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CITY COUNCIL AGENDA REPORT
MEETING DATE: FEBRUARY 2, 2009
AGENDA #: 10E
PREPARED BY: AL FRIEDGES, PARKS & FLEET MAINTENANCE SUPERVISOR
AGENDA ITEM: CONSIDER APROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE
OF
1. One F350 4x4 (Club Cab) with Boss V plow and appurtenant
equipment
2. One F350 4x4 (4 door) with snow package attachment and
appurtenant equipment
3. One F350 4x4 with utility box, Boss V plow and appurtenant
equipment
4. Two (2) Toro Groundsmaster 328 mowers and blowers
5. One John Deere 5525 tractor
6. One Stone WP4100 Roller
7. One liquid anti-ice application unit
And the trade in of:
1. One 2000 Ford Windstar Van (unit #494)
2. One 1997 Ford 4x4'/. ton extended cab (unit #453)
3. Two 1999 Toro Groundsmaster 325D mowers and blower
attachments (units #525, #526)
4. One 1995 Case 4210 tractor (unit #505)
5. One 1994 Stone bituminous roller (unit #474)
DISCUSSION: Introduction
The purpose of this agenda is to seek City Council approval for the purchase and
trade in of the above listed equipment.
History
As part of the Capital Improvement Program (CIP), the City Council adopts an
Equipment Replacement Fund and Matrix each year. The purpose of this fund
and matrix is to identify and budget for equipment and vehicles that need
replacement due to age or wear, or for additional equipment that needs to be
purchased due to growth. Actual expenditures for all equipment identified in the
matrix are subject to Council approval. For 2009 the matrix identifies:
1. $53,045 for a one ton chassis 4x4 truck
2. $36,601 for a one ton chassis 4x4 truck with plow
3. $53,045 for a one ton chassis 4x4 truck with utility box and plow
4. $69,383 for two (2) mowers with snow blower attachments
5. $50,923 for a tractor
6. $37,132 for a bituminous roller
7. $12,731 for a liquid anti-ice application unit.
www. cityofpriorlake. com
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The 2009-2020 Equipment Matrix identifies the replacement of the utility locate
van every 10 years or 100,000 miles, trucks with gas engines every 10 years or
100,000 miles, mowers every 8 years or 3,000 to 3,500 hours, tractors every 11
years or 4,000 hours, and bituminous rollers every 15 years. Although these are
suggested replacement schedules for these types of equipment, as with any
piece of equipment the maintenance and repair costs are analyzed prior to
requesting Council approval. An analysis of the equipment proposed for
replacement is outlined later in this report.
Current Circumstances
In order to utilize current state bid prices and to receive equipment prior to high
use periods, staff proposes to proceed with purchasing the listed equipment.
Attached to this report, for City Council reference, is a detailed needs analysis for
each piece of equipment focusing on the seven acquisition strategies used to
justify each vehicle and/or equipment purchase.
112000 Ford Windstar Van
The Utilities Division of Public Works currently utilizes a Ford Windstar Van for
utility locates. Staff recommends the trade in of the van and proposes to
purchase a one ton chassis diesel 4x4 club cab pick-up; quad doors, short box
equipped with a Boss V plow in lieu of another van. This vehicle will be utilized by
the Public Works Street and Utilities Supervisor.
Unit #458, a 2004 Chevrolet'/z ton 4x4 pickup truck currently utilized by the Public
Works Streets and Utilities Supervisor will be converted to the utility locate
vehicle. A commercial tonneau cover and all steel roll deck tool access box will
be installed in this vehicle to store appurtenant locate equipment.
The existing 2000 Ford Windstar Van is 9 years old and has accumulated
111,707 miles. This van has many service repairs needed are as follows:
Repairs Needed PartslLabor
Costs
Passen er slidin door shell $812.34
Rear door shell $678.72
Left hand uarter anel $1,042.36
Ri ht hand uarter anel $1,336.08
Left hand rocker anel $411.60
Ri ht hand rocker anel $266.13
Steerin wheel $352.39
Left and ri ht hand wheel bearin s $149.16
Left hand lower ball ~oint $65.98
Ri ht hand lower ball 'oint $71.60
Total Parts $5,186.36
Tax $337.12
Parts subtotal $5,523.48
Paint labor $600.00
Labor 75 hoursx$40.00/Hour) $3,000.00
Grand total $9,123.48
These repairs would cost $9,123.48. At this point the City can trade in the 2000
Ford Windstar Van for $1,000.00 and use the trade value towards the purchase
of a new truck.
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Bids were solicited through the State of Minnesota Purchasing Program for Ford,
Chevrolet and Dodge. Nelson Auto Group representing Chevrolet and Dodge did
not respond with a bid for a Chevrolet. Additionally, three vendors were
contacted to solicit bids not related to the State Contract. Chevrolet did not
respond; Ford and Dodge did submit bids.
