The URL can be used to link to this page

Home My WebLink About5I - Purchase of a Manhole/Valve Cutter, Extractor CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: DECEMBER 15, 2008 51 CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF A MANHOLENALVE CUTTER, EXTRACTOR DISCUSSION: Introduction The purpose of this agenda item is to consider approval of a resolution authorizing City staff to purchase one manhole/valve cutter/extractor from Critex LLC. Of Lima, Ohio. Historv In June of 2008, the City Council approved a resolution adopting the 2009- 2013 Capital Improvement Program. As part of the Equipment Inventory program for 2008, staff had included in the Future Additions, a manhole cutter/ extractor. Rather than jack-hammering the castings which is slow and labor intensive, or utilizing the infrared unit to perform temporary repairs this unit does exactly as the name implies. Current Circumstances Annually the City of Prior Lake adjusts/seals approximately 35 manhole castings and several gate valves. The City also makes temporary repairs to more than 50 manholes annually utilizing our infrared unit. Staff workload during non-winter months prevent full repair of more than the 35 manholes targeted annually. These castings are adjusted to prevent damage to City snow removal equipment. The damage cause by a raised manhole casting can exceed $3,000 per incident. Prior to the City beginning the adjustment program at least one plow blade was damaged annually on these castings. Additionally as part of the sanitary sewer inflow and infiltration reduction program and street overlay program, staff has implemented an inspection and improvement program for both sanitary and storm water chimney manhole repair programs. This program seals these manholes as they are a primary inflow location for storm water in to the sanitary sewer system. Attachments A and B show two of the items which staff looks for during an investigation of potential inflow and infiltration issues. Attachment A depicts leakage and settlement of the bituminous street surface due to potential deterioration of the concrete chimney rings. Attachment B shows the chimney of attachment A with deterioration of the concrete rings and the infiltration of water from the street sub-base. This type of infiltration can cost additional money, both for pumping at lift stations and additional charges for treatment from the Metropolitan Council Environmental Services (MCES). R:\Council\2008 Agenda Reports\12 15 08\Manhole cutter agenda. DOC please attach color photos to agenda. DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 Over the last three year period, staff has made permanent repairs or upgrades to over 100 of 2,793 sanitary manholes and 35 storm water manholes. Staff has also completed temporary repairs to more than 150 manholes over that same time period. In 2009 staff will make 36 manhole repairs prior to the 2009 overlay project alone. The City also repairs and adjusts approximately 15 of the more than 2,500 gate valve boxes annually. In 2007 staff investigated the use of a manhole cutter/extractor to speed up and improve repair of chimney manholes. The cutter/extractor allows the City to increase daily completion of manhole adjustments and seals from 9 to 12 with 50% less staff. The total staff time savings are estimated to be $6,000 per year. This time can be re-allocated to other street and storm water maintenance activities. In addition to the reduction in staff time and costs, the appearance and durability of the repairs is enhanced due to the clean removal of the structures. This piece of equipment is not mechanical and is designed for long-term life of more than 20 years with only intermittent cutting tooth replacement. Over a 20-year life the cutter will save the City an estimated $80,000 factoring in purchase and anticipated maintenance costs. Staff solicited quotes from the only two manufacturers that provide cutters that meet City requirements. The first is a PECO unit provided by MacQueen Equipment, the second is provided by Critex LLC. of Lima OH. The Critex unit provides the ability to make the appropriate size cut in addition to a casting removal attachment and reinstatement equipment, which would require less labor and create time savings for the chimney repair process. See attachment C and D. Attachment E provides a visual of the finished product once the chimney and casting have been reinstated. Staff obtained quotes for the manhole cutter/ extractor which are provided in the table below: Vendor Base Price Sales Tax Shipping Total MacQueen Equip. $28,209.00 $1,833.59 $500.00 $30,542.59 Critex LLC I $23,040.00 I $1,497.60 I $1,000.00 I $25,537.60 I The quote provided by Critex LLC includes a $6,289 discount if the City orders the cutter by December 21,2008. This provides the City with a $5,000 total savings over the only other available cutter that meets City standards. For that reason staff is requesting authorization to order the cutter prior to the end of 2008 noting that payment will not be made until delivery 2009. Conclusion City staff recommends the purchase of the Critex manhole cutter/extractor