HomeMy WebLinkAbout5K - Equipment Replacement Program for 2010-2014 CIP
MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
DECEMBER 21, 2009
5K
JERIL YN ERICKSON, FINANCE DIRECTOR
STEVE ALBRECHT, PUBLIC WORKS DIRECTOR
CONSIDER APPROVAL OF A RESOLUTION AMENDING THE
EQUIPMENT REPLACEMENT PROGRAM IN THE 2010-2014 CAPITAL
IMPROVEMENT PROGRAM (CIP)
Introduction
The purpose of this agenda is for the City Council to approve the amended
Equipment Program for the 2010-2014 Capital Improvement Program
(CIP).
Historv
On July 20,2009 the City Council approved the 2010-2014 Capital
Improvement Program including the Equipment Replacement Program
which identifies the City's vehicle and equipment needs and establishes a
replacement schedule. The Program approved in July was actually
developed in March/April of 2009.
Current Circumstances
As part of budget preparation staff looked at ways to extend equipment life
and reduce fleet costs. Staff did not include these findings and
recommendations in the final CIP adopted in July, but believe they should
be adopted to allow for changes as soon as 2010. Staff is recommending
the following changes to the matrix:
A) Refurbishina Funds: Staff felt that the addition of refurbishing funds
would allow for the extension of vehicle replacement lives. For
example, in 2010 the City would utilize those funds to refurbish unit
456 (1-ton Utility Truck) which recently had its engine replaced and
unit 467 (5-ton Dump truck) that isn't scheduled for replacement
until 2015. In this example staff believes the refurbishing of these
vehicles will allow the City to extend the life of unit 456 by about 5-
years and will allow the City to reach a 15-year life on unit 467. The
total replacement cost of these vehicles is $325,000 and therefore
maximizing their life with a $10,000 expenditure in 2010 will benefit
the tax-payers.
B) Salt Sander Truck Retrofits: In December of 2008 the City Council
approved the upgrade of one of the existing City trucks with an
enhanced capability salt sander. This upgrade has proven to be
beneficial in minimizing salt use which is beneficial both
www.cityofpriorlake.com
Phonei:952.A47.9800j Fax 952.447.4245
environmentally and fiscally to the City. Salt prices continue to
increase and in order to maintain a zero budget approach staff
needs to explore new ways to maximize value. The majority of the
City's truck fleet is equipped with salting sanders which when set at
their lowest setting spread 2.5 times more salt than is needed. By
retrofitting the existing vehicles with new sanders to minimize salt
use the typical City truck can save about $2,700 per year. Staff is
recommending that the upgrade of existing sanders be accelerated.
The retrofitting could save the City as much as $10,800 per year in
salt costs along with a substantial reduction in the impacts of salt on
the environment. Over the 15 year life of each sander the savings
could be as much as $40,500 per vehicle. This savings is
necessary to mitigate budget pressures related to bulk salt costs
which have increased from $35/ton in 2007 to $57/ton this winter.
C) General Matrix Modifications: Staff also identified vehicles and
equipment that could either be eliminated or have its replacement
date extended based on conditions. The table below reflects the
impacts of those changes over the CIP period.
Year
Approved
CIP
Expenditure
$ 566,856
348,238
321,708
335,830
520,298
$2,092,930
2010
2011
2012
2013
2014
Total
Proposed
CIP
Expenditure
$ 266,227
690,004
310,522
175,349
492,829
$1,934,931 .
Change
($ 300,629)
341,766
( 11,186)
( 160,481)
( 27,469)
( 157,999)
Over the five year CIP the proposed extensions and equipment
reductions amount to a savings or deferment of $157,999.
The long-term program has also been updated to include
replacement of vehicles purchased in 2009 and the fire vehicles
identified to be replaced by referendum in 2018 and 2021. The net
effect of this addition is an increase of $1,490,898 from 2010 to
2021. When the proposed referendum funding of $1,550,000 is
included the actual change in program expenditures is a reduction
of $59,102 over the program period.
In order for the Staff to bring proposed purchases forward in January with
cost savings measures to be considered for City Council approval the CIP
should be updated now. Refurbishing the identified trucks this winter and
installing salting equipment prior to the end of winter will allow the City to
maximize the potential savings identified above.
ISSUES:
Approval of the revised Equipment Replacement Program allows Staff to
bring items to the City Council for consideration in a more efficient manner.
