HomeMy WebLinkAbout5F - Purchase of One Addco Vehicle Mounted Message Board
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
DECEMBER 7,2009
5F
CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR
CONSIDER APPROVAL OF A RESOLUTION ACCEPTING GRANT FUNDING OF
$1,700.00 FROM THE MINNESOTA DEPARTMENT OF LABOR & INDUSTRY FOR
THE PURCHASE OF ONE ADDCO VEHICLE MOUNTED MESSAGE BOARD and
AUTHORIZING THE PURCHASE THEREOF
Introduction
The purpose of this agenda item is to authorize the Mayor and City Manager to
accept grant funding of $1,700.00 from the Minnesota Department of Labor &
Industry for an ADDCO vehicle mounted message board and authorize its purchase
from Highway Technologies.
Historv
In 2003, with a partial grant from the Minnesota Department of Labor and Industry,
the City acquired a trailer mounted message board. This message board is heavily
utilized by all City departments, community organizations and is loaned to
neighboring communities when not in use by the Public Works Department.
Current Circumstances
With the exception of the past several years, the City has experienced rapid growth
and development. With this growth comes heightened safety concerns due to coun-
ty road expansions, increased traffic counts, and the location of utility accesses in
county road right of ways. These safety issues and concerns were reviewed with
and discussed by the Public Works Safety Committee which proposed budgeting for
the purchase of a vehicle mounted message board. A vehicle mounted message
board would allow for expediting and moving placement for Utility, Fire and Police
Department emergencies and assist with traffic control. In most instances, the mes-
sage board vehicle would be on the street daily excluding weekends and would be
available for quick response to all Departments as deemed necessary.
The Public Works Safety Committee researched and proposed $10,000.00 for the
purchase of the vehicle mounted message board as part of the Public Works
Equipment Revolving Inventory, which is approved as part of the Capital Improve-
ment Program for purchase in 2009, with intentions of a potential funding from a
safety grant.
The safety grant was applied for with the assistance of the City's safety training pro-
vider from Minnesota Municipal Utilities Association, Jane Kansier, Building and
Transportation Service Director and the Public Works Safety Committee.
The original request was for a fifty-percent match, or $4,836.50 of the cost associ-
ated with the purchase of the message board. Due to funding limitations, the City
was awarded only $1,700.00.
R:\Council\2009 Agenda Reports\ 12 07 09\accept grant for me~~" board. aoendadoc
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Phone 952.447.9800 / Fax 952.447.4245
Conclusion
Staff obtained two quotes for the vehicle mounted message board and applied the
lowest cost alternative as part of the Safety Grant application process. The chart
below shows the two vendor quotes for the message board, their cost in relationship
to the grant funding reduction, and an estimated $300.00 cost for installation and
mounting by City Staff.
I
I Cost
I Grant funding
I Cost of unit
I Wiring/mounting
I Total cost
Highway Technologies
$9,672.19
($1,700.00)
$7,927.19
$300.00
$8,272.19
Lite Systems, Inc. I
$11,956.26 I
($1,700.00) I
$10,256.26 I
$300.00
$10,556.26
ISSUES:
The beginning date of the message board grant agreement is dated November 10,
2009, and the end date is March 10, 2010. The state contract for these types of
purchases expires shortly after the first of the year. Therefore, to meet the grant
and state purchasing contract deadlines staff recommends the purchase of this
much needed safety/emergency response equipment
FINANCIAL
IMPACT:
Funds for the purchase and installation of the vehicle mounted message board will
be drawn from the revolving equipment fund, and the fund will be reimbursed
$1,700.00 from the Minnesota Department of Labor & Industry Safety grant alloca-
tion upon fulfilling the safety grant contract.
ALTERNATIVES:
1. Authorize the Mayor and City Manager to accept grant funding of $1,700.00 from
the Minnesota Department of Labor & Industry and authorize staff to purchase,
and install, one ADDCO vehicle mounted message board from Highway Tech-
nologies for a cost not to exceed $9.972.19.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
RECOMMENDED
MOTION:
Alternative # 1.
R\Council\2009 Agenda Reports\12 07 09\accept grant for message board agenda.doc
/~~ PR~
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l E-. ~ 4646 Dakota Street S.E.
\~ : Prior Lake, MN 55372-1714
. ~lNNESO'\:~ RESOLUTION 09-xx
A RESOLUTION ACCEPTING GRANT FUNDING OF $1,700.00 FROM THE MINNESOTA
DEPARTMENT OF LABOR & INDUSTRY AND PURCHASE OF ONE ADDCO VEHICLE MOUNTED
MESSAGE BOARD
Motion By:
Second By:
WHEREAS,
The City of Prior Lake is committed to employee safety; and
WHEREAS,
The Public Works Safety Committee has shown a need for a vehicle mounted
message board; and
WHEREAS,
City Council has approved $10,000 as part of the 2009 Capital Equipment
Revolving Fund for the purchase of a vehicle mounted message board; and
WHEREAS,
The Minnesota Department of Labor & Industry has allocated a refunding safety
grant of $1,700.00 towards the purchase of one vehicle mounted message board;
and
WHEREAS,
Highway Technologies (ADDCO), provides the lowest cost alternative for the
purchase of a vehicle mounted message board at a cost of $9.672.19;
I
I Cost
I Grant funding
I Cost of unit
Wiring/mounting
Total cost
Highway Technologies
$9,672.19
($1,700.00)
$7,927.19
$300.00
$8,272.19
Lite Systems, Inc. I
$11,956.26 I
($1,700.00) I
$10,256.26 I
$300.00 I
$10,556.26 I
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. The Mayor and City Manager are authorized to accept grant funding of $1,700.00 from the
Minnesota Department of Labor & Industry.
3. City staff is authorized to purchase one ADDCO vehicle mounted message board from Highway
Technologies at a cost not to exceed $9,672.19.
4. Staff is authorized to expend up to $300.00 for the installation and mounting of the vehicle mounted
message board.
5. Funding for this purchase and installation shall come from the Capital Equipment Revolving Fund
(410-43100-580).
6. The grant funds of $1,700.00 will be deposited in the Capital Equipment Revolving Fund (410-
43100-580) upon completion of the grant contract.
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Phone 952.447.9800 / Fax 952.447.4245
PASSED AND ADOPTED THIS yth DAY OF DECEMBER 2009.
I Haugen
I Hedberg
I Erickson
I leMair
I Millar
YES
HauQen
HedberQ
Erickson
leMair
Millar
Frank Boyles, City Manager
R:\Council\2009 Agenda Reports\12 07 09\accept grant for message board reso.doc
NO