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2015-07 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES,MINNESOTA DATE: February 9,2015 RESOLUTION NO: 2015-07 MOTION BY: Tjornhom SECONDED BY: McDonald A RESOLUTION FOR PURCHASE OF 2015 VEHICLES AND EQUIPMENT PW016III 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 vehicles and equipment that is over 10 years old and before major repairs are required; and WHEREAS,these purchases are included in the 2015 CIP The attached report explains the total amount of each item bid with possible additional costs for taxes and licenses on the vehicle or equipment NOW,THEREFORE,BE IT RESOLVED that the Chanhassen City Council hereby approves the 2015 purchases Passed and adopted by the Chanhassen City Council this 9th day of February, 2015 ATTEST. •d Gerhardt, City Manager Denny Lau urger, yor YES NO ABSENT Campion Laufenburger McDonald Ryan Tjornhom CITY OF MEMORANDUM CHANIIASSEN 1 o TO. Paul Oehme, Public Works Director/City Engineer 7700 Market Boulevard PO Box 147 Chanhassen MN 55317 FROM Charlie Siegle, Equipment Superintendent DATE February 9, 2015 C., f X' Administration Phone 952 2271100 Fax 952 2271110 SUBJECT Purchase of 2015 CIP Vehicles &Equipment—PW01 6I11 Building Inspections Phano 952.2271180 PROPOSED MOTION Fax 952 2271190 Engineering "The City Council approves purchase of vehicles and equipment" Phone 952 2271160 Fax 952 2271170 City Council approval requires a simple majority vote of the City Council present. Finance Phone 952 2271140 DISCUSSION Fax 952 2271110 Park&Recreation Annually, the City considers replacement of vehicles and equipment that have reached Phone 952 2271120 their life expectancy and are showing signs of needing major maintenance It has Fax 952 2271110 been the City's practice to replace these vehicles and equipment before major repairs are required The vehicles and equipment needing to be replaced are used extensively Recreation Center and have to be reliable to maintain appropriate City services. New equipment is 2310 Coulter Boulevard typically purchased off of the State of Minnesota Contract pricing which is typically Phone 952 2271400 Fax 952 2271404 the best pricing the City receives Planning& Old equipment is either traded-in or sold at auction Staff has checked past auctions Natural Resources for similar equipment sale prices and received trade-in values from the equipment Phone 952 2271130 Fax 952 2271110 supplier Staff's recommendation to trade-in the equipment or sell at auction is based on the best financial benefit to the City and is identified under each equipment Public Works purchase item. '901 Park Place Phone 952.2271300 JUSTIFICATION Fax 952 2271310 Senior Center STREET DEPARTMENT—DUMP/PLOW TRUCK Phone 952 2271125 Fax 952 2?71110 The 1997 Ford LS800 (#122) single-axle dump truck to be replaced is 18 years old Ford Motoi Company discontinued making these heavy equipment trucks about 15 Website years ago It is getting more difficult to procure parts for these vehicles This vehicle www ri.chanhassen.mn u5 is used year round for snowplowing, sanding, hauling fill and blacktopping. The dump box cab and chassis are rusted and the frame is spreading apart from years of plowing and hauling. The snowplow is rusted through in many places The new truck dump box would be constructed with stainless steel which will not corrode like Chanhassen is a Community for Life-Providing for Today and Planning for Tomorrow Paul Oehme Purchase 2015 CIP Vehicles&Equipment February 9,2015 Page 2 mild steel and would not need to be painted This will result in a substantial savings on upkeep and repairs over the life of the truck. The truck will be equipped with a more accurate salt spreader,pre- wetting equipment and gages to more efficiently and effectively place salt Staff is recommending to trade-in this truck at a value of$21,000 