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1a Bids 1999 Vehicles & Equip.mileage, it is no longer reliable as an emergency vehicle. To repair the existing corrosion and rust on this vehicle, which would be a temporary repair~ will cost $2,500.00 to $3,000.00. The replacement vehicle to be purchased would be slightly larger to allow more space for the emergency response gear that is always carried in this vehicle. 10. Dump Truck Cab and Chassis (Equip with Plow, Wing, and Sander in year 2000): Replace dump truck # 104, 1984 Ford F-800. Delivery dates for heavy trucks have been taking approximately twelve (12) months from the order date. A truck ordered from the State Bid before February 17, 1999, equipped the same as the City truck delivered in 1998, would be only $2,200.00 higher priced. This price includes anti-lock brakes, which are now mandatory. There have been two price increases since the current bid was awarded and another increase is expected before the next bid will be awarded. A minimum of 6% increase is expected on the future bid over the current awarded bid. By ordering the cab chassis before February 17~ 1999, the City would save a minimum of $3,200.00 versus ordering a unit in the year 2000. Since delivery is not expected until early 2000, the dump body and plow equipment could be bid out and installed in 2000. Even with ordering a truck chassis at this time, the truck would not be completed for use until the winter of 2000-2001. Dump truck # 104 would then be 16 years old, well past its usable age. The complete dump truck equipped with plow~ wing and sander for the year 2000 budget will be approximately $115~000.00. g:\pwXharold\Vehicles & Equip99.doc '8. ¸9. 4x4 Truck with Crane (Sewer and Water Dept.): Replace unit #302, 1988 4x4 one ton truck with crane and has 1 I0,000 miles. This unit is used to pull lift station pumps for service and emergency repairs for 29 lift stations. Lift station #10 has pumps that weigh more than the lifting capacity of the existing truck crane. The new crane will allow these pumps to be pulled in a safer manner. Currently, a front-end loader with tow chains must be used to pull these heavy pumps. City personnel must work over the open deep well to re-hook the chains to be able to pull the pumps all the way up and out. With the crane, personnel can stand further away with a remote control to operate the crane. This vehicle is used on a daily basis for utility maintenance by one of the utility operators. This unit with its age and miles is no longer reliable for emergency lift station pump repair. 4X4 Pickup (Sewer and Water Dept.): Transfer unit #308, 1991 pickup with 105,000 miles to the Park Department. The new pickup to be purchased would be used daily and on call by a utility operator. The old pickup would be used in the Park Department in the summer by part-time employees doing park maintenance. This purchase/transfer will possibly allow Park Department's unit #401, 1981 Chevrolet pickup with 90,000 miles and severe rust, to be sold. However, because of the additional park areas that have been developed, this old pickup may still need to be used as an additional vehicle. Self-Contained Sweeper (Park Dept.): Purchase of a new sweeper that will pick up dirt and debris (not just sweep it onto the grass and yards, etc.) on trails, in-line skating rinks, .and city parking lots. There are currently over 20 miles of trails that would be swept two to three times a year. Currently, there are five in-line skating rinks that would need to be swept every two to three weeks in season. To have the skating rinks swept now, the City is paying $75.00 per rink each time. If the rinks are swept four times in a season, it would cost $1,500.00. To contract out the sweeping of a portion of the trails in residential areas and parking lots, a minimum of 25 hours would be needed at approximately $60.00 per hour or $1,500.00. A minimum of two sweepings per year would be $3,000.00. Spending $4,500.00 per year for minimal maintenance would seem to justify having a City owned sweeper, 4x4 Pickup (Building Inspections): Replace unit # 606, 1991 Chevrolet S-10 4x4 pickup with 80,000 miles. Severe rust conditions will occur earlier on some vehicles that are used daily, such as this vehicle. The cab corner on this pickup has a hole rusted completely through. Continued use will allow salt, water, sand, etc. to enter the cab interior, which will continue to deteriorate the cab and floor. Exhaust. fumes will then enter the cab area and eventually seat belt mounts will pull out of the floor, which has been happening on some of the older Park Department pickups. This is a totally unsafe situation for a City employee driving the vehicle. To have the rusted areas repaired, as a temporary fix, and repainted is a minimum of $3,000.00. The best and most economical route for the City is to purchase new vehicles at discounted prices from state and government bids, and to sell the used vehicles when they still have a good re-sale value. 