The low bid amount of $31,726.90 was submitted by Wolf Motors. Staff is
recommending this vendor. The bids received are as follows:
Wolf Motors Nelson
Dod a Elk River
Ford New Prague
Motors
State Bid No Yes Yes No
Make/model Ford F350 Dod a 3500 Ford F350 Dod a 3500
Price $30,602.72 $29,632.00 $30,653.04 $36,354.00
Trade In $1,000.00 0 $750.00 $300.00
Sub-Total $29,602.72 $29,632.00 $29,903.04 $36,054.00
Tax $1,924.18 $1,926.08 $1,943.70 $2,343.51
License $200.00 $200.00 $200.00 $200.00
Total $31,726.90 $31,758.08 $38 046.74 $38,597.51
Bids were received from two vendors for the snow plow. The low bid of $5,470.62
was from Aspen Equipment. Staff recommends purchasing the snow plow from
Aspen Equipment. The bids received are as follows:
As en E ui ment C steel
Make Boss V Boss V
Price $5,136.74 $5,832.26
Tax $333.89 $379.10
Total $5,470.62 $6 211.36
Bids were received from three vendors for a commercial tonneau, cover and a
steel roll deck tool box. The low bid was from Aspen Equipment. Staff
recommends purchasing these items from Aspen Equipment. The bids received
were as follows:
Aspen
E ui ment ABM Crysteel
Price $2,502.60 $2,674.00 $2,677.85
Tax $162.67 $173.81 $174.06
Total $2 665.27 $2,847.81 $2 851.91
The following safety equipment with a total cost listed will be installed in the
proposed truck.
Item Cost
Radio, strobes, arrowstick and back rack $2,500.00
The total cost for the truck chassis, plow and safety equipment is $42,362.79.
The Equipment Matrix allocated $53,045.00 for this purchase.
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211997 Ford'/4 Ton Extended Cab with Plow (Unit #4531
The existing 1997 Ford 3/ extended cab with plow (unit #453) was utilized by the
street lead person. With the reorganization and the elimination of the position,
the proposed one ton 4 x 4 (4 door) with snow package and appurtenant
equipment will be utilized by the Street Department. This vehicle will be utilized
for transportation, daily duties, hauling seasonal staff for black topping and storm
pond maintenance, pulling and hauling equipment and snow removal in cul-de-
sacs.
The existing Ford 3/ ton extended cab with plow (unit #453)is 12 years old and
has accumulated 99,984 miles. This vehicle has many service repairs needed as
follows:
Repairs Needed Parts/Labor
Costs
Ri ht hand box side $897.42
Left hand box side $727.41
Hood $939.19
Rear as tank $338.05
Left hand cab corner $458.32
Ri ht hand cab corner $420.32
Interior floorin $304.25
Left front u-'oint $109.14
Ri ht front u-'oint $76.54
Transfer case u-'oint $95.67
S ark lu wires $39.47
S ark lu s $20.32
Total arts $4,426.10
Sales tax 287.70
Parts subtotal $4, 713.80
Paint total $780.00
Labor 63 hours x $40.00/Hour $2, 520.00
Grand total $8,013.80
These repairs would cost $8,013.80. At this point the City can trade in the 1997
Ford 3/ ton extended cab with plow (unit #453) for $3,350.00 as a trade in on a
new truck.
Bids were solicited through the State of Minnesota Purchasing Program for Ford,
Chevrolet and Dodge. Nelson Auto Group representing Chevrolet and Dodge did
not respond with a bid for a Chevrolet. Additionally, three vendors were
contacted to solicit bids not related to the State Contract. Chevrolet did not
respond; Ford and Dodge did submit bids.
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The low bid amount is $30,764.14 from Wolf Motors which staff recommends
purchasing. The bids received are as follows:
Wolf Motors Elk River
Ford Nelson
Dod a New Prague
Motors
State Bid No Yes Yes No
Make/model Ford F350 Ford F350 Dod a 3500 Dod a 3500
Price $32,048.72 $32,044.04 $31,676.00 $36,972.00
Trade In $3,350.00 $3,300.00 0 $3,000.00
Sub-Total $28,678.72 $28,744.04 $31,676.00 $33,972.00
Tax $1, 865.42 $1, 868.36 $2, 058.94 $2, 208.18
License $200.00 $200.00 $200.00 $200.00
Total $30,764.14 $30,812.40 $33 934.94 $36 380.18
Bids were received from two vendors to provide a winter package to
accommodate our existing Boss V plows. The low bid amount is $1,203.57 from
Crysteel, which staff recommends purchasing. The bids received are as follows:
C steel As en
Sub total $1,130.11 $1,409.50
Tax $73.46 $91.62
Total $1,203.57 $1 501.12
The following safety equipment is a total cost listed and will be installed in the
proposed truck
Item Cost
Radio and strobe $1,200.00
The total cost for the truck chassis, snow package and safety equipment is
$33,167.71. The equipment matrix allocated $36,601.00 for this purchase.