FISCAL IMPACT:
The Equipment Replacement Program is a planning document only and
does not obligate the City to expend any funds. Separate City Council
approval is required prior to the purchase of equipment as identified in the
program. The proposed changes do result in a savings over the CIP period
of 2010-2014. The net financial impact to the 2010-2021 program is a
reduction of $59,102 when referendum funding for replacement fire trucks
is included in the funding sources.
ALTERNATIVES:
The following alternatives are available to the City Council:
1. Approve the Amended 2010-2014 CIP Equipment Replacement
Program as submitted.
2. Provide direction to the staff to modify the proposed program.
RECOMMENDED
MOTION:
Alternative #1.
ReVie1j
Frank BOYUY .
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4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION 09-xx
A RESOLUTION AMENDING THE EQUIPMENT REPLACEMENT PROGRAM FOR THE 2010-2014
CAPITAL IMPROVEMENT PROGRAM
Motion By:
Second By:
WHEREAS The purpose of the Capital Improvement Program(CIP) is to protect the infrastructure
of the City of Prior Lake by establishing a replacement plan for existing infrastructure
and by identifying those improvements necessary to accommodate the growth of the
community; and
WHEREAS, On July 20, 2009 the City Council approved the Equipment Replacement Program as
part of the 2010-2014 CIP; and
WHEREAS, Staff is recommending changes to the Equipment Replacement Program that will allow
for refurbishing and updating of equipment in 2010 to extend the life of vehicles and
reduce operating costs; and
WHEREAS, The revised Equipment Program eliminates and defers future equipment for a savings
of $157,999 from 2010-2014 and $59,102 over the 2014-2021 program when fire truck
referendum funding is included; and
WHEREAS, Prior to any equipment purchases identified in the CIP Equipment Replacement
Program City Council approval is required.
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 2010-2014 Capital Improvement Program Equipment Replacement Program is hereby
amended.
PASSED AND ADOPTED THIS 21st DAY OF DECEMBER 2009.
YES
NO
Haugen I
Erickson I
Hedberg I
I LeMair I
I Millar I
Haugen
Erickson
I Hedberg
LeMair
Millar
Frank Boyles, City Manager
R:\Council\2009 Agenda Reports\12 21 09\CIP ResolutiO~:SIt9ofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
CITY OF PRIOR LAKE
2010 - 2021 EQUIPMENT REPLACEMENT PROGRAM
REVISED 12.21.2009
2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Totals
Use of Funds:
Fire Dept Total 65,000 90,000 49,047 31,302 0 0 39,272 80,443 1,000,000 40,082 0 550,000 1,945,146
Public Works Dept Total 201,227 600.004 ?61,476 144,047 492,829 566,721 516,103 750,980 678,930 165,132 652,051 197.998 5.227,498
Total Use of Funds 266,227 690,004 310,522 175,349 492,829 566,721 555,375 831 ,423 1,678,930 205,214 652,051 747,998 7,172,645
Source of Funds:
Interest Earnings (2%) 18,738 20,788 14,804 16,490 21,312 20,082 17,749 15,797 8,684 4,679 10,469 7.637 177.229
Annual Equipment Levy 260,000 270,000 280,000 290,000 300,000 310,000 320,000 330,000 340,000 350,000 360,000 370,000 3,780,000
Enterprise Fund Contribution 90,000 100,000 100,000 110,000 110,000 120,000 120,000 130,000 130,000 140,000 140,000 140,000 1,430,000
Bond Proceeds - Referendum 0 0 0 0 0 0 0 0 1,000.000 0 0 550,000 1.550,000
Total Source of Funds 368,738 390,788 394,804 416,490 431,312 450,082 457,749 475,797 1,478,684 494,679 510,469 1,067,637 6,937,229
Change in Fund Balance 102,511 (299,215) 84,282 241,140 (61,517) (116,639) (97,626) (355,627) (200,246) 289,465 (141,582) 319,639 (235,416)
Beginning Fund Balance 936,900 1,039,411 740,195 824,477 1,065,617 1,004,101 887,461 789,835 434,209 233,962 523,428 381,845
Ending Fund Balance 1,039,411 740,195 824,477 1,065,617 1,004,101 887,461 789,835 434,209 233,962 523,428 381,845 701,484
Page 1 of7
12/1512009
Department Equipment Matrix
Revised 12.21.2009
$800,000 -
2010
2011
2012 2013 2014 2015 2016 2017 2018
I . Fire Dept Total . Public Works Dept