The new truck chassis and equipment will be purchased off of the State of Minnesota Contract The truck takes approximately nine months for delivery since these trucks are not prebuilt. In order to have the trucks ready for the next winter season the truck needs to be purchased at this time. STREET DEPARTMENT—DUMP TRUCK The 1998 Ford L8513 (#123) single-axle dump truck to be replaced is 17 years old Ford Motor Company discontinued making these heavy equipment trucks about 15 years ago. It is getting more difficult to procure parts for these vehicles. This vehicle is used for snowplowing, sanding, hauling fill and blacktopping The dump box cab and chassis are rusted and the frame is spreading apart from years of plowing and hauling The snowplow is rusted through in some places The new truck box would be constructed with stainless steel which will not corrode like mild steel and would not need to be painted This will result in a substantial savings on upkeep and repairs over the life of the truck. The truck will be equipped with more accurate salt spreader,pre-wetting equipment and gages to more efficiently and effectively place salt Staff is recommending to trade-in this truck at a value of$21,000 The new truck chassis and equipment will be purchased off of the State of Minnesota Contract The truck takes approximately nine months for delivery since these trucks are not prebuilt In order to have the trucks ready for the next winter season the truck needs to be purchased at this time. UTILITY DEPARTMENT—PICKUP The 2001 pickup (#301)to be replaced is 13 years old. This vehicle is used to maintain the Utility Department infrastructure The body and brake lines are very rusty. Staff is recommending this truck be sold on auction with an estimated resale value of$2,500. The pickup will be purchased off of the State of Minnesota Contract. U FILITY DEPARTMENT—VACTOR/SEWER JETTING TRUCK The 2000 Sterling Vactor/Sewer Jetting Truck(#303) is 15 years old This truck is used for sewer jetting, emergency sewer backups, emergency water main breaks, and hydro excavating around utilities This truck has to be reliable and in good working condition because it is used for emergency calls. The equipment on the truck has become unreliable and has had many mechanical failures lately. The new truck specifications are very similar to the old truck. The new truck will however be more efficient. One upgrade on the truck will be backup cameras for safety The new truck chassis and equipment will be purchased off of the State of Minnesota Contract This truck is recommended to be traded in at a value of$60,000. The vehicle will take approximately 10 months for delivery g\eng\pubhc\pw016 vehicles and equipment\bkgd 020915 purchase cip purchases doc Paul Oehme Purchase 2015 CIA Vehicles&Equipment February 9,2015 Page 3 UTILITY DEPARTMENT—MANHOLE SKIDLOADER CUTTER The Utility Department is requesting the purchase of the Peco Manhole Cutter to use in manhole grade adjustment, rebuilding and repair This tool can cut out the asphalt around manholes producing a clean uniform cut in less than seven minutes thus eliminating manual jackhammering, saw cutting and asphalt removal which can take a crew of three workers approximately one hour per manhole. This piece of equipment is intended to save time, increase efficiency and reduce labor costs in what is one of the most physically strenuous public works activities. Over time, manhole casting rings can become deteriorated and break causing the manhole casing to move and settle Settled rings make a dip in the road which causes ride quality problems. The deterioration of the rings also allows surface water to enter the sanitary sewer. This piece of equipment will help reduce surface water from entering the sanitary sewer system The Utility and Street Departments will utilize this piece of equipment This