3) New One Ton Truck 4x4 with Utility Box. Plow and Agqurtenant
Eauipment
The proposed one ton 4x4 with utility box, plow and appurtenant equipment is an
additional vehicle being added to the fleet. This truck will be utilized by the
Facilities Operator which is a new position needed to run the Water Treatment
Facility. The vehicle will be use for the following:
^ Inspections of water production related activities
^ Service calls to resident locations
^ Water distribution services, i.e. hydrants, curb stop
connections/disconnections, and water main repairs
^ Emergency services of after hours calls related to water production and
distribution
Bids were solicited through the State of Minnesota Purchasing Program for Ford,
Chevrolet and Dodge. Nelson Auto Group representing Chevrolet and Dodge did
not respond with a bid for either vehicle. Additionally, three vendors were
contacted to solicit bids not related to the State Contract. Chevrolet did not
respond; Ford and Dodge did submit bids.
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The low bid amount is $30,437.39 from Wolf Motors which staff recommends
purchasing. The bids received are as follows:
Wolf Motors Elk River
Ford New Prague
Motors
State Bid No Yes No
Make/model Ford F350 Ford F350 Dod a 3500
Price $28,391.92 $28,477.04 $34,178.00
Tax $1,845.47 $1,851.01 $2,221.57
License $200.00 $200.00 $200.00
Total $30,437.39 $30,528.05 $36,599.57
Bids were received from two vendors for the snow plow. The low bid amount is
$5,470.62 from Aspen Equipment which staff recommends purchasing. The bids
received are as follows:
As en E ui ment C steel
Make Boss V Boss V
Price $5,136.74 $5,832.26
Tax $333.89 $379.10
Total $5,470.62 $6 211.36
Bids were received from three vendors for the utility box. The low bid amount is
$22,304.30 from ABM which staff recommends purchasing. The bids received
are as follows:
ABM Crysteel Aspen
E ui ment
Price $20,943.00 $23,932.60 $27,992.25
Tax $1,361.30 $1,555.62 $1,819.50
Total $22,304.30 $25 488.22 $29 811.75
The following safety equipment with a total cost listed will be installed in the
proposed truck.
Item Cost
Radio, flashli ht, strobe arrow stick $1 500.00
The total cost for the truck chassis, plow, utility box and safety equipment is
$59,712.31; $53,045 was allocated in the matrix for this purpose. The savings
from the previous vehicles provides funding to cover the overage for this piece of
equipment.
4) Toro Groundsmaster Mowers (Units #525 and #526)
Currently, the Parks Maintenance Division utilizes four six foot and two sixteen
foot mowers to perform mowing operations in our parks system. In addition to
mowing during the summer months, the four six foot mowers are utilized for snow
removal in the winter. Two of the machines are equipped with snow blowers and
the remaining two are utilized with brooms.
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One of the existing mowers, a Toro Groundsmaster (unit #525) is a 1999 325D
and has accumulated 3,381 hours. Another existing mower, a Toro
Groundsmaster (unit #526) is a 1999 325D and has accumulated 3,328 hours.
The attachments to these machines are both 1999 models. The mowers to be
replaced have various repairs that are needed as follows:
1999 Toro Groundsmaster 325D and snow blower (unit #525)
Repairs Needed Parts/Labor
Cost
Four new tires $320.00
4wd axle re air $334.80
Three new deck blades $53.58
PTO belt $39.48
Two new mower deck forks $134.74
Three new deck rollers $70.50
Mower deck castor wheels $273.56
Snow blower cuttin ed a $36.40
Snow blower fro $195.00
Snow blower shoes $64.00
Snow blower ear box $546.30
Snow blower fan housin $728.40
Parts subtotal $2, 796.76
Sales tax $181.79
Parts total $2, 978.55
Labor on re airs 30hours $40.00/hour $1,200.00
Grand total $4,178.55
1999 Toro Groundsmaster 325D and snow blower (unit #526)
Repairs Needed Parts/Labor
Cost
Four new tires $320.00
Three new deck blades $53.58
PTO belt $39.48
Deck forks $134.74
Deck rollers $70.50
Deck casters $273.56
Snow blower cuttin ed a $36.40
Snow blower shoes $64.00
Mower deck rec cler baffles $780.00
PTO shaft and bearin s $426.53
Parts subtotal $2,198.79
Sales tax $142.92
Parts total $2,341.71
Labor on re airs 26 hours $40.00/hour $1,040.00
Grand total $3,381.71
The repairs needed on these two machines would cost $7,560.26. At this point,
the City can trade both mowers for a total of $11,000.00 as a trade on two new
mowers and snow blowers. Considering the age, hours accumulated and the
current trade in value of these two mowers and snow blowers, they should be
traded.
