Approve a Portion of 2016 CIP Vehicle and Equipment Purchases0
CITY OF
CBANgASSEN
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
MEMORANDUM
TO: Paul Oehme, Public Works Director/City Engineer
FROM: Charlie Siegle, Equipment Superintendent
,0entS
DATE: March 14, 2016OT�`r'
SUBJ: Approve 2016 CIP Vehicles & Equipment Purchases — PW016III
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. This year all vehicle purchases
are off of the State of Minnesota Contract pricing which is typically the best pricing the
City receives.
Old equipment is either traded in or sold at auction. Staff has checked past auctions for
similar equipment sale prices and received trade-in values from the equipment 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 purchase item.
Public Works JUSTIFICATION
7901 Park Place
Phone: 952.227.1300 STREET DEPARTMENT — PICKUP
Fax: 952.227.1310
The 2002 pickup and snow plow (#112) to be replaced is 14 years old. This truck is in
Senior Center fair condition and will be moved over to the Park Department to replace (#416). Truck
Phone: 952.227.1125 #416 has rusted brake lines, suspension and body parts. This truck (#416) would be sold
Fax: 952.227.1110 on auction with an estimated value of $2,000.
Website
www.ci.chanhassen.mn.us
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Paul Oehme
Approve 2016 CIP Vehicles & Equipment Purchases
March 14, 2016
Page 2
UTILITY DEPARTMENT — PICKUP
The 2003 pickup (#315) to be replaced is 21 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 — PICKUP
The 2003 pickup (#320) to be replaced is 13 years old. This vehicle will be moved over to the Park
Department to replace #412. Truck #412 has a rusty body and brake lines would be sold on auction with
an estimated value of $2,000.
UTILITY DEPARTMENT — PICKUP
Due to an accident that totaled the 2008 Ford Escape (#306), this vehicle will be replaced it with a''/2 -ton
4x4 pickup.
PARK DEPARTMENT — PICKUP
The pickup (#404) to be replaced is 25 years old. This truck is used for park operations and cleaning
park shelters. The truck is rusted from the years of service and should be replaced. This truck would be
sold on auction at an estimated value of $800.
I W.11 toi 500 11 V.111 1014 NOV III 011913TITN"I"
The Toro mower (#453) to be replaced is 16 years old with 4,600 hours of use. This machine has worn
bearings and bushings and with the high engine hours it is likely to need engine or transmission work
soon. The trade-in value of this trailer is $7,500.
PARK DEPARTMENT — TRAILER
The 1998 Parks skid loader trailer (#4C) to be replaced is 18 years old. This trailer is in need of brakes,
tires and is very rusty. The cost of repair is not worth investing in this trailer. The trade-in value of this
trailer is $1,250.
COMMUNITY DEVELOPMENT — PICKUP
The Community Development pickup (#601) is 12 years old. The body, fuel lines and brake lines are
rusting. This truck is used for Building Inspections. This truck would be sold at auction with an
estimated resale value of $1,500.
CSO — PICKUP
The CSO (#704) truck to be replaced is 6 years old. This truck has 140,000 miles on it and will likely
need expensive repairs soon with the high miles that are on it. This truck would be sold on auction with
an estimated resale value of $6,000.