cutter would be a new skid loader attachment piece for the fleet but will make work more efficient, safer and less physically strenuous There is no State Contract for this item Staff received two quotes for this item. MacQueens submitted a quote for a PECO Manhole Cutter in the amount of$21,963 00 and ERMC submitted a quote for their Pro-Cutter unit in the amount of$31,831 00 Both cutters have relatively the same features. PARK DEPARTMENT—VAN The 1995 Chevrolet Astro Van to be replaced is 20 years old This vehicle is used for summer programs, special events, meetings, staff transportation and hauling equipment by Parks Department and other departments at City Hall. The body and chassis are very rusty. This vehicle would be sold at auction with an estimated resale value of$1,000 The new van will be purchased off the State Contract PARK DEPARTMENT—AERATOR The City's 1988 Aerator is not adequate for proper maintenance of the playing fields within the park system The new Aerator would increase the health and overall condition of the playing fields The old Aerator would be sold at auction. The aerator will be purchased off of the National IPA Cooperative Contract which is equivalent to the State of Minnesota Procurement Contract. PARK DEPARTMENT—BALLFIELD MAINTENANCE TRACTOR The 1997 John Deere Tractor Model 455 is 18 years old This 22 hp tractor is used to maintain the ballfields by dragging the field for a smooth surface With 2,000 hours of use,this tractor is worn and should be replaced before it has mechanical problems to the engine or transmission This tractor would be sold at auction The new tractor will be purchased off the State Contract g\eng\public\pw016 vehicles and equipment\bkgd 020915 purchase cip purchases doe Paul Oehme Purchase 2015 CIP Vehicles&Equipment February 9,2015 Page 4 PARK DEPARTMENT—BERTI REARMOUNT MOWER The 2006 Berti Rearmount Mower is nine years old. This mower is used for mowing along trails and sidewalks The mower has a lot of stress cracks and the rotor is bent which throws it out of balance This mower would be sold at auction. The new mower will be purchased off the State Contract PARK DEPARTMENT—TORO 580D The 1998 Toro 580D mower is 17 years old This mower is used to mow all of the neighborhood parks. This mower has 6,600 hours of use and is in need of many repairs. The old mower is recommended to be traded in at a value of$6,000. The new model would be a Toro 5900 The new mower will be purchased off the State Contract BIDS AND QUOTES STREET DEPARTMENT—DUMP/PLOW TRUCK(EQ-016) 2016 Mack Single-Axel Chassis (plus tax, license, registration) $ 98,111.00 JCraft Plow/Wing, Box Sander, Hydraulics $ 88,982.00 Trade#122 -$ 21,000 00 Total $166,093.00 Budget Amount $216,000.00 STREET DEPARTMENT—DUMP/PLOW TRUCK(EQ-016) 2016 Mack Single-Axel Chassis (plus tax, license, registration) $ 98,111 00 JCraft Plow/Wing, Box Sander, Hydraulics $ 88,982.00 Trade #123 -$ 22,000 00 Total $166,093.00 Budget Amount $216,000.00 UTILITY DEPARTMENT—PICKUP (EQ-062) 2015 GMC 1500 4X4 Pickup (plus tax, license and registration) $ 23,478 36 Toolboxes, strobe light, backrack $ 2,155.23 Total $ 25,633.59 Budget Amount $ 34,000 00 UTILITY DEPARTMENT—VACTOR/SEWER JETTING TRUCK(EQ-110) 2016 Mack GU713 Tandem-Axle Truck $ 114,390 20 2015 Vactor/Sewer Jetting Equipment $ 291,997 00 Trade 2000 Vactor/Jetter - $ 60,000 00 Total $ 346,387 00 Budget Amount $ 425,000.00 UTILITY DEPARTMENT—PECO MANHOLE CUTTER(EQ-142) Total $ 21,963.00 Budget Amount $ 25,000 00 g\eng\public\pw016 vehicles and equipment\bkgd 020915 purchase ell)purchases doe Paul Oehme Purchase 2015 CIP Vehicles&Equipment February 9,2015 Page 5 PARK DEPARTMENT—VAN (EQ-141) 2015 Dodge Grand Caravan(plus tax, license and registration) $ 20,614.00 Budget Amount $ 25,000 00 PARK DEPARTMENT—AERATOR (EQ-139) Total $ 29,942.56 Budget Amount $ 31,000.00 PARK