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Staff contacted three manufacturers, Toro, Jacobson and John Deere. All three
manufacturers contacted offered their mowers on the State Purchasing Program.
Staff considered purchasing slightly used machines of this size and could not
locate any.
The bids for the mowers and snow blowers varied by $6,907.68. The low bid
amount is $51,428.76 and is from Scharber and Sons for a John Deere 1445.
After researching the proposed snow blowers on the John Deere 1445, staff
identified that they did not meet City specifications for continuous winter use.
Staff confirmed this with Scharber and Sons that the blowers were not intended
for continuous winter use and therefore recommends not purchasing the John
Deere mowers. The second lowest bid amount is $55,275.44 from MTI for a Toro
Groundsmaster 328D. Staff recommends the purchase of the Toro
Groundsmaster 328D and snow blower. The bids received are as follows:
Scharber and
Sons MTI Turfwerks
State Bid Yes Yes Yes
Make/model
2 John Deere
1445 Toro 328D Turfcat
Price $53,289.92 $62,901.82 $62,776.00
Trade In $5,000.00 $11,000.00 $8,000.00
Sub-Total $48,289.92 $51,901.82 $54,776.00
Tax $3,138.84 $3, 373.62 $3, 560.44
Total $51,428.76 $55 275.44 $58 336.44
The total cost for both mowers and blower attachments is $55,275.44.
$69,383.00 was allocated in the matrix for this purchase.
51 1995 Case 4210 Tractor (unit #5051
Currently the Public Works Maintenance Divisions utilizes two tractors on a year
round basis for athletic field and turf maintenance including: fertilizing, tilling,
seeding, aeration, top dressing, park renovation projects, boulevard and ditch
mowing, snow removal, ice rink maintenance, sledding hill grooming and a variety
of other maintenance tasks.
One of the existing tractors, a 1995 Case 4210 (unit #505) is 11 years old and
has accumulated 4,167 hours. This tractor has numerous repairs that are needed
at this time. Compounded with the immediate repairs needed, there could
potentially be costly engine and drive train issues with the tractor.
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The repairs needed are as follows:
1995 Case 4210 (unit #505)
Repairs Needed Parts/Labor
COSt
Re lace seat $728.89
Re lace head liner $693.33
Re lace left mirror $98.77
Re lace three oint hitch linka a arms $966.54
Re lace 4 tires $688.55
Parts Subtotal $3,176.08
Sales tax $206.45
Parts total $3,382.53
Labor on re airs 19 hours $40.00/hour $760.00
Grand total $4,142.53
Note: With the engine and drive train at its life expectancy, an additional potential
cost of $13,448.28 could occur.
The repairs needed on the 1995 Case 4210 tractor (unit #505) would cost
$4,142.53 with a potential $13,448.28 if the engine and drive train fails.
Considering the age, hours accumulated, and the current trade in value of this
machine, it should be traded.
Staff contacted three manufacturers, John Deere, Case IH (Farmall) and New
Holland. All three manufacturers offered their tractors on the State Purchasing
Program. Used tractors of this size could not be located.
The bids for the tractors varied by $3,462.15. The low bid amount is $28,035.81
and is from Scharber and Sons for a John Deere 5525. Staff recommends the
purchase of the John Deere 5525. The bids received are as follows:
Scharber and
Sons Trueman -
Welters Winter
Im lement
State Bid Yes Yes Yes
Make/model John Deere
5525 Farmall 75C New Holland
T4040
Price $38,324.70 $39,527.00 $40,981.22
Trade In $12,000.00 $12,500.00 $11,405.00
Sub-Total $26,324.70 $27,027.00 $29,575.55
Tax $1,711.11 $1,756.75 $1,922.41
Total $28,035.81 $28 783.75 $31,497.96
The total cost for the tractor is $28,035.81; $50,923 was allocated in the matrix
for this purchase.
61 1994 Stone Bituminous Roller (unit #474)
Currently the Public Works Maintenance Division utilizes a 1994 Stone roller for
compacting class #5 and bituminous on the streets through out the City.
The existing roller is 15 years old, in need of repairs, and is not sized to meet
current bituminous compaction specifications. The roller to be replaced has
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various repairs that are needed and are as follows:
Repairs Needed Parts/Labor
Cost
Front drum assembl $2,211.94
Rear drum assembl $1,938.00
Rear drives rocket assembl $299.24
Rear drive chain $80.35
Front drum mat $115.11
Rear drum mat $98.62
Parts subtotal $4, 743.26
Sales tax $308.31
Parts total $5, 051.57
Labor-10 hours $40.00/hour $400.00
Grand total $5 451.57
The repairs needed for the 1994 stone bituminous roller (unit #474) would cost
$4,451.57. Staff recommends the replacement of the existing roller.
