2h. Write Specs and Receive Bids for Purchase of Public Works and Public Safety Vehicles and Equipment CITYOF
1 CHANHASSEN
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690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 (612) 937 -1900 • FAX (612) 937 -5739
TO: Don Ashworth, City Manager
FROM: Harold Brose, Shop Forema4e
1 DATE: December 30, 1991
SUBJ: Authorization to Write Specifications and Receive Bids
for the Purchase of Public Works and Public Safety
Vehicles and Equipment
1 File No. PW -016
The following vehicles and equipment are budgeted in the 1992
1 Equipment Replacement Fund No. 209:
1. Dump truck with box, plow, wing and sander.
1 2. Street sweeper - Replace existing single gutter broom sweeper
with double gutter broom machine. With additional center
1 islands being added we cannot continue sweeping against
traffic.
3. Flail Mower (originally scheduled for 1991 replacement).
4. Roll Packer Trailer (originally scheduled for 1991 purchase).
' 5. Front End Loader Forks - Quick -tach forks to fit 936 Loader
for handling pallets, pipe, culverts, trees and numerous other
uses.
6. Weed Sprayer - Self- contained, pickup box sprayer to
be used for weed control and fertilizing in the ' downtown area,
around City buildings, park areas and road ditches.
7. Mid -size 4 -Wheel Drive Pickup — Replace #701 Animal Control
1986 pickup and transfer to garage.
8. Mid -size 4 -Wheel Drive Pickup - Replace #602 Code Enforcement
(Building Inspection) 1986 Mercury Lynx.
1 ktm
c: Charles Folch, City Engineer
1 Scott Harr, Public Safety Director
to PRINTED ON RECYCLED PAPER
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CITY ENGINEER'S COMMENT
The Public Works and Public Safety vehicle and equipment list for
purchase as outlined in Harold Brose's memo was detailed in the
Equipment Replacement Fund No. 209 section of the recently approved
' 1992 fiscal year budget (see attached). For the larger pieces of
equipment such as the dump truck and street sweeper, a significant
amount of time is typically experienced through the process of
' writing the specifications, acquiring bids, placing an order and
receiving the necessary equipment. Therefore, it is of benefit to
get an early start on the process. It is also important that other
items such as the mower, roll packer trailer, front -end load forks
' and weed sprayer be acquired prior to spring and summer when their
need would be greatest.
At this time, the request is being made to authorize writing the
equipment specifications and advertising for bids. The Council
will again have to approve the award of bids at a later date prior
to purchasing any of the listed equipment. Harold will be present
at the Council meeting on Monday night to address any specific
questions that should arise concerning the purchase of the public
works equipment and vehicles.
jms
' Attachment: Copy of the approved Fund No. 209 from the approved
budget.
Manager's Comments (1- 9 -92):
As we moved into final efforts to balance the 1992 Budget, it
' became necessary to cut $100,000 from the 1991 equipment fund. The
detail associated with how this $100,000 would be reallocated was
not presented with staff attempting to assure the Council that this
' issue would be addressed in early 1992. On first blush, it may
appear as though the problem created by the $100,000 deletion was
a 1991 problem. It was not a 1991 problem, but really a 1992
problem. Specifically, it is the belief of this office that the
' Council remains committed to purchasing the rescue truck which was
partially funded in 1991 and 1992. By deleting it in 1991, we have
pushed the full cost of this vehicle into 1992 and therefore
' created the need to delete $100,000 in expense in 1992.
The equipment listing shown in the above report was created after
a meeting with each of the department heads. Various pieces of
equipment were deleted from the 1992 listing, including two sedans
and a fire truck (pumper). To the best of my knowledge, all
departments are supportive of the reallocated equipment listing
' and, again, such now parallels the budget approved by the Council.
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Accordingly, tonight's action is one of recognizing the detailed
listing as representing the detail for the expenditures authorized
in the 1992 budget, as well as authorizing Public Safety and Public
Works to proceed with preparing specifications and advertising for
bids. I should note that I am anticipating receiving notification
from the state as to any potential shortfalls which may be pushed
back to our city prior to the time that any award of bids would be ,
considered. Again, approval of moving ahead with the
specifications and advertisement process is recommended.
:L
QJ d1Ljh
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II FUND #209 - EQUIPMENT REPLACEMENT FUND
SPECIAL REVENUE FUNDS
II 1992 BUDGET
1 BUDGET ESTIMATED BUDGET
1991 1991 1992
REVENUE:
1 209 3010 Property Tax 247,000 247,000 165,050
209 3130 Special Assessments 129,200 129,200 130.000
209 3099 Total Property Taxes 376,200 376,200 295,050
Other Revenue:
11209 3801 Interest on Investments 28,000 28,000 32,000
209 3902 Bond Proceeds 0 165,050 290,000
1 209 3899 Total Other Revenue 28,000 193,050 322,000
209 3999 TOTAL REVENUE 404,200 569,250 617,050
1 EXPENDITURES:
Capital Outlay
1 209 4704 Vehicles 67,000 30,000 201,500
209 4705 Equipment 213,000 130,000 88,500
209 4801 Debt Principal 0 0 160,000
11 209 4802 Debt Interest 0 0 5,050
II
209 4799 TOTAL CAPITAL OUTLAY 280,000 160,000 455,050
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209 4999 TOTAL EXPENDITURES 280,000 160,000 455,050
I Revenue over (under) Expenditures ( ) pe es 124,200 409,250 162,000
II Fund Balance Forward 378,450 361,200 505,400
Less Required Reserve 502,650 770,450 667,400
1 Total Resources over(under) Liabilities 0 0 0
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II
FUND #209
EQUIPMENT REPLACEMENT FUND
SPECIAL REVENUE FUND
1992 BUDGET 1
Commentary
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General Comment: C ment• 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.
1991 Expenditures Est. 1992 Expenditures 1
Dump Truck, Plow & Sander Replace Insp. #602 18,000
(Replace #101) 50,000 Dump Truck, Replace #109 63,000
3/4 Ton 4 x 4 Pickup Replace Elgin Sweeper 75,000
(Replace #305) 17,000 Flail Mower 3,000
3/4 Ton Pickup (R- #204) 14,000 Roll Packer Trailer 3,000
I Brush Chipper 10,500 Replace #701 18,500
60 HP Mowing Tractor Weed Sprayer 3,000
25,000 Front Loader Forks 4,500
(Replace Allis: Trade- Large Rescue 102.000
in Tractor, Mower & 290,000
Snowblower) -6,000 19,000 •
Toro Mower 50.000
160,500
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