2015 Vehicle and Equipment Purchases0
CITY OF
CHANHASSEN
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
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Paul Oehme, Public Works Director /City Engineer
Charlie Siegle, Equipment Superintendent
February 9, 2015
1 /
OFD
Purchase of 2015 CIP Vehicles & Equipment — PW016II1
PROPOSED MOTION
"The City Council approves purchase of vehicles and equipment."
City Council approval requires a simple majority vote of the City Council present.
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. New equipment is
typically purchased off of the State of Minnesota Contract pricing which is typically
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: 952.227.1130
supplier. Staff' s recommendation to trade -in the equipment or sell at auction is based
Fax: 952.227.1110
on the best financial benefit to the City and is identified under each equipment
Public Works
purchase item.
7901 Park Place
Phone: 952.227.1300
JUSTIFICATION
Fax: 952.227.1310
STREET DEPARTMENT — DUMP /PLOW TRUCK
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
The 1997 Ford LS800 ( #122) single -axle dump truck to be replaced is 18 years old.
Ford Motor 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.ci.chanhassen.mn.us
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.
UTILITY 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.
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Paul Oehme
Purchase 2015 CIP 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.
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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
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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)
Budget Amount
PARK DEPARTMENT — AERATOR (EQ -139)
Total
Budget Amount
$ 20,614.00
$ 25,000.00
$ 29,942.56
$ 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
Budget Amount
PARK DEPARTMENT — TORO MOWER (EQ -104)
Toro Groundsmaster 5900
Trade Toro Groundsmaster 580D
Total
Budget Amount
SUMMARY
$ 9,962.00
$ 10,000.00
$ 83,740.36
-$ 6,000.00
$ 77,740.36
$ 95,000.00
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
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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
PWO16III
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 9`" day of February, 2015.
ATTEST:
Todd Gerhardt, City Manager Denny Laufenburger, Mayor
YES NO ABSENT
Projects By Funding Source
City of Chanhassen, MN
Project# EQ -016
Project Name Dump/Plow Truck Replacements /Additions
Account #1 400 -4108 -4704
Account #2
Aecount #3
Account#4
2015 thru 2019
Department Major Equipment
Contact Paul Oehme
Type Vehicles
Useful Life Unassigned
Category Stmt Equipment
Priority n/a
Total Project Cost: $2,046,800
se purchases are required to maintain a reliable truck fleet. Costs include truck chassis, dump box, hydraulic system, snow wing, snow plow
sander. These vehicles are purchased using either the Hennepin County or State of MN cooperative bid systems. Orders for truck chassis are
ally required to be placed up to one year in advance of delivery.
placement schedule is as follows:
5 - #122 1996 Ford LS8000 Dump/Plow Truck
#123 1997 Ford LS8000 Dump/Plow Truck
7 - #124 1998 Ford L8513 Dump/Plow Truck
8 - 4126 2000 Sterling L8513 Dump/Plow Truck
9 - #127 2001 Sterling L8513 Dumn/Plow Truck
Justification
vehicles are used to provide a variety of maintenance services throughout the community including winter response for plowing and hauling
The average replacement age is 18.5 years. Winter emergency service necessitates these vehicles be reliable and dependable. Growth in the
unity creates additional work for these trucks. These vehicle purchases are consistent with the Vehicle Replacement Schedule.
Prior
Expenditures
2015 2016
2017
2018
2019
Total
937,600
Vehicles
432,000
225,000
226,000
226,000
1,109,000
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
Total Equipment Fund
Total 432,000 225,000 226,000 226,000 1,109,000
warranty and will reduce the annual maintenance and repair costs as compared to
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Projects By Funding Source
City of Chanhassen, MN
Project # EQ -062
Project Name Light Duty Trucks: Utilities
Account #1 700 - 70254704
Account #2 701 - 70254704
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Account #3
Account #4
2015 thru 2019
Sewer department
replacement plan.
Department
This allows for replacement of existing vehicles
Contact
2015 - #3012002 Chevrolet 3/4 ton pickup
Type
2016 - 4313 1995 Chevrolet 1/2 ton pickup
Useful We
#320 2003 Chevrolet 3/4 ton pickup
Category
2017 - #321 2004 Chevrolet 3/4 ton pickup
Priority
2019 - #304 2005 Chevrolet 3/4 ton pickup
36,000
Justification
Total
Equipment Fund
This replaces pickups in accordance with the vel
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Account #3
Account #4
2015 thru 2019
Sewer department
replacement plan.
Department
Major Equipment
Contact
Paul Oehme
Type
Vehicles
Useful We
Unassigned
Category
Utilities
Priority
n/a
Total Project Cost: $421,000
Prior
Expenditures
2015
2016
2017 2018
2019
Total
252,000
Vehicles
34,000
58,000
41,000
36,000
169,000
Total
Equipment Fund
Total 34,000
58,000
41,000
36,000
169,000
Prior
Funding Sources
2015
2016
2017 2018
2019
Total
252,000
Capital Replacement
10,000
10,000
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
Total
34,000
58,000
41,000
38,000
169,000
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Projects By Funding Source
City of Chanhassen, MN
Project # EQ -110
Project ]Name Vactor /Sewer Jetting Truck
2015 thru 2019
Department
Major Equipment
Contact
Paul Ochme
Type
Equipment
Useful Life
Total 425,000
2015 2016 2017
Category
Utilities
Account #1
701 - 70254704 Account #3
Priority
n/a
Account #2
700 - 7025 -4704 Account #4
Funding Sources
Total 425,000
2015 2016 2017
Description
Sewer Utility Fund
Water Utility Fund
325,000
100,000
Total Project Cost:
$425,000
Phis 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 deparunen
or sewer jetting, emergency sewer back -ups, watermain breaks and delicate excavations around utilities. This truck has to be reliable and in good
vorking condition because of the projects and emergency calls it is used for.
I Justification
ITo have the truck as reliable as possible with minimal downtime.
Expenditures
2015 2016 2017
2018 2019 Total
Equipment
425,000
426,000
Funding Sources
Total 425,000
2015 2016 2017
425,000
2018 2019 Total
Sewer Utility Fund
Water Utility Fund
325,000
100,000
325,000
100,000
Total 425,000
425,000
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Projects By Funding Source
City of Chanhassen, MN
Project # EQ -142
Project Name Manhole Skidloader Cutter
Account 01 4UU-00004705
Account #2 701 - 7025 -4705
Account #3
Account #4
2015 thru 2019
Department Major Equipment
Contact Paul Oehme
Type Equipment
Useful Life
Category Utilities
Priority n/a
Description Total Project Cost: S25,000
This skidloader attachment is needed to fix manhole casting within the street. Overtime manhole rings break down, become unstable and leak. It
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.
Justification —�
Co replace manholes in the streets to provide safe level over the manhole and to reduce storm water from getting into sewer manholes. The cutter
s a significant time saver for City crews.
Expenditures 2015 2016 2017 2018 2019 Total
Equipment 25,000 25,000
Total 25,000
25,000
Funding Sources 2015 2016 2017 2018 2019 Total
Capital Replacement 10,000 10,000
Equipment Fund
Sewer Utility Fund 15,000 15,000
Total 25,000
25,000
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Projects By Funding Source
Citv of Chanhassen, MN
Project p EQ -141
'roject Name Park Department Van Replacement
Account #1 400 -000U -4704
Account N2
2015 thru 2019
Department Major Equipment
Contact Paul Ochme
Type Vehicles
Useful Life
Category Pads
Priority n/a
Total Project Cost: $25,000
Expenditures 2015 2016 2017 2018 2019 Total
Vehicles 25,000 25,000
Total 25,000 25,000
nindino Cnure"
uy,na„wy,c
Equipment Fund
Total 25,000 25,000
Projects By Funding Source 2015 thru 2019 Department Major Equipment
City of Chanhassen, MN Contact Todd Hoffman
Project# EQ -139
Project Name Athletic Field Turf Aerator
Account #1 400- 000OA705
Account #2
Pro Core 1298 Athletic
Aerator
Account #3
Account #4
Type Equipment
Useful Life
Category Park
Priority n/a
Total Project Cost: $31,000
Justification I
Phis piece of equipment will be used extensively to increase the health and overall condition of all playing fields within our park system. The
:urrent piece of aeration equipment in our fleet was purchased in 1988 and is not adequate for proper maintenance. I
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
,act/Other
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Projects By Funding Source 2015 thru 2019 Department Major Equipment
City of Chanhassen, MN Contact Todd Holtman
Project # EQ-106
Project Name Tractor Replacement -Park
Account #1 400 - 00004705
Account #2
Description
These tractors are used for field maintenance at park
15 - 1997 John Deere 455 ( #468)
16 - 1999 John Deere 455 ( #469)
tractors are used for
Account #3
Account #4
Type Equipment
Useful Life
Category Park
Priority n/a
Total Project Cost: $32,000
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
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Projects By Funding Source
City of Chanhassen, MN
Project # EQ -117
Project Name Berti Rear Mount Mower
2015 thru 2019
Account #1 400 - 0000 -4705 Account #3
Account #2 Account #4
Description
Chis purchase is required to maintain a reliable piece of equipment for mowing.
Justification I
Department
Major Equipment
Contact
Todd Holiman
Type
Equipment
Useful Life
10,000
2015 2016
Category
Park
Priority
n/a
Total Project Cost: $10,000
Phis tractor mounted attachment was purchased in 2006 and is used to mow the 500 acre park system, which features 5 community parks, 22
ieighborhood parks and 55 miles of trails and sidewalks. Mowing is done in the parks and along the trails and sidewalks which is hard on
: quipment. Growth in the park system creates additional work for this mower. This equipment purchase is consistent with the equipment
enlacement schedule.
Expenditures
2015 2016
2017 2018 2019 Total
Equipment
10,000
10,000
Total
Funding Sources
10,000
2015 2016
10,000
2017 2018 2019 Total
Capital Replacement
Equipment Fund
10,000
10,000
Total
10,000
10,000
Budget Impact/Other
39
Projects By Funding Source
City of Chanhassen, MN
Project # EQ -104
Project Name Mower Replacement - Park
Account #1 400 - 00004705 Account #3
Account #2 Account #4
Description
2015 - 1998 Toro 580D ( #452)
2016 - 2003 Toro 4000D ( #454)
2017 - 2000 Toro 580D ( #453)
2018 - 2004 Toro 580D ( #455)
2015 thru 2019
Department
Major Equipment
Contact
Todd Hoffinan
Type
Equipment
Useful Life
Category
Park
Priority
n/a
Total Project Cost: $426,000
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
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.
Prior Expenditures
F___57_,_00_01 Equipment
Total
2015 2016 2017 2018 2019 Total
95,000 66,000 104,000 104,000
369,000
Total 95,000 66,000 104,000 104,000 369,000
Prior Funding Sources 2015 2016 2017 2018 2019 Total
57,000 Capital Replacement 95,000 66,000 104,000 104,000 369,000
Total Equipment Fund
Total 95,000 66,000 104,000 104,000 369,000
Budget Impact/Other
35