4x4 Ex_rioter_(Fire Inspect.or): Replace unit #703, 1989 Blazer with 77,000 miles. This vehicle is used daily and as a first response unit. Given this vehicle's age (ten years) and RECOMMENDED PURCHASES OF VEHICLES AND EQUIPMENT FOR 1999 BUDGET 4X4 Pickup with plow (Street Dept.): Unit #112, 1989 2-wheel drive pickup in the Street Department would be transferred to the Park Department for summer help use for garbage pickup and pulling mower trailers. Park Department unit # 405, 1982 pickup has extensive rust with holes in the floor and seat belts that have pulled out of the deteriorated floor. Unit/3405 would be sold and unit #112 would replace unit #405. The new pickup to be purchased would be used for pulling Bobcat trailers, tar kettle, crack sealer, etc. in the summer. In winter this pickup would be used for plowing parking lots, cul-de-sacs and by the Park Department for trails, when additional plow units are needed. Skidsteer Loader (Street Dept.): Replace existing 1988 Bobcat with 3200 hours. This Bobcat has been requiring frequent repairs for hydraulic leaks, hoses, loader arm bushings and pins, etc. because of its age. We can purchase new Bobcats on government contracts at a 25-30% discount, The existing 1988 Bobcat was purchased for $17,000.00 and has an estimated trade-in value of $8,000.00. Examples of repair costs that are more likely to happen at this age are hydrostat drives, (2) at $900.00 each, hydraulic pump - $2,500.00, engine overhaul - $3,000000. By replacing this Skidsteer loader at this time the City reduces the possibilities of costly repairs. Brush Chipper (Street Dept,): Replace 1990 chipper with 1,125 hours. The tree damage from the storms of 1998 made it very evident the importance ora brush chipper. The Street Department used the chipper for 10 to 12 hour days for 6 weeks cleaning up storm damage. The chipper is normally used for chipping brush from tree trimming The Park Department uses the chipper for storm damage and tree trimming in t'he parks. The Utility Department also chips brush from trimming trees along lift stations, driveways, etc. The new chipper to be purchased would be one size larger than the current chipper. This will allow the chipping of larger trees and brush up to 12" in diameter versus 6" maximum with our current chipper. The old chipper has a gasoline engine, which runs hot when running continuous in hot weather. The new chipper would be equipped with a diesel powered engine, which runs cooler and produces more power for faster chipping. The engine and radiator on the new chipper is mounted crossways, away from the blower discharge and the cooling fan blows out the front on the radiator, which will help prevent the radiator from blocking with debris. The radiator on the old chipper is right in line with the blower discharge and needs to be cleaned every two to three hours of use. Front-end Loader Grapple (4-in-l) Bucket (Street Dept.): Purchase a new grapple bucket that will "quick-attach" to two of our loaders. This bucket would be used for brush/tree damage or trimming cleanup in street areas and parks. This bucket works to clean up debris, road materials or most anything on roadways or parking lots, etc. (bucket opens ant] c]osesq'[ke a clam.) 3. 4. 5. o 950 VEHICLE/EQUIPMENT FUND (Purchase in 1999) 4x4 Pickup with Plow (Street Department) - Transfer Unit #112, 1989 Pickup to Park Department Skidsteer Loader (Street Department) - Replace 1988, 843 Bobcat Brush Chipper (Street Department) - Replace 1990 Chipper Front-end Loader Grapple Bucket (Street Department) 4x4 Truck with Crane (Sewer & Water Department) - Replace Unit #302, 1988 4×4 with Crane 4x4 Pickup (Sewer & Water Department) - Transfer Unit #308 to Park Department Self-contained Sweeper (Park Department) 4x4 Pickup (Building Inspections) - Replace Unit #606 1991 Pickup 4×4 E×plorer (Fire Inspector) - Replace Unit #703, 1989 Blazer TOTAL ESTIMATED SELL OR TRADE-IN VALUES Trade-in of 1991 Brush Chipper Trade-in of 1988 Bobcat Sell #302, 1988 F-350 Pickup with Crane 'Sell #606, 1991 S-10 Pickup Sell #703, 1989 Blazer Less Resale: Estimated Cost of 1999 Vehicles and Equipment: 10. $26,000.00 $25.000.00 $34,0OO.00 $10,000.00 $61,000.00 $24,000.00 $27,000.00 $21,000.00 $29,000.00 Order Dump Truck Cab and Chassis (Equip with plow, wing, and sander in year 2000.) $-5,000.00 $-8,000.00 $-8,000.00 $-2,500.00 $-2,5OO.OO $-26,000.00 $231,000.00 Replace Dump Truck # 104, 1984 Ford F-800 $57,000.00 (Includes sales tax) (Order cab and chassis