,000 66,000
Total 69,000 29,000 34,000 132,000
Budget impact/other
r 31