Staff contacted three manufacturers, Bomag, Caterpillar and Stone. All three
manufacturers offered their rollers on the State Purchasing Program. Used
rollers with low hours of this size could not be located.
The bids for the roller varied by $12,277.32. The low bid amount if $23,381.01
and is from St. Joseph for a Stone WP4100. Staff recommends the purchase of
the Stone WP4100. The bids received are as follows:
St. Joseph
E ui ment Ziegler, Inc. Ruffridge
Johnson
State Bid Yes Yes Yes
Make/model Stone WP4100 Cat C614XW Boma BW-100
Price $22,954.00 $30,072.00 $34,882.00
Trade In $1,000.00 $2,500.00 $1,400.00
Sub-Total $21,954.00 $27,572.00 $33,482.00
Tax $1,427.01 $1,792.18 $2,176.33
Total $23,381.01 $29,364.18 $35,658.33
The total cost for the roller is $23,381.01; $37,132 was allocated in the matrix for
this purchase.
7) Liquid Anti-Ice Application Unit
City staff has seen great results from both the anti-icing and prewet programs
related to snow removal. Anti-icing allows faster return to black pavement;
reduction of products applied and provides traction for the loaders during snow
removal operations. The prewet program allows staff to speed up the melting
process of salt and keep the product in the center of the road. Additionally, the
prewet program aids in the reduction of sand/salt application and assists with
preventing the bond of snow to city streets prior to the snow removal process.
This entire program provides more effective and environmentally friendly snow
and ice control.
A grant from the Local Road Research Board was obtained by the City to help
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subsidize the purchase of the liquid anti-ice application unit. $4,000 will be
provided by the LRB as this equipment will be used as part of the Blind Lake
Research project.
Staff contacted two vendors for the anti-ice application tank and 3 lane applicator.
The low bid amount of $9,922.58 is from Veritech, which staff recommends
purchasing. The bids were received as follows:
Veritech As en
Price $8,565.80 $11,261.90
Tax $556.78 $732.02
Frei ht $800.00 $800.00
Total $9,922.58 $12,793.92
In addition to the anti-ice application and 3 lane applicator controls, road watch
equipment will need to be purchased in order to operate the anti-ice unit. The
control equipment will be purchased from Force America with a cost as follows:
Item Cost
Control E ui ment $6,517.80
Road Watch $744.44
Total $7,262.24
The total cost for the anti-ice application tank, three lane applicator, control
equipment and road watch is $17,184.82, $4,000 of which will be funded from the
Blind Lake Research Grant money. The total cost to the equipment matrix is
$13,184.82. The equipment matrix allocated $12,731 for this purchase.
ISSUES: Staff has completed the equipment analysis for each piece of equipment to be
replaced and covered in this report. The attached Needs Analysis analyzes each
piece of equipment in the following categories:
I. Refurbishing
II. Lease/Rental Options
III. Zero Value Operation
IV. Alternative Fuel Analysis
V. Equipment Utilization
VI. Equipment Partnership
VII. Used Equipment Options
Based on the analysis, staff is recommending purchase of 8 new pieces of
equipment, 6 of which are replacement equipment and two are additional
purchases to the fleet. Staff believes these recommendations will maximize the
value to residents and the best options for replacement of the needed equipment
have been provided in this report. Additionally, the proposed equipment
purchases will eliminate three gas powered vehicles and equipment from the City
fleet.
FINANCIAL The Equipment Matrix portion of the CIP allocated $312,860 for the purchase of
IMPACT: the equipment as outlined in this report. The total cost of the recommended
equipment is $259,119.89 which is $53,740.11 less than was budgeted.
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$255,119.89 will be drawn from the Equipment Matrix and $4,000 will be funded
from the Blind Lake Research Grant.
ALTERNATIVES: The alternatives are as follows:
1. Approve a resolution authorizing the purchase of the proposed equipment and
trade in the existing equipment as detailed in this report.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
RECOMMENDED
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MOTION: Alternative #1.