from 'State Bid Contract before February 1'7, 1999, cut-off for approximate delivery date of late 1999 or early 2000.) g:\pw~harold\99Equip approval.doc Charles Folch February 2, 1999 Page 2 matter. If, however, there are any remaining questions, comments, or responses not addressed prior to the meeting, they can be dealt with in the work session format prior to the meeting. One final note is the acquisition, of a new dump/plow truck to replace the existing fit~een (15) year old truck, which was deleted from the revised list of vehicles and equipment for 1999. Harold has been informed that' the delivery dates for heavy trucks will take approximately twelve (12) months from the order date. The ordering deadline under this year's State Bid Contract is February 17, 1999. It is likely that the same scenario in terms of delivery time will continue each successive year to the future, which means that a cab and chassis that is ordered February of 2000 will not be received until late 2000 or early 2001. This in essence would mean that the department would be operating without this replacement truck for two more years. Harold has also been informed that there is proposed to be a minimum 6% increase for next year for the cab and chassis. This will amount to more than a $3,000.00 cost increase for just the cab and chassis in the year 2000, which is a little less than half of the overall completed truck cost. Other increases are also expected for the box, plow, wing and sander. If the City Council wishes to consider the replacement of the dump truck for the fiscal year 20009 it may be prudent to place the order this February so that the cab and chassis could arrive early next year.. Payment would be due when the cab and chassis arrives next year. The box, plow, wing and sander for the truck~ which will amount to an additional $68,000.00, would then be budgeted for fiscal year 2000. Staff believes that the cost savings over next year and the lengthy production time (12 months) warrant council consideration on ordering the truck cab and chassis by the February 17, 1999, deadline. CITYOF .CHANHASSEN ~0 City Center Drive, PO Oox · Chanhassen, Minnesota 55317 Phone 612.937.1900 General Fax 612.93Z5739 Engineering Fax 612.937.9152 Public Safety F~v 612.934.2524 Web wwm ci. ahanhassen, mn. us TO: FROM: DATE: Charles Folch, Public Works Director Harold Brose, EquiPment SUperintendent February 1, 1999 SUBJECT: 1999 Vehicle and Equipment Acquisition - PW File 016ggg City Council authorization is requested at this time to write specifications and to receive bids and quotes for vehicles and equipment budgeted in the #950 Vehicle/Equipment Fund. I have included a description of the use and reasons for the purchase of nine (9) pieces of equipment and/or vehicles. The tenth item, a dump truck cab and chassis, would not be completed or equipped for snowplowing for almost two years. City Council approval is requested at this time to purchase and award the bid to Boyer Sterling Trucks, Inc. (State Bid) for $53,538.00. This would allow the City to order the truck chassis before the February 17, 1999, deadline. Public Works Director's Comments: Harold has done an excellent job providing in-depth detail on each vehicle and piece of equipment proposed for acquisition or replacement this year. This list of vehicles and equipment is a revised version from that proposed during the budgetary process in order to meet the council's desired expenditure limit of $250,000.00. When considering the trade-in and resale value of out-going equipment, this year's is acquisition anticipated to be well within the budgetary limitation. In past years, this step of the acquisition process, which seeks councils authorization to advertise for bids, has typically been placed as a consent item. This was done in this manner since the previous fall budget preparation process had been the time that equipment and vehicles proposed for acquisition the coming year were justified and approved with the budget. Nevertheless, often times, a few questions seem to arise with this type of council item. Therefore, I would respectfully ask that any council members who may have a question regarding this item, contact Harold or myself before the n~ei~ting so that we have ample time to respond accordingly. I would further invite any and all council .members with questions regarding the replacement of any vehicles or equipment to please come out to fhe Shop to Physically View and inspect the item proposed for replacement. This will afford council members the most informed opportunity regarding this 'he Ci~ qfChanhassen. A growing communiO, with dean lakes, quali~, schools, a charming downtown, thriving businesses, and beautifid parks. A great place to live, work, and pIay.