g:\eng\public\pw016 vehicles and equipment\bkgd 031416 cip purchases.doc
Paul Oehme
Approve 2016 CIP Vehicles & Equipment Purchases
March 14, 2016
Page 3
BIDS AND QUOTES
STREET DEPARTMENT — PICKUP (EQ -029)
2016 GMC 2500 4X4 Ext. Cab (plus tax, license, registration) $ 28,163.24
2016 Western Pro Plus Snow Plow $ 4,908.00
Strobe light, back rack, accessories $ 742.00
Estimated Auction Value of Vehicle #416 -$ 2,000.00
Total Expenditure $ 31,813.24
Budget Amount $ 42,000.00
UTILITY DEPARTMENT — PICKUP (EQ -062)
2016 GMC 1500 4X4 Pickup (plus tax, license, registration) $ 22,694.81
Toolboxes, strobe light, accessories $ 1,040.00
Estimated Auction Value of Vehicle #315 -$ 2,500.00
Total Expenditure $ 21,234.81
Budget Amount $ 29,000.00
UTILITY DEPARTMENT — PICKUP (EQ -062)
2016 GMC 1500 4x4 Pickup (plus tax, license, registration) $ 22,694.81
Tool box, strobe light, accessories $ 2,160.00
Estimated Auction Value of Vehicle #320 -$ 2,000.00
Total Expenditure $ 22,854.81
Budget Amount $ 29,000.00
UTILITY DEPARTMENT - PICKUP (EQ -062)
2016 GMC 1500 4x4 Pickup (plus tax, license, registration) $ 22,694.81
Tool box, strobe light, accessories $ 2,160.00
Salvage Value of Vehicle #306 -$ 5,567.75
Total Expenditure $ 19,287.06
PARK DEPARTMENT — PICKUP (EQ -100)
2016 GMC 2500 4X4 Pickup (plus tax, license, registration) $ 26,793.61
2016 Western Pro Plus Snow Plow $ 4,908.00
Strobe light, back rack, accessories $ 742.00
Estimated Auction Value of Vehicle #404 -$ 800.00
Total Expenditure $ 31,643.61
Budget Amount $ 30,000.00
g:\eng\public\pw016 vehicles and equipment\bkgd 031416 cip purchases.doc
Paul Oehme
Approve 2016 CIP Vehicles & Equipment Purchases
March 14, 2016
Page 4
PARK DEPARTMENT — MOWER (EQ -104)
2016 Toro Groundsmaster 4000-D $ 61,501.95
Trade-in 2000 Toro Groundsmaster 580-D -$ 7,500.00
Total Expenditure $ 54,001.95
Budget Amount $ 66,000.00
PARK DEPARTMENT — SKID LOADER TRAILER (EQ -143)
2016 Felling FT -12 Trailer (plus tax, license, registration) $ 5,995.00
Trade-in 1998 Felling Trailer -$ 1,250.00
Total Expenditure $ 4,745.00
Budget Amount $ 6,000.00
COMMUNITY DEVELOPMENT —PICKUP (EQ -015)
2016 GMC 1500 4x4 Ext. Cab (plus tax, license, registration) $ 23,660.17
Estimated Auction Value of Vehicle #601 -$ 1,500.00
Total Expenditure $ 22,160.17
Budget Amount $ 30,000.00
CSO — PICKUP (EQ -083)
2016 GMC 4x4 Ext. Cab Pickup (plus tax, license, registration) $ 26,130.77
Graphics $ 760.00
Spotlight $ 224.84
Estimated Auction Value of Vehicle #704 -$ 6,000.00
Total Expenditure $ 21,115.61
Budget Amount $ 30,000.00
EXPENDITURE SUMMARY
The total expenditure proposed for vehicles this year is $228,856.26 including the utility vehicle that was
totaled by the insurance company due to an accident. The total vehicles tax (6.5%), license and
registration will be about $17,600. The amount budgeted was $262,000. Therefore purchase of City
vehicles is $15,543.74 under the budgeted amount.
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
gAeng\public\pw016 vehicles and equipment\bkgd 031416 cip purchases.doc
CITY OF CHANHASSEN
CARVER AND HENNEPIN COUNTIES, MINNESOTA
DATE: March 14, 2016 RESOLUTION NO:
MOTION BY:
SECONDED BY:
2016 -XX
A RESOLUTION FOR APPROVING
2016 VEHICLES AND EQUIPMENT PURCHASES
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 2016 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 2016 purchases.
Passed and adopted by the Chanhassen City Council this 14th day of March, 2016.
ATTEST:
Todd Gerhardt, City Manager
Denny Laufenburger, Mayor
YES NO ABSENT
Capital Improvement Program 2016 thru 2020
City of Chanhassen, MN
Project # EQ -029
Project Name Light Duty Trucks: Public Works
Account #1 400-4120-4704
Account #2
Account#3
Account#4
Department Major Equipment
Contact Paul Oehme
Type Vehicles
Useful Life Unassigned
Category Street Equipment
Priority n/a
Description 771
Total Project Cost: $320,000
'rovides for scheduled replacement of light duty trucks in the street and garage departments. Replacement units are generally purchased early in
he year in order to accommodate the time frames established by Hennepin County and the State of MN Cooperative Purchasing Program.