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4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION 09-XX
A RESOLUTION AUTHORIZING THE PURCHASE OF:
1. ONE F350 4X4 (CLUB CAB) WITH BOSS V PLOW AND
APPURTENANT EQUIPMENT
2. ONE F350 4X4 (4 DOOR) WITH SNOW PACKAGE ATTACHMENT
AND APPURTENANT EQUIPMENT
3. ONE F350 4X4 WITH UTILITY BOX, BOSS V PLOW AND
APPURTENANT EQUIPMENT
4. TWO TORO GROUNDSMASTER 328 MOWERS AND BLOWERS
5. ONE JOHN DEERE 5525 TRACTOR
6. ONE STONE WP4100 ROLLER
7. ONE LIQUID ANTI-ICE APPLICATION UNIT
Motion By: Second By:
WHEREAS, Each year th e City Council adopts an Equipment Replacement Fund and Matrix as
part of the Capital Improvement Program (CIP); and
WHEREAS, The 2009 Equipment Replacement Matrix contemplates the trade of
1. One 2000 Ford Windstar Van (Unit #494)
2. One 1997 Ford 3/ Ton Ex Cab Pick-up (Unity #453)
3. Two 1999 Toro Groundsmaster 325D Mowers and Brooms (Units #525,#526)
4. One 1995 Case 4210 Tractor (Unit #505)
5. One 1994 Stone Bituminous Roller (Unit #474)
WHEREAS, The 2009 Equipment Replacement Matrix identifies the following purchases:
1. $53,045 for a one ton chassis 4x4 truck with plow
2. $36,601 for a one ton chassis 4x4 truck
3. $53,045 for a one ton chassis 4x4 truck with plow
4. $69,383 for two mowers with snow blower attachments
5. $50,923 for a tractor
6. $37,132 for a bituminous roller
7. $12,731 for a liquid anti-ice application unit; and
WHEREAS, An analysis of each piece of equipment proposed for replacement was included in the
agenda report and verbally presented to the City Council; and
WHEREAS, Bids were received through the State Purchasing Program and from non-state bid
venders if available to ensure the lowest prices.
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www. cityofpriorlake. com
Phone 952.447.9800 /Fax 952.447.4245
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 trade in and purchase the following equipment:
a. One Ford F350 4x4 (club cab) with Boss plow and appurtenant equipment for a cost
not to exceed $42,362.79 from Wolf Motors and Aspen Equipment.
b. One Ford F350 4x4 (4 door) with snow plow attachment and appurtenant equipment
for a cost not to exceed $33,167.71 from Wolf Motors and Crysteel.
c. One Ford F350 4x4 with utility box, Boss V plow and appurtenant equipment for a cost
not to exceed $59,712.31 from Wolf Motors and Aspen Equipment.
d. Two (2) Toro Groundsmaster 328D Mowers with snow blower attachments for a cost
not to exceed $55,275.44 from MTI.
e. One John Deere 5525 Tractor for a cost not to exceed $28,035.81 from Scharber.
f. One Stone AP4100 Roller for a cost not to exceed $23,381.01 from St. Joseph Eq.
g. One Liquid Anti-Ice Application Unit, Controls and Road Watch equipment for a cost
not to exceed $17,184.82.
3. Funds are to be drawn from the Equipment Replacement Fund and Matrix Account #410-43100-
580 ($171,808.64), 410-45200-580 ($83,311.25) and 43100-580 ($4,000.00).
4. All pieces of equipment shall be purchased for a total price not to exceed $259,119.89
PASSED AND ADOPTED THIS 2nd DAY OF FEBRUARY 2009.
YES NO
Hau en Hau en
Erickson Erickson
Hedber Hedber
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
R:\Council\2009 Agenda Reports\02 02 09\fleet equipment purchase reso.doc
EQUIPMENT NEED ANALYSIS
L Refurbishing Anal~is:
The 1997 Ford 4 x 4 3/4 ton extended cab needs $8,013.80 in repairs to be retained and operational for its
intended use. The life expectancy on this vehicle is 10 years or 100,000 miles. Currently this truck has
accumulated 99,984 miles, to refurbish and extend the life expectancy is not cost effective.
IL Lease/Rental Options:
The City retains pick up trucks with gas engines for 10 years or 100,000 miles. If the City entered into a lease
option on trucks, it would result in a long term lease. Long term leases cost more than an right purchase.
III. Zero Value Operation:
This truck has met its life expectancy for its intended purpose. Repairs of $8,013.80 are needed to keep this
truck operational. At this time, the City will receive a trade in value of $3,350.00. To repair and refurbish this
vehicle to its intended functional use would lose $8,013.80 (repairs) and $3,350.00 (trade in value) for a total of
$11,363.80.
IV. Alternative Fuel Analysis:
The proposed Ford F350 is equipped with a diesel engine capable of operating on B-20 diesel fuel. The engine
is low emissions US EPA tier III compliant.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 453.doc Created on 1/12/2009 7:42:00 AM
Equipment: Ford 4 x 4 3/a Ton Extended Cab with Plow (Unit #453)
Year: 1997 Mileage/Hours: 99,984
V. Equipment Utilization:
The trucks are utilized by all Public Works Maintenance Divisions on a daily basis as outlined in this report.
Maintenance staff employees meet daily to assure that all trucks are scheduled to their maximum potential.
VI. Eauipment Partnership:
All City owned trucks are utilized on a daily basis by Public Works Maintenance Divisions employees.
Partnerships with other organizations with trucks are not a viable option.