DEPARTMENT—BALLFIELD MAINTENANCE TRACTOR (EQ-106) John Deere X750 Tractor $ 9,093.56 Budget Amount $ 16,000.00 PARK DEPARTMENT—BERTI REARMOUNT MOWER(EQ-117) TA200 Berti 78" 3-Point Flail Mower $ 9,962.00 Budget Amount $ 10,000 00 PARK DEPARTMENT—TORO MOWER(EQ-104) Toro Groundsmaster 5900 $ 83,740.36 Trade Toro Groundsmaster 580D -$ 6,000.00 Total $ 77,740.36 Budget Amount $ 95,000.00 SUMMARY The City's equipment continues to exceed the normal replacement age of 10 years. It is important to replace vehicles and equipment at this time that is over 10 years old. Attachments Resolution CIP Sheets g\eng\public.\pw016 vehicles and equipment\bkgd 020915 purchase cip purchases doe CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES,MINNESOTA DATE: February 9,2015 RESOLUTION NO: 2015-XX MOTION BY: SECONDED BY: A RESOLUTION FOR PURCHASE OF 2015 VEHICLES AND EQUIPMENT PW016III 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 vehicles and equipment that is over 10 years old and before major repairs are required, and WHEREAS,these purchases are included in the 2015 CIP. The attached report explains the total amount of each item bid with possible additional costs for taxes and licenses on the vehicle or equipment. NOW,THEREFORE,BE IT RESOLVED that the Chanhassen City Council hereby approves the 2015 purchases Passed and adopted by the Chanhassen City Council this 9th day of February, 2015 ATTEST. Todd Gerhardt, City Manager Denny Laufenburger,Mayor YES NO ABSENT Projects By Funding Source 2015 thru 2019 Department Major Equipment City of Chanhassen, MN Contact Paul Oehme Project# EQ-016 Type Vehicles • Useful Life Unassigned Project Name Dump/Plow Truck Replacements/Additions Category Street Equipment Account#1 400-4108-4704 Account#3 Priority n/a Account#2 Account#4 Description Total Project Cost' $2,046,800 These purchases are required to maintain a reliable truck fleet Costs include truck chassis,dump box,hydraulic system,snow wing,snow plow and sander These vehicles are purchased using either the Hennepin County or State of MN cooperative bid systems. Orders for truck chassis are typically required to be placed up to one year in advance of delivery. Replacement schedule is as follows 2015-#122 1996 Ford LS8000 Dump/Plow Truck #123 1997 Ford LS8000 Dump/Plow Truck 2017-#124 1998 Ford L8513 Dump/Plow Truck 2018-#126 2000 Sterling L8513 Dump/Plow Truck 2019-#127 2001 Sterling L85 13 Dump/Plow Truck Justification These vehicles are used to provide a variety of maintenance services throughout the community including winter response for plowing and hauling snow The average replacement age is 18 5 years. Winter emergency service necessitates these vehicles be reliable and dependable Growth in the community creates additional work for these trucks These vehicle purchases are consistent with the Vehicle Replacement Schedule Prior Expenditures 2015 2016 2017 2018 2019 Total '+ 937,800 Vehicles 432,000 225,000 226,000 226,000 1109,000 Total Total 432,000 225,000 226,000 226,000 1,109,000 Prior Funding Sources 2015 2016 2017 2018 2019 Total 937,800 Capital Replacement 432,000 225 000 226,000 226,000 1,109,000 Equipment Fund Total Total 432,000 225,000 226,000 226,000 1,109,000 1 Budget Impact/Other I These purchases will include a limited warranty and will reduce the annual maintenance and repair costs as compared to the vehicles replaced rn 11 LI I I 22 0 Projects By Funding Source 2015 thru 2019 Department Major Equipment MCity of Chanhassen, MN Contact Paul Oehme Project# EQ-062 Type Vehicles Useful Lite Unassigned I ,Project Name Light Duty Trucks: Utilities Category Utilities Account#1 700-7025-4704 Account#3 Priority n/a Account#2 701-7025-4704 Account#4 0 ,Description Total Project Cost: 5421,000 This allows for replacement of existing vehicles in the Water and Sewer department 1 2015-#301 2002 Chevrolet 3/4 ton pickup 