1l Purchase of Tractor, Mowers, and Broom
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone 952.227 1100
Fax 952.2271110
Building Inspections
Phone 952.227 1180
Fax 952.227 1190
Engineering
Phone 952.2271160
Fax 952.227 1170
Finance
Phone: 952.2271140
Fax 952.227 1110
Park & Recreation
Phone 952.2271120
Fax 952.2271110
Recreation Center
2310 Coulter Boulevard
Phone 952.227 1400
Fax 952.227 1404
Planning &
Natural Resources
Phone 952.2271130
Fax 952.227 1110
Public Works
1591 Park Road
Phone 952.227 1300
Fax 952.2271310
Senior Center
Phone 952.227 1125
Fax 952.227 1110
Web Site
www.ci.chanhassen.mn.us
l.L
MEMORANDUM
TO:
Paul Oehme, Director of Public Works/City Engineer
?<9.
FROM:
Harold Brose, Equipment Superintendent
~~
DATE:
June 26, 2006
SUBJ:
Purchase of Tractor, Mowers and Broom - PWO 16LLL
REQUESTED ACTION
Authorize purchase of tractor and attachments.
DISCUSSION
Annually, the City considers replacement of equipment that has reached its life
expectancy and is showing signs of needing major maintenance. It has been the
City's replacement practice to replace these pieces of equipment before major
repairs are required. Staff is requesting the Council consider replacing the 1991
tractor along with the side and rear mower and front-mount broom attachments.
Replacement of the tractor was programmed for the 2007 CIP; however, staff is
requesting to order the tractor with equipment at this time. This tractor is used for
mowing rights-of-way, trails, and easements. The tractor is used in the fall and
spring for street sweeping and sweeping skating rinks in the winter.
.JUSTIFICA TION
This tractor had been scheduled for replacement in the 2007 CIP (EQ-036).
However, ordering the replacement of this unit is requested at this time because
the engine in the IS-year old tractor has failed. The cylinder walls are beyond
speCIfications to be able to repair the engine with new piston rings. The engine
has lost power with low compression, bums oil, and starts hard. The tractor
cannot be used for normal duties at this time without an engine replacement. It is
not cost effective to replace an engine in a IS-year old tractor. Currently, the
Public Works Department is borrowing Carver County's tractor for mowing, but
their tractor may not be available later this summer. The Street Department may
need to rent a tractor if Carver County's mower is not available.
The cost of a rebuilt engine with no labor is $5,000. The tractor's mowers and
broom are also in very poor condition. Trading the tractor has been found to be
the best option.
The state contract-cut off date for purchasing the recommended replacement
tractor is July 5, 2006. This tractor will soon be discontinued by John Deere and
replaced wIth another model. There will not be a state price bid until after the
new replacement model is built sometime in 2007. It is estimated the next model
will cost 4% to 5% more in 2007.
The City of Chanhassen . A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks A great place to live, work, and play.
Mr. Paul Oehme
June 26, 2006
Page 2
BIDS & QUOTES
Staff has researched the recommended replacement tractor. The recommended
replacement model is currently being used in other cities for sweeping and
mowing, such as Savage, Anoka, Eden Praine, Lino Lakes and Bloomington.
Hennepin County also has purchased this same size tractor for mowing
operations.
The following quotes have been received from state bids for the purchase of the
tractor, side, and rear mower and broom:
John Deere Company (Scharber & Sons, Inc. - Supplying Dealer):
1 - John Deere 6420 Tractor
1 - Diamond Side and Rear Mower
1 - MB Front Mount Broom
Freight FOB Rogers for Diamond Mower
Subtotal
Less Trade Ford 4630 with Mowers
Tax
Total
$57,372.89
$22,320.00
$ 8,993.00
$ 375.00
$89,060.89
<$10,500.00>
$78,560.89
$ 5,106.46
$83,667.35
The budgeted amount in the 2007 CIP for this unit is $84,000.00. This fits mto
the equipment replacement budget, the order would take place in June and
payment and delivery to the City would not be until January, 2007. If the Council
authorized the purchase of a new tractor, it will take approximately four months to
be made and delivered to the dealership. The first task the tractor would be used
for would be sweeping the ice rinks.
SUMMARY
The City's fleet continues to go past the normal replacement age of ten years. It is
important to replace equipment that is extensively used and that is older than 15
years old.
RECOMMENDA TION
It is recommended that the City Council approve the bids for the purchase of these
pieces of equipment at this time.
Attachment: CIP Page
p:\pw _users\haroldb\equip\mower 2006.doc
Capital Improvement Program
City of Chanhassen, MN
PROJECTS BY DEPARTMENT
2006
thru
2010
Department Project# Priority 2006 2007 2008 2009 2010 Total
Major Equipment
Fire Dept.. SCBA Equipment EO-004 5,000 70,000 5,000 5,000 5,000 90,000
Laptop Computers EQ-009 0 50,000 50,000
PPE. TurnoutlHelmets EO-01O 15,000 15,000 15,000 15,000 15,000 75,000
Computer/Network Equipment PurchaseslUpgrades EO-013 0 94,600 101,100 92,500 93,800 90,800 472,800
Telecommunication PurchaseslUpgrades EO-014 2 16,200 11,200 5,700 4,500 4,500 42,100
Community Dev light Duty Trucks EO-015 0 26,000 30,000 55,000 28,000 139,000
Dump/Plow Truck Replacements/Additions EO-016 0 175,000 145,000 150,000 325,000 795,000
Vibratory Roll Packer EO-Q19 0 40,000 45,000 85,000
Equipment Trailers EO-021 0 25,000 25,000
Tar Kettle EO-022 0 30,000 30,000
Ford 555C Backhoe EO-023 0 80,000 80,000
line Striper EO-Q25 0 9,000 9,000
AudioNisual Equipment EO-Q26 0 10,000 10,000 10,000 10,000 40,000
Groundsmaster 580 Mower Replacement EO-Q28 0 82,000 82,000
Public Works: light Duty Trucks EO-Q29 0 31,000 32,000 31,000 94,000
Park Bobcat Snow Accessories EO-Q30 0 7,000 7,000
Sewer Bobcat Snow Accessories EO-Q31 0 7,000 7,000
Grounds Mower Replacement EO-Q34 0 21,000 37,000 58,009
[:Tractor & Broom EO-Q36 0 84,000 J 84,000
Mailing Folder/Inserter EO-041 0 20,000 20,000
Software Purchases EO-048 35,000 45,000 30,000 35,000 30,000 175,000
Computerized Records Retention System EO-049 5,200 17 ,500 25,500 6,000 17,100 71,300
light Duty Trucks: Parks EO-052 2 31,000 30,000 68,000 33,000 65,000 227,000
Cushman Trail Vehicle & Sprayer EO-053 2 24,000 24,000
Fire Vehicles EO-054 370,000 125,000 80,000 575,000
Aerial Photography for City GIS Datasets EO-055 2 28,000 28,000
Front-End Loaders EO-056 0 150,000 160,000 310,000
Sander EO-058 0 8,000 8,000
Skidloader Planer EO-061 0 15,000 15,000
light Duty Trucks: Utilities EO-Q62 0 30,000 32,000 54,000 116,000
Administration Vehicle EO-Q63 0 25,000 25,000
Engineering Vehicles EO-065 0 30,000 28,000 58,000
Fire Station 3 Vehicles and Equipment EO-068 2 1,000,000 1,000,000
Network Fiber Ext - East Water Treatment Facility EO-On 0 50,000 50,000
Page I Tuesday. December 13,2005