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95-25 CITY OF CHANHASSEN CARVER AND HENNEPIN COUNTIES, MINNESOTA DATE: February 13. 1995 RESOLUTION NO: 95-25 MOTION BY: Betouist SECONDED BY: Senn - A RESOLUTION AWARDING THE BID FOR 1995 VEHICLE PURCHASES WHEREAS, each year the State of Minnesota and Hennepin County prepares and administrates bid contract for the purchase of equipment and vehicles; and WHEREAS, these contracts are established as such that the municipal and county agencies within the state are able to purchase equipment or vehicles listed on the state bid at the contract price; and WHEREAS, due to the volume of vehicles purchased annually by the State, the bid price contracts are much lower than what an individual municipal or county agency could receive in advertising for bids. NOW, THEREFORE, BE IT RESOLVED that the Chanhassen City Council hereby awards the contract for a partial list of 1995 Public Works vehicles and equipment as per attached memos. Passed and adopted by the Chanhassen City Council this 13th day of February, 1995. ATTEST: Don Ashworth, ~C~ Clerk/Manager Mayor YES NONE ABSENT Chmiel Dockendorf Mason Senn Berquist None None MEMORANDUM TO: FROM- DATE: SUB J: - :CITY OF ~@0 GOULTEFI DFllVE · P.O. BOX 147 · GHANHASSEN, MINNESOTA 55317 (612) @37-1@00 · FAX [612) @37-573@ Don Ashworth, City Manager Charles Folch, Director of Public Works/City Engineer ~_~ February 8, 1995 Action by City Administrator Mod. if/ed. Re~ecterL~ -- Award of Bids for a Partial List of i995 Public Works Vehicles and Equipment File No. PW-016ccc Attached you will find a memo from Equipment S~:. ~ntendent Harold Brose outlining a partial list of the 1995 Public Works vehicles and equipment pu~es. The list c6ntains five 4X4 pickups, two of -~>3~.~ ~vhich ~vill be outfitted with plows, one all-~vheel-~Ve '~i~ssenger v~ ~d 14 ~vo-way radios which ~vill be needed to outfit all of the Public Works and.d~blic}~afe~ vehicles to be purchased in 1995. The Minnesota State ~d Hennepin Coun~ bid ~htracts~¥hichever was most faxrorable) have been .~::~:~::~' ':;~.:.~-& implemented for each of thcs~ v~hiclcs.. Thcs~:id contrd~t~ allow th~ Ci~ to m~ th~s~ purchases at 10% to 15% lower than bidding thcs~ vehicle~n our own~:~ The hea~ equipment items such as the 4~P tracks, roll p~er ~d bucket rock chassis bids will be acquired and presented to the Council ~xvard at a M~ch ~hncil meeting. Public Sffety Director Scott H~.~~ prepped a'memo (aaa~:.~ed) ree~din~ the 1995 Public Safe~ vel cle purchases. The sum total of the Pubhc SffeW and pffiml hst of Pubhc WorkS vehicle and eqmpment purchases hst~~219,831 whmh ~s approximately $~0,000 under that budgeted for these .... ~:~ ~:...~ , . , ~*~ , . specffic vehmles. So~a~!/!o.~a! espendl~? ~fll be made t~ ouffit each of the velucles with accesso~ eqmpment such as proper hgli~ng;---looI~-~oxes;:-~-~o:~::::~:~mvever;~:q~,::~:~s---~tm~pated that the sum total cost of these velucles, rea~:to::::'~?~61IT~ll~-:::s~'~tiall~'~ o:~t .................. ~ .................. ~:~e:~.:.: :;~..-~:~:~.~}~q~,:~-'-~:3~X;~i¢~::v:.~ · '-.~ ~.. ~... ~ ............. It i, th~to~ ~oo~na;h~i~C~Ci~ Co~oii ~w~d th~ ~ia, to~ th~ pmi.~ %~i~¢9~ PuUio Work, vehicles and equipment listed as fiv'~::'~'{~mc E~ ~l-dfive passenger v~ ~na ~4 .vo-w~y r~aio, ~d th~ ~i,t or P~Uio S~b v~~[V~ tot.l of ~219,~31. Attachment: Memo from Harold Brose dated ~'a~ 7, 1995. Dave Hempel, Assistant City Engineer Harold Brose, Equipment Superintendent Jerry Boucher, Utility Superintendent Mike Wegler, Street Superintendent Dale Gregory, Park Superintendent g:\eng\charles\~\95equip.2 ! TY OF 690 COULTER DRIVE · P.O. BOX 147 · CHANHASSEN, MINNESOTA 55317 (612) 937-1900 · FAX (612) 937-5739 · .'5 MEMORANDUM TO: Charles Folch, Director of Public Works/City Engineer FROM: Harold Brose, Equipment Superintendent DATE: February 7, 1995 SUBJECT: Award of Bids for Public Works Vehicles and Equipment Authorization was approved at the January 23, ~::~i~, City Council meeting t° obtain bids for 1995 vehicles and equipment. I obtained bids ,.:f~r ~the purchase of the pickups and a van from the State and Hennepin County bids for purc~'e a~';i!!ihis time. I am preparing specifications and advertisement for bids for the dump truc~§~' and ~11 packer for purchase in March. Bids and quotes received: (Recommended~w bids a~ quotes for purchase are highlighted in bold print.) ~,.:?' 