2016-#313 1995 Chevrolet 1/2 ton pickup #320 2003 Chevrolet 3/4 ton pickup I 2017-#321 2004 Chevrolet 3/4 ton pickup 2019-#304 2005 Chevrolet 3/4 ton pickup Justification 1 This replaces pickups in accordance with the vehicle replacement plan IIIPrior Expenditures 2015 2016 2017 2018 2019 Total 252,000 Vehicles 34,000 58,000 41,000 36,000 169,000 Total Total 34,000 58,000 41,000 36,000 169,000 IPrior Funding Sources 2015 2016 2017 2018 2019 Total 252,000 Capital Replacement 10,000 10,000 I Equipment Fund Total Sewer Utility Fund 17,000 24,000 20,500 18,000 79,500 Water Utility Fund 17,000 24,000 20,500 18,000 79,500 1 Total 34,000 58,000 41,000 36,000 169,000 Budget Impact/Other I I I I I I 1 29 III Projects By Funding Source 2015 thru 2019 a Department Major Equipment flCity of Chanhassen, MN Contact Paul Oehme Project# EQ-110 Type Equipment Project Name Useful Life Q Vactor/Sewer Jetting Truck Category Utilities Account#1 701-7025-4704 Account#3 Priority n/a Account#2 700-7025-4704 Account#4 11 Description Total Project Cost. 5425,000 This truck was purchased by the City in 2000 and will be 15 years old when it will be replaced. This truck is used mainly by the utility department III for sewer jetting,emergency sewer back-ups,watermain breaks and delicate excavations around utilities. This truck has to be reliable and in good working condition because of the projects and emergency calls it is used for Justification To have the truck as reliable as possible with minimal downtime. I I Expenditures 2015 2016 2017 2018 2019 Total IEquipment 425,000 425,000 Total 425,000 425,000 IFunding Sources 2015 2016 2017 2018 2019 Total Sewer Utility Fund 325,000 325,000 Water Utility Fund 100,000 100,000 ITotal 425,000 425,000 Budget Impact/Other I I II I I Il 1 37 5 Projects By Funding Source 2015 thru 2019 MNDepartment Major Equipment MN City of Chanhassen, Contact Paul oehme P Protect# EQ-142 Type Equipment Useful Life Project Name Manhole Skidloader Cutter Category Utilities Account#1 400-00004705 Account#3 Priority n/a Account#2 701-7025-4705 Account#4 0 Description Total Project Cost. 525,000 This skidloader attachment is needed to fix manhole casting within the street Overtime manhole rings break down,become unstable and leak. It Q is very time consuming to have a crew cut out a manhole. This piece of equipment would significantly reduce the time it takes to fix a manhole that has failed 1 Justification To replace manholes in the streets to provide safe level over the manhole and to reduce storm water from getting into sewer manholes The cutter Iis a significant time saver for City crews. I Expenditures 2015 2016 2017 2018 2019 Total IEquipment 25,000 25,000 Total 25,000 25,000 IFunding Sources 2015 2016 2017 2018 2019 Total Capital Replacement 10,000 10,000 Equipment Fund ISewer Utility Fund 15,000 15,000 Total 25,000 25,000 IBudget Impact/Other I I I I 1 I 51 Projects By Funding 2015 thru 2019 t5 Department Major Equipment City of Chanhassen, MI" Contact Paul Oehme Project# EQ-141 Type Vehicles Life Project Name Park Department Van Replacement Category Park Account#1 400-0000.4704 Account#3 Priority n/a Account#2 Account#4 Description Total Project Cost. 525,000 This project is consistent with the vehicle replacement schedule Vehicles are typically purchased off the State of Minnesota Cooperative Purchasing Program 1995 Chevrolet Astro Van(#430) Justification The body of this vehicle is rusting away and the brake and fuel lines are becoming very rusty. This vehicle has become unreliable Expenditures 2015 2016 2017 2018 2019 Total Vehicles 25,000 25,000 • Total 25,000 25,000 "r Funding Sources 2015 2016 2017 2018 2019 Total Capital Replacement 25,000 25,000 Equipment Fund Total 25,000 25,000 Budget Impact/Other 50 Projects By Funding Source 2015 thru 2019 Department Major Equipment City of Chanhassen, MN Contact