L6-. # 112 2002 Chevrolet 3/4 ton with plow
17 - #151 1995 Chevrolet 1/2 ton pickup
18 - #101 2004 Chevrolet 3/4 ton pickup
20 - # 130 2007 Chevrolet 3/4 ton pickup
20 - #155 2002 Chevrolet 1/2 ton pickup
susuncianon
These vehicles are used for a variety of services throughout the community. The average replacement age is 14 years. These purchases are
consistent with the Vehicle Replacement Program,
Prior Expenditures
2016
2017
2018 2019
2020
Total
1095000 Vehicles
42,000
28,000
30,000
111,000
211,000
Total Total
42,000
28,000
30,000
111,000
211,000
'
Prior Funding Sources
2016
2017
2018 2019
2020
Total
109,000 Capital Replacement
42,000
28,000
30,000
111,000
211,000
Equipment Fund
'
Total
Total
42,000
28,000
30,000
111,000
211,000
1
Budget Impact/Other
These purchases will include a limited warranty and will reduce annual maintenance and repair costs as compared to the vehicles replaced.
1
24
w
.7
Capital Improvement Program 2016 thru 2020
City of Chanhassen, MN
Project # EQ -062
Project Name Light Duty Trucks: Utilities
Account#1 700-7025-4704 Account#3 400-00004704
Account#2 701-70254704 Account#4
Description
This allows for replacement of existing vehicles in the Water and Sewer department.
2016 - #315 1995 Chevrolet 1/2 ton pickup
#320 2003 Chevrolet 3/4 ton pickup
2017 - #3212004 Chevrolet 3/4 ton pickup
2019 - #304 2005 Chevrolet 3/4 ton pickup
2020 - #305 2006 Chevrolet 3/4 ton pickup
Justification
This replaces pickups in accordance with the vehicle replacement plan,
Department
Major Equipment
Contact
Paul Oehme
Type
Vehicles
Useful Life
Unassigned
Category
Utilities
Priority
n/a
Total Project Cost: $454,000
Prior
Expenditures
2016
2017 2018
2019
2020
Total
F--2-86—,00-01
Vehicles
58,000
41,000
36,000
33,000
168,000
Total
Total
58,000
41,000
36,000
33,000
168,000
Prior
Funding Sources
2016
2017 2018
2019
2020
Total
286,000
Capital Replacement
10,000
10,000
Equipment Fund
Total
Sewer Utility Fund
24,000
20,500
18,000
16,500
79,000
Water Utility Fund
24,000
20,500
18,000
16,500
79,000
Total
58,000
41,000
36,000
33,000
168,000
29
Capital Improvement Program 2016 thru 2020
City of Chanhassen, MN
Project # EQ -100
Project Name Light Duty Trucks - Parks
Department
Major Equipment
Contact
Paul Oehme
Type
Vehicles
Useful Life
s for Expenditures
Category
Park
Account #1 400-4120-4704 Account #3 Priority n/a
Account #2 Account #4
Description Total Project Cost: $240,000
Provides for scheduled replacement of light duty trucks in the parks department. These vehicles are purchased using the State of Minnesota
purchasing contract.