1. FIVE 4X4 PICKUPS AND TWO PLOWS: ..~:r:~ 2-Chevrolet ~ ton 4x4 with:snowplow package...~}~ ............... $37,678.00 2-Chevrolet ~A ton 4x.47". .................. 2i~i:~: ............. -.. $37,178.00 -Chevrolet ¼ torr~x~ '. .................... ,~3~:. .$17,574.00 ~i~~ '-' ' 5¢3: ' ............. (He~epin Cou~:;~nmct ~ 3268A4) - ~::::;~ ..~:~?~'2~:.':~::;~::~:{.-;~.:::~ 1-Reversible. Sno~_ ow: ~:~ ...... C~steel Track Equipment }5~:~,<: ,~:~:~.~:~ ....... ~:~ ........................ Baker Road Auto Set.ce Center ............................ $2,792.52 1-V-Plow: Crysteel Truck Equipment ................................ $3,811.25 ITY OF 690 COULTER DRIVE · P.O. BOX 147 · CHANHASSEN, MINNESOTA 55317 (612) 937-1900 · FAX (612) 937-5739 MEMORANDUM TO: Mayor & City Council Don Ashworth, City Manager FROM: Scott Harr, Public Safety Director DATE: January 26, 1995 SUBJ: Acceptance of Bids for Public Safety Vehicles his memo is to recommend the following go~fn~.nt bids be accepted by the Chanhassen City ouncil and that the Public Safety Director~ge ad~orized to proceed with purchasing them (because these vehicles have already been b~4°ut b))~e government, we do not need to request separate bids): p of a vehicle to be q~ for crime prevent.on. We maintenance explained to them that because th'~[ were no vehicles lgh on the boOks & rear 1994 ovemment urcha .... g P s~ng:~ngement, we would wa~Sfor the seat heater. 1995 bidding to be complet~ ..... Remainin mone will be ....... :.::~,-- · g Y qsed for No sales tax eqmppmg the ve.hi.'..cle:.~:z:,-;' In addition to beino · -. :::::~a:~,:~:'~.~ ....... c, ..... ~:i¢ ...... because it is a preventmn, thru vehmle~'will ~ m '" ..... '~:~ ..... '':: :~?:"~?"~~a~''~ ~~ ckup m a r k e d emergency resp ~~ehiel e?ag<~al~~iti~:0~tfitted~ffor:m ...... . component ot me C~tyf~x~ergency management plan, was cod~ in 1994 to .... ;4 g~ ~z~:~;~Tk. :~a-.~:e~::~~' ~--:: :: .... Fire Department Staff Vehicle: ' The F~e De~t~ent had budgeted $18,486, plus for 1995 to purchase a replacement for the s~~r that ~s used for license costs commuting to and from meetings, conferences~i~aining sessions and & re~ seat emergencies· ~e vehicle that is being replaced is a 1982 Pontiac that heater. No had been donatM to the Fke Department some ye~s ago, and now s a 1 e s t a x has 125,000 miles on it with serious bering problems and other because it is a mechanical problems with the motor ~at have 1M Shop Foreman m~ked emer- Harold Brose to recommend imediate replacement. Initially the gency vehicle Memo to Mayor & City Council Re: 1995 Vehicles Purchase January 26, 1995 Page 2 Fire Department had budgeted $35,000.00 in 1995 to purchase and equip a Suburban-style vehicle; however, in reviewing vehicles available on the State bid, they have determined that the same van being purchased for crime prevention purposes would best suit them as well. As a vehicle that would be suitable for transporting personnel, the all-wheel drive would make this an excellent vehicle for use during inclement weather and other emergency use. Building Inspection Vehicles: Additional Inspections personnel necessitate two new vehicles be purchased. The initial consensus of the Inspections Division was that a 4-door, 4-wheel drive sport utility type vehicle would be the most appropriate for one of these, and we had requested $21,000 for such a vehicle (actually, the governrn'6nt bid came back at $21,098). After reviewing the costs & advantages of the same van being requested for Crime Prevention and the Fire Department staff vehicle, the