VII. Used Equipment Options:
As outlined and discussed in the February 4, 2008, City Council report on equipment replacement and
acquisition strategies, purchasing used one and two ton trucks is not a cost effective option.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 453.doc Created on 1/12/2009 7:42:00 AM
EQUIPMENT NEED ANALYSIS
Equipment: Stone Bituminous Roller (Unit #474)
Year: 1994 Mileage/Hours: N/A
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I. Refurbishing Anal
The Stone Bituminous Roller needs $5,451.57 in repairs to be operational this coming paving season. The
roller is 15 years old and is not sized accordingly to meet current bituminous compaction specifications.
II. Lease/Rental Options:
The City retains its rollers for 15 years. As a result of the intended purpose of this piece of equipment utilized
for compacting bituminous and its functional capacity only during favorable weather conditions, renting
becomes difficult.
If the City were to exercise a lease option on this machine, it would result in entering into a long term lease.
Long term leases cost more than an out right purchase.
III. Zero Value Operation:
This machine has met its life expectancy. Additionally, this piece of equipment is not capable of meeting
current compaction specifications for bituminous.
IV. Alternative Fuel Analysis:
The proposed Stone WP4100 has a Kabota 24.8 HP diesel engine capable of operating on B-20 diesel fuel. The
engine is low emissions, US EPA tier III compliant.
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R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 474.doc Created on 1/12/2009 8:25:00 AM
V. Equipment Utilization:
This piece of equipment is only capable of one function. Additionally, when a second roller is needed during
bituminous operations, and is available, the Streets Division borrows one from the Shakopee Mdewakanton
Sioux Community.
VI. Equipment Partnership:
The utilization of this piece of equipment has peak demands and is weather dependant; therefore, scheduling the
roller with other organizations becomes challenging. Additionally, when a second roller is needed during
bituminous operations, and is available, the Streets Division borrows one from the Shakopee Mdewakanton
Sioux Community.
VII. Used Equipment Options:
Three vendors were contacted and City staff was unable to locate a low hour roller of this type to purchase.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 474.doc Created on 1/12/2009 8:25:00 AM
EQUIPMENT NEED ANALYSIS
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I. Refurbishin~Anal~sis:
The 2000 Ford Windstar Van needs $9,123.47 in repairs to retain and be operational. The life expectancy of the
van is 10 years or 100,000 miles. Currently this van has accumulated 111,707 miles; to extend the life
expectancy is not cost effective.
II. Lease/Rental Options:
The City retains its vans and trucks with gas engines for 10 years or 100,000 miles. This vehicle is used daily
on a year round basis to locate utilities.
If the City were to exercise a lease option on this vehicle, it would result in entering into a long term lease.
Long term leases cost more than out right purchases.
Renting this piece of equipment with its anticipated heavy utilization is not cost effective.
III. Zero Value Operation:
This vehicle has met its life expectancy for its intended use; costly repairs of $9,123.47 are needed.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 494.doc Created on 1/12/2009 7:28:00 AM
Equipment: Ford Windstar Van (Unit #494)
Year: 2000 Mileage/Hours: 111,707
IV. Alternative Fuel Anal
The proposed Ford F350 is equipped with a diesel engine capable of operating on B-20 diesel fuel. The engine
is a low emissions, US EPA tier III compliant.
V. Etc uipment Utilization:
This vehicle is utilized by the Public Works street and utilities divisions on a daily basis as outline in this report.
These divisions assure that all the vehicles are scheduled to their maximum potential. This van is being
replaced with a truck capable of plowing. This will allow for a higher utilization rate for this piece of
equipment as it is currently limited to only utility locate and meter repair operations.
VI. Equipment Partnership:
All City owned trucks are utilized on a daily basis by Public Works Maintenance Divisions employees.
Partnerships with other organizations with trucks are not a viable option.
VII. Used Equipment Options:
As outlined and discussed in the February 4, 2008, City Council report on equipment replacement and
acquisition strategies, purchasing used one and two ton trucks is not a cost effective option.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 494.doc Created on 1/12/2009 7:28:00 AM
EQUIPMENT NEED ANALYSIS
Equipment: Case 4210 Tractor (Unit #505)
Year: 1995 Mileage/Hours: 4,167
I. Refurbishing Analysis:
The Case 4210 tractor is in need of $4,142.53 of repairs to be retained and operational for its intended use. The
life expectancy of a tractor is 11 years or 4,000 hours. Currently this tractor has accumulated 4,167 hours. To
repair this tractor to its intended functional use would lose $4,142.53 in repairs and $12,000 in trade in value for
a total of $16,142.53.
II. Lease/Rental Options:
The City retains its tractors for 11 years or 4,000 hours. If the City entered into a lease option on tractors, it
would result in a long term lease. Long term leases cost more than an out right purchase.
III. Zero Value Operation:
Costly repairs of $4,142.53 are needed. Compounded with potential costly engine and drive train repairs
($13,400) and the current trade in value of $12,000, this tractor should be traded now.
IV. Alternative Fuel Analysis:
The proposed John Deere 5525 is equipped with a 76 HP diesel engine capable of operating on B-20 diesel fuel.
The engine is low emissions, US EPA tier III compliant.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit SOS.doc Created on 1/12/2009 8:11:00 AM
V. Equipment Utilization:
The tractors are utilized by all Public Works Divisions for tasks outlined in this report. As with all equipment,
maintenance staff employees meet daily to assure that the tractors are scheduled to their maximum potential.
VI. Equipment Partnership:
With the heavy utilization of the tractors needed by the City of Prior Lake Maintenance Divisions, and
occasional shortage of machines, partnerships with other organizations is not a viable option for this piece of
equipment.
VII. Used Equipment Options:
Three vendors were contacted and City staff was unable to locate a low hour used tractor of this type to
purchase.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit SOS.doc Created on 1/12/2009 8:11:00 AM
EQUIPMENT NEED ANALYSIS
Equipment: Groundsmaster 325D and Blower Attachment (Unit #525)
Year: 1999 Mileage/Hours: 3,381
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I. Refurbishing Anal
The 325D needs $4,178.55 in repairs to be operational this coming mowing season. In addition to those repairs,
the engine and drive train currently have 3,381 hours on them with a typical replacement due at 3,000 to 3,500
hours.
II. Lease/Rental Options:
The City retains small turf mowers for 8 years or 3,000 to 3,500 hours. This machine is utilized on a daily basis
during the spring, summer and fall. Additionally, this piece of equipment is operated during every snow event
during the winter.
If the City were to exercise a lease option on this machine, it would result in entering into a long term lease.
Long term leases cost more than out right purchases.
Renting his piece of equipment with its anticipated heavy utilization is not cost effective.
III. Zero ValueZero Value Operation:
This mower has met its life expectancy; costly repairs of $4,178.55 are needed. Compounded with the
immediate repairs needed ($4,178.55), the current trade in value ($5,500) and the potential for costly engine and
drive train repairs, this piece of equipment should be replaced now.
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R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 525.doc Created on 1/12/2009 7:56:00 AM
IV. Alternative Fuel Anal~_
The proposed Toro Groundsmaster 328 is equipped with a diesel engine capable of operating on B-20 diesel
fuel. The engine is a low emissions, US EPA tier III compliant.
V. Equipment Utilization:
This piece of equipment is manufactured to mow turf.
sidewalks and hockey rinks during the winter months.
utilized for.
It is also equipped with a blower for maintaining
There are no other functions that this machine can be
VI. Eauipment Partnership:
This mower will be utilized on a daily basis resulting in sharing of, and partnerships not being a viable option
for this piece of equipment.
VII. Used Equipment Options:
Three vendors were contacted and City staff was unable to locate a low hour used mower of this type to
purchase.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 525.doc Created on 1/12/2009 7:56:00 AM
EQUIPMENT NEED ANALYSIS
Equipment: Groundsmaster 325D and Blower Attachment (Unit #526)
Year: 1999 Mileage/Hours: 3,328
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L Refurbishing Anal
The 325D needs $3,281.71 in repairs to be operational this coming mowing season. In addition to those repairs,
the engine and drive train currently have 3,328 hours on them with a typical replacement due at 3,000 to 3,500
hours.
II. Lease/RentalORtions:
The City retains small turf mowers for 8 years or 3,000 to 3,500 hours. This machine is utilized on a daily basis
during the spring, summer and fall. Additionally, this piece of equipment is operated during every snow event
during the winter.
If the City were to exercise a lease option on this machine, it would result in entering into a long term lease.
Long term leases cost more than out right purchases.
Renting this piece of equipment with its anticipated heavy utilization is not cost effective.
III. Zero Value Operation:
This mower has met its life expectancy; costly repairs of $3,381.71 are needed. Compounded with the
immediate repairs needed ($3,381.71), the current trade in value ($5,500) and the potential for costly engine and
drive train repairs, this piece of equipment should be replaced now.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 526.doc Created on 1/12/2009 8:07:00 AM
IV. Alternative Fuel Anal
The proposed Toro Groundsmaster 328 is equipped with a diesel engine capable of operating on B-20 diesel
fuel. The engine is a low emissions, US EPA tier III compliant.
V. Equipment Utilization:
This piece of equipment is manufactured to mow turf.
sidewalk and hockey rinks during the winter months.
utilized for.
It is also equipped with a broom for maintaining
There are no other functions that this machine can be
VI. Equipment Partnership:
This mower will be utilized on a daily basis resulting in sharing of, and partnerships not being a viable option
for this piece of equipment.
VII. Used Equipment Options:
These vendors were contacted and City staff was unable to locate a low hour used mower of this type to
purchase.
R:\Council\2009 Agenda Reports\02 02 09\equipment needs analysis Unit 526.doc Created on 1/12/2009 8:07:00 AM