to speed up and improve the process thus reducing costs for manhole chimney and gate valve repairs. ISSUES: This item is a specialty item and is not available on State Contract Pricing. The reason staff brings this agenda before you at this time is to allow for cost savings of $6,289 for the purchase of the manhole cutter/extractor. Critex LLC R:\Council\2008 Agenda Reports\12 15 08\Manhole cutter agenda. DOC please attach color photos to agenda. DOC provided a special discount price to the City of Prior Lake which is only good until December 21st. Staff discussed with Critex that the appropriate funds would not be available for the payment of a manhole cutter/extractor until after the January 5, 2009 City Council Meeting. Critex has agreed that if an order for the cutter/extractor is placed by the City prior to December 21st the payment can be made after January 5, 2009. The City has explored the opportunity of partnerships related to this purchase with other communities. At this time neither Savage nor Shakopee plan to purchase the equipment. Both cities have expressed interest in utilizing the cutter in return for the use of their specialty equipment that Prior Lake would otherwise need to rent. Prior Lake currently utilizes Savage's road grader and brush cutter several times a year. FINANCIAL IMPACT: Based on estimated staff time savings this cutter will allow the City to maximize street department staff time. The total amount budgeted in the Equipment Replacement Fund for the manhole cutter/extractor is $31,827. Staff received two quotes for the manhole cutter/extractor with Critex LLC providing the lowest cost alternative at a price of $25,537.60. The expenditure for the manhole cutter/extractor will come from the equipment replacement fund account # 410-43100-580. ALTERNATIVES: 1. Approve a resolution authorizing the purchase of one manhole cutter/extractor from Critex LLC at a cost not to exceed $25,537.60. 2. Table this item for a specific reason. 3. Deny this item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Alternative #1. ReVieWery: .J Frank Boyles, y I R:\Council\2008 Agenda Reports\12 15 08\Manhole cutter agenda. DOC please attach color photos to agenda. DOC Motion By: Second By: WHEREAS, The item is a specialty item and is not available on State Contract Pricing; and WHEREAS, Staff has obtained two quotes, outlined below, for the purchase of a manhole cutter/extractor: Vendor Base Price Sales Tax ShippinQ I Total ; and MacQueen Eauip, $28,209.00 $1,833.59 $500.00 $30,542.59 Critex LLC ) $23,040.00 I $1,497.60 $1,000.00 $25,537.60 WHEREAS, Critex LLC provided the lowest cost purchase price for the manhole cutter/extractor; and WHEREAS, The purchase of the manhole cutter/extractor aids in labor, time, inflow and infiltration costs associated with the sanitary and storm water chimney manhole repair program. WHEREAS, The City of Prior Lake has been offered a special discount price with cost savings of $6,289.40 for the purchase of the manhole cutter/extractor if the City places the order by December 21, 2008, with payment due after the January 6, 2009 City Council meeting. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Staff is authorized to purchase one manhole cutter/extractor from Critex LLC of Lima, Ohio at a cost not to exceed $25,537.60. 3. Funds for the manhole cutter/extractor are to be drawn from the Equipment Replacement Fund Accou nt #410-43100-580. 4. This purchase is contingent on approval of the 2009 Budget by the City Council. PASSED AND ADOPTED THIS 15th DAY OF DECEMBER 2008. YES NO Haugen Erickson I Hedberg I leMair I Millar Haugen Erickson Hedberg leMair Millar Frank Boyles, City Manager R:\Council\2008 Agenda Reports\12 15 08\Manhole cutter resolution. DOC craig not done. DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 EQUIPMENT NEED ANALYSIS Equipment: Manhole Cutter/Extractor I. Refurbishina Analvsis: N/A II. Lease/RentaIOotions: Lease and rental options are not available through vendors. III. Zero Value Ooeration: Staffs intentions will be to utilize this equipment to zero value. The main replacement parts are the cutting portions of the tool, which can be replaced as needed. Staff will utilize our current auger power head which attaches to the skid loaders. IV. Alternative Fuel Analvsis: This certain piece of equipment will save on the amount of vehicles and trips utilized by staff to get to accomplish the desired repairs. Because it is an attachment it does not directly use fuel, however it is utilized by our skid loaders which do use bio-diesel. V. Eauioment Utilization: This piece of equipment can be utilized for both the cutting of manholes and gate valve castings in the streets. These two processes require similar repair processes. VI. Eauioment Partnershio: The City has not found any interested partners at this time. However both Shakopee and Savage have expressed an interest in utilizing the equipment in return for use of their specialty equipment. VII. Used Eauioment Ootions: This piece of equipment is not available used. R\Council\2008 Agenda Reports\12 15 08\Manhole cutter EQUIPMENT NEED ANAL YSIS.doc Created on 1: