2009-91CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: December 14, 2009 RESOLUTION NO: 2009-91
MOTION BY: Ernst SECONDED BY: Tiornham
A RESOLUTION FOR PURCHASE OF
2009 VEHICLES AND EQUIPMENT CONSISTENT WITH THE CIP
PWO16000
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 these vehicles and equipment before
major repairs are required; and
WHEREAS, these purchases are included in the 2009 CIP. The attached report shows the
total amount of each item bid with possible additional costs for taxes and licenses on the vehicle.
NOW, THEREFORE, BE IT RESOLVED that the Chanhassen City Council hereby
approves the 2009 purchases.
Passed and adopted by the Chanhassen City Council this 141h day of December, 2009.
YES
Furlong
Ernst
Litsey
McDonald
Tj ornhom
Thomas A. Furlong, Mayor
NO ABSENT
CITY OF
CAANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227,1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952.227,1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952,227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952,227,1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227,1130
Fax: 952 227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952227.1125
Fax: 952,227.1110
Web Site
www.6chanhassen.mn.us
MEMORANDUM
L7
TO: Paul Oehme, Public Works Director/City Engineer
FROM: Charlie Siegle, Equipment Superintendent
DATE: December 14, 2009 0�
SUBJECT: Purchase of 2009 CIP Equipment — PW016000
PROPOSED MOTION
"The City Council approves purchase of vehicles and equipment."
City Council approval requires a simple majority vote of the City Council
present.
BACKGROUND
On April 27, 2009, the Council authorized the purchase of several vehicles that
were in the 2009 CIP. The vehicles requested to be purchased at this time were
delayed due to budget considerations.
DISCUSSION
Annually, the City considers replacement of vehicles and equipment that have
reached their life expectancy and are showing signs of needing major
maintenance. It has 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 and have to be reliable to maintain appropriate
City services.
JUSTIFICATION
PLANNING DEPARTMENT - VAN
The 1996 Chevrolet Astro Van is severely rusted including brake lines, fuel lines
and body. The van is used by the Planning Department and other departments
which need to take large groups or haul cargo around town. This vehicle has
almost 14 years of use and has the potential for expensive repairs in the near
future. This van will be sold at auction with an estimated sale price of $2,000.
19
for Today and
for Tomorrow
Paul Oehme
Purchase of 2009 CIP Equipment
December 14, 2009
Page 2
STREET DEPARTMENT — PICKUP TRUCK
The 1995 Chevrolet pickup truck to be replaced has severe rust. This truck is used for plowing
snow, towing trailers and day-to-day operations. This vehicle is 14 years old and is in need of
expensive repairs due to rusted brake and fuel lines and oil consumption. The estimated resale
value is $4,000.
PARK DEPARTMENT — PICKUP TRUCK
The 1996 Chevrolet pickup to be replaced is 13 years old, has 65,000 miles and is very rusted
including brake lines, fuel lines and body. This truck is used for towing trailers with mowers and
skid loaders and day-to-day operations. This truck has the potential for needing expensive
repairs in the near future. This pickup would be sold on auction with an estimated resale value of
$3,000.
PUBLIC SAFETY — CSO PICKUP
The 2003 Dodge Dakota to be replaced has 160,000 miles on it. This truck has a big potential
for engine and transmission problems due to the high miles. This truck is using excessive
amounts of oil. This vehicle would be sold on auction with an estimated resale value of $2,500.
This vehicle is used for patrolling, community service work and animal control.
PRICING
Pricing for the vehicle and equipment is taken from the Minnesota Service Cooperative
#09.02.01 bid pricing which is the most competitive pricing available to the City. Prices do not
include tax and license.
PLANNING DEPARTMENT - VAN
2010 Dodge Grand Caravan $20,994.19
CIP (EQ-015) Budget Amount $30,000.00
STREET DEPARTMENT — PICKUP TRUCK
2010 GMC Sierra 2500 HD $24,842.60
Western pro plus snow plow $ 5,420.13
Accessories and strobe lights $ 520.00
$30,782.73
CIP (EQ-029) Budget Amount $33,000.00
PARK DEPARTMENT — PICKUP TRUCK
2010 GMC Sierra 2500 HD $24,842.60
Accessories, strobe lights and tool storage $ 1,546.50
$26,389.10
CIP (EQ-052) Budget Amount $33,000.00
gAeng\paul\bkgd 121409 purchase cip vehicles (3) (2).doc
Paul Oehme
Purchase of 2009 CIP Equipment
December 14, 2009
Page 3
PUBLIC SAFETY — CSO PICKUP TRUCK
2010 GMC Canyon Pickup
Accessories, topper, graphics, push bumper
Emergency lighting, computer mount
CIP (EQ-083) Budget Amount
TOTAL COST FOR VEHICLE PURCHASES
SUMMARY
$23,476.97
$ 3,000.00
$26,476.97
$30,000.00
$104,642.99
The City's equipment continues to go past the normal replacement age of ten years. It is
important to replace equipment at this time that is over 10 years old.
Attachments: CIP Sheets
g:\eng\paul\bkgd 121409 purchase cip vehicles (3) (2).doc
i'' I
Capital Improvement Program
City of Chanhassen, MN
Project # EQ-015
Project Name Community Dev.: Light Duty Trucks
2009 thru 2013
Contact
Kate Aanenson
Department
Major Equipment
Type
Vehicles
Useful Life
Unassigned
Category
Community Development
Account#1 400AI07-4704 Account #3 Priority n/a
Account #2
Total Project Cost $141,000
Description
These purchases are consistent with the Vehicle Replacement Schedule. Replacement units are generally purchased early in the year to
accommodate the time frames established by Hennepin County and the State of Minnesota Cooperative Purchasing Program.
2009 - #801 1996 Chevrolet Astro Van
2010 - #609 1999 Ford Ranger Pickup
2012 - #603 2001 Ford Ranger Pickup
Justification
These vehicles are used to provide building inspection services throughout the community. The average replacement age is over 10 years.
Prior Expenditures
54,000 Vehicles
Total
2009 2010 2011
30,000 28,000
2012 2013 Total
29,000 87.000
Total 30,000 28,000 29,000 87,000
Prior
Funding Sources
2009
2010 2011
2012 2013
Total
54,0001
Capital Replacement Fund
30,000
28,000
29,000
87,000
Total
Total
30,000
28,000
29,000
87,000
OperationalImpact/Other
IThese purchases will include a limited warranty and will reduce the annual maintenance and repair costs as compared to the vehicles replaced.
1
21
Capital Improvement Program 2009 rhru 2013
City of Chanhassen, MN
Project # EQ-029
Project Name Light Duty Trucks: Public Works
Account # 1 400-4120-4704 Account # 3
Account#2
Contact
PaulOehme
Department
Major Equipment
Type
Vehicles
Useful Life
Unassigned
Category
Street Equipment
Priority
n/a
Total Project Cost $65,000
vides for scheduled replacement of light duty trucks in the street and garage departments. Replacement units are generally purchased early in
year in order to accommodate the time frames established by Hennepin County and the State of MN Cooperative Purchasing Program.
09 - #109 1995 Chevrolet 3/4 ton 4x4
11 - #110 1996 Chevrolet 3/4 ton 4x4
Justification
These vehicles are used for a variety of services throughout the community. The average replacement age is 1.3 years. These purchases are
consistent with the Vehicle Replacement Program.
Expenditures 2009 2010 2011 2012 2013 Total
Vehicles 33,000 32,000 65,000
Total 33,000 32,000 65,000
Funding Sources 2009 2010 2011 2012 2013 Total
Capital Replacement Fund 33,000 32,000 65,000
Total 33,000 32,000 65,000
OperationalImpact/Other I
Mese purchases will include a limited warranty and will reduce annual maintenance and repair costs as compared to the vehicles replaced.
ael
1-''
Capital Improvement Program
City of Chanhassen, MN
Project# EQ-052
Project Name Light Duty Trucks: Parks
2009 thru 2013
Account#2 YVVY J
Description
Provides for scheduled replacement of light duty trucks in the Park Maintenance Department.
Contact
Todd Hoffman
Department
Major Equipment
Type
Vehicles
Useful Life
Unassigned
Category
Park
Priority n/a
Total Project Cost $196,600
Justification
These vehicles are used for multiple park maintenance operations including towing mowers, bobcat, snowplowing, sanding, etc. The average
replacement age of these vehicles is 13.5 yrs.
I
Prior Expenditures 2009 2010 2011 2012 2013 Total
96,000 Vehicles 33,000 65,000 98,000
Total Total 33,000
65,000 98,000
Prior Funding Sources
' 96,000 Capital Replacement Fund
Total Total
IOperational Impact/Other
2009 2010 2011 2012 2013 Total
33,000 65,000 98,000
33,000 65,000 98,000
31
Capital Improvement Program
City of Chanhassen, MN
Account # 1 40041294704 Account # 3
Account #2
Description
This allows for replacement of an existing CSO truck.
Justification
This replaces a vehicle in accordance with the vehicle replacement plan.
Expenditures 2009 2010
Vehicles 30,000
Total 30,000
Funding Sources 2009 2010
Capital Replacement Fund 30,000
2009 thru 2013
Contact
Laurie Hokkanen
Department
Major Equipment
Type
Vehicles
Useful Life
Category
Administration
Priority n/a
Total Project Cost $30,000
2011 2012 2013 Total
30.000
30.000
2011 2012 2013 Total
30.000
Total 30,000
30,000
Operationallmpact/Other
39