Todd Hoffman Project# EQ-139 Type Equipment Useful Life Project Name Athletic Field Turf Aerator Category Park Account#1 400-0000-4705 Account#3 Priority n/a Account#2 Account#4 Description Total Project Cost' 531,000 Toro-Pro Core 1298 Athletic Field Turf Aerator Justification This piece of equipment will be used extensively to increase the health and overall condition of all playing fields within our park system The current piece of aeration equipment in our fleet was purchased in 1988 and is not adequate for proper maintenance Expenditures 2015 2016 2017 2018 2019 Total Equipment 31,000 31,000 Total 31,000 31,000 Funding Sources 2015 2016 2017 2018 2019 Total Capital Replacement 31,000 31,000 Equipment Fund Total 31,000 31,000 I Budget Impact/Other 1 1 I I 48 Projects By Funding Source 2015 thru 2019 . MN Department Major Equipment M City of Chanhassen, Contact Todd Hoffman Project# EQ-106 Type Equipment } Useful Life Project Name Tractor Replacement-Park H Category Park ty� Account#1 400-0000-4705 Account#3 Priority n/a Account#2 Account#4 Description Total Project Cost- $32,000 These tractors are used for field maintenance at park facilities 2015- 1997 John Deere 455(#468) 2016- 1999 John Deere 455(4469) •"ft Justification These tractors are used for maintenance and upkeep of baseball fields The tractors will be 15 and 17 years old before they are replaced Expenditures 2015 2016 2017 2018 2019 Total Equipment 16,000 16,000 32,000 Total 16,000 16,000 32,000 Funding Sources 2015 2016 2017 2018 2019 Total Capital Replacement 16,000 16,000 32,000 Equipment Fund Total 16,000 16,000 32,000 Budget Impact/Other Ii 1 r I Ii I I 36 1 Protects By Funding Source 2015 thru 2019 J By Department Major Equipment City of Chanhassen, MN Contact Todd Hoffman Project# EQ-117 Type Equipment Useful Life Project Name Bert'Rear Mount Mower Category Park Account#1 400-0000-4705 Account#3 Priority n/a Account#2 Account#4 Description Total Project Cost. 510,000 This purchase is required to maintain a reliable piece of equipment for mowing a IJustification This tractor mounted attachment was purchased in 2006 and is used to mow the 500 acre park system,which features 5 community parks,22 neighborhood parks and 55 miles of trails and sidewalks Mowing is done in the parks and along the trails and sidewalks which is hard on equipment Growth in the park system creates additional work for this mower. This equipment purchase is consistent with the equipment replacement schedule a Expenditures 2015 2016 2017 2018 2019 Total IEquipment 10,000 10,000 Total 10,000 10,000 IIIFunding Sources 2015 2016 2017 2018 2019 Total Capital Replacement 10,000 10,000 Equipment Fund aTotal 10,000 10,000 Budget Impact/Other I I I I I I I 39 IProjects By Funding Source 2015 thru 2019 g ource Department Mayor Equipment ICity of Chanhassen, MN Contact Todd Hoffman Project# EQ-104 Type Equipment Useful Life 11 Project Name Mower Replacement-Park � Category Park Account#1 400-0000-4705 Account 143 Priority n/a Account#2 Account#4 IDescliption Total Project Cost• $426,000 2015-1998 Toro 580D(#452) Il 2016-2003 Toro 4000D(#454) 2017-2000 Toro 580D(#453) 2018-2004 Torn 580D(#455) I •Justification The City had 4 high-production grounds mowers Each machine is used daily during the growing season and needs to be in good working rn condition In 2012,the City replaced two 325D mowers with one large Toro 4000 mower It is anticipated that staff will be able to mow just as much with one large mower I Prior Expenditures 2015 2016 2017 2018 2019 Total I57,000 Equipment 95,000 66,000 104,000 104,000 369,000 Total Total 95,000 66,000 104,000 104,000 369,000 1 Prior Funding Sources 2015 2016 2017 2018 2019 Total 57,000 Capital Replacement 95,000 66,000 104,000 104,000 369,000 • Equipment Fund I Total Total 95,000 66,000 104,000 104,000 369,000 Budget Impact/Other I I I I I I 1 35