Inspections Division is recommending the purchase of the Astro Van for one of its vehicles. While we continue to believe that 4-wheel drive vehicles play an important role in our overall public safety fleet, we are suggesting that for the second vehicle to be purchased this year we try a 2- wheel drive unit. The Council has been so supportive over the years to our requests, we would like to reciprocate by being as conservative as we can. This pickup truck would be similar to our other inspection trucks, but for not having 4-wheel drive (which in this case will save us $3627.00). Animal Control Vehicle: We continue to believe that a pickup truck is the most suitable vehicle for animal control because it permits animals to be transported totally separate from the cab. In the past, we have utilized mid-sized pickup trucks, but are suggesting that the current vehicle be replaced with a full-sized track for several reasons. In addition to ihe Community Service Officers requiring the additional room, the smaller vehicles have not held up to daily use as well as we had hoped. In talking with the Department of Natural Resources personnel who utilize the full-size tracks that are on this year's bid, they advised that they have been very pleased with these vehicles in the way they are holding up. We are working with Shop Foreman Harold Brose so that the existing animal control vehicle can $18,486, plus tax, 'license & rear seat heater $12,609, plus tax, license & repair manuals $18,456, plus licensing and repair manuals CITY OF CHANHASSEN 1995 BUDGET Commentary Internal Service Fund-Vehicle/Equipment Maintenance General Comment: 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 origination of this fund, costs have approximated 2% of the valuation of property within the community (the relationship between property - sewered, streets/utilities, and equipment necessary for property/public improvements 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. Estimated 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) Groundsmaster Mower Bobcat/Roll Packer Trailer Paint Striper Fire Department: Air Packs Refurbish 210 TOTAL 110,000 70,000 90,000 20,000 20,000 18,000 16,500 17,000 7,000 7,000 80,000 535,500 Estimated 1995 Expenditures: Repalce 1973 chassis on 50' bucket truck #106 Dump Truck (Replace #109) Dump Truck Utility 4x4 Pickup (Replace #301) Park 4x4 Pickup (Replace #401) Park 4x4 Pickup w/V-plow Street 4x4 pickup w/plow Public Safety Sedan Public Safety 4x4 Pickup Engineering 4x4 Pickup (Replace #502) Building Maintenance Pickup Code Enforcement 4x4 Pickup Fire Dept. Staff car (Replace #207) Sub-total ~. Tar Kettle (Replace propane fired kettle) .~ Roll Packer (Replace 8 year old packer) Pumper (Refurbish #209) Water Tanker (Replace #224) Sub-total TOTAL 52,000 88,000 88,000 20,000 20,000 24,000 24,000 22,000 24,000 19,000 19,000 21,000 456,000 8,000 38,000 32,000 278,000 734,000 Charles Folch February 7, 1995 Page 2 , ONE PASSENGER VAN: (Under the State Bid, it is less expensive and more practical to purchase a van for the Engineering Department than a pickup with topper or a 4 door Blazer.) Polar Chevrolet, Astro Van ............................... $18,661.00 (State Contract #M-9538) e FOURTEEN (14) TWO-WAY RADIOS: (Number of radios needed for all City Vehicles to be purchased in 1995.) Bear Communications ..................................... $8,110.38 Communication Auditors ................................. $7,638.18 I recommend purchasing the vehicles and equipment from the low bidders and government bids meeting all specifications. The total amount budgeted for the public works, engineering, and public safety vehicles is $249,000.00. The total being spent at this time, including sales tax, is $219,831.00. Additional vehicle lighting, topper, tool boxes, etc. will have to be purchased and installed after delivery of the vehicles. The total with the additional equipment to be installed later will be well under the $249,000.00.