Justification
2016 - #404 1991 Ford F-250
2018 - 4412 1995 Chevrolet C-20
2019 - #4012004 Chevrolet 4x4 with plow
2020 - #402 2004 Chevrolet 4x4
34
s for Expenditures
2016 2017
201$
2019
2020
Total
105,004 Vehicles
30,000,
30,000
45,000
30,000
135,000
Total Total
30,M
30,000
45,000
30,000
135,000
Prior Funding Sources
2016 2017
2018
2019
2020
Total
F-71-65-,6-656-1 Capital Replacement
30,000
30,000
45,000
30,000
135,000
Equipment Fund
Total
Total
30,000
30,000
45,000
30,000
135,000
Budget Impact/Other
34
Capital Improvement Program 2016 thru 2020
City of Chanhassen, MN
Project # EQ -104
Project Name Mower Replacement - Park
Account #1 400-00004705 Account #3
Account #2 Account #4
Description
2016 - 2003 Toro 4000D (#454)
2017 - 2000 Toro 580D (4453)
2018 - 2004 Toro 580D (#455)
Department
Major Equipment
Contact
Todd Hoffman
Type
Equipment
Useful Life
Category
Park
Priority
n/a
Total Project Cost: $426,000
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 --T52—,0001 Equipment
Total
2016 2017 2018 2019 2020 Total
66,000 1 104,000 104,000
274,000
Total 66,000 104,000 104,000 274,000
Prior Funding Sources 2016 2017 2018 2019 2020 Total
155,000 Capital Replacement 66,000 104,000 104,000 274,000
Total Equipment Fund
Total 66,000 104,000 104,000 274,000
Budget Impact/Other
35
Capital Improvement Program 2016 thru 2020
City of Chanhassen, MN
Project # EQ -143
Project Name Trailer Replacement - Parks
Account #1 400-0000-4705
Account #2
Description
chis trailer is used to haul bobcat and equipment.
1998 Felling Trailer
Department
Major Equipment
Contact
Todd Hoffman
Type
Equipment
Useful Life
Category
Park
Account #3 Priority n/a
Account #4
Total Project Cost: $6,000
Justification L
This trailer is very rusty and will need brakes by next spring. If the trailer is not replaced, the brake system will have to be replaced and the trailer
will still be very rusty.
Expenditures 2016 2017 2018 2019 2020 Total
Equipment 6,000 6,000
Total 6,000 6,000
Funding Sources 2016 2017 2018 2019 2020 Total
Capital Replacement 6,000 6,000
Equipment Fund
Total 6,000 6,000
Budget Impact/Other
47
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Capital Improvement Program 2016 rhru 2020
City of Chanhassen, MN
Project # EQ -015
Project Name Light Duty Trucks: Community Dev.
Department Major Equipment
Contact Paul Oehme
Type Vehicles
Useful Life Unassigned
Category Community Development
Account #1 400-41074704 Account 113 Priority n/a
Account #2 Account #4
Description Total Project Cost: 5203,000
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.
2016 - #610 2004 Dodge Dakota ✓
2017 - #604 2002 Ford Ranger Pickup
2018 - #6012005 Dodge Dakota
Justification
These vehicles are used to provide building inspection services throughout the community. The average replacement age is over 13 years.
Prior Expenditures
2016
2017
2018 2019
2020 Total
113,00 Vehicles
30,000✓
30,000
30,000
90,000
Total
Total 30,000
30,000
30,000
90,000
Prior Funding Sources 2016 2017 2018 2019 2020 Total
F-75-,6-6651 Capital Replacement 30,000 30,000 30,000 90,000
Total Equipment Fund
Total 30,000 30,000 30,000 90,000
purchases will include a limited warranty and will reduce the annual maintenance and repair costs as compared to the vehicles replaced.
21
K
Capital Improvement Program 2015 thrit 2019
City of Chanhassen, MN
Project # EQ -083
Project Name CSO Truck
Department
Major Equipment
Contact
Paul Oehme
Type
Vehicles
Useful Life
Category
Administration
Account #1 400-4129-4704 Account #3 Priority n/a
Account#2 Account#4
Description I
Total Project Cost: $60,000
This allows for replacement of an existing CSO truck. This truck will have approximately 180,000 miles at the time of trade in.
2015 - #704 2010 Chev Colorado 4x4 Quad Cab
Justification
Fhis replaces a vehicle in accordance with the vehicle replacement plan.
Prior Expenditures
30,000 Vehicles
Total
Prior Funding Sources
30,000 Capital Replacement
Tota 1
Equipment Fund
Impact/Other
2015 2016 2017 2018 2019 Total
30,000 —
30,000
Total 30,000 30,000
2015 2016 2017 2018 2019 Total
30,000 30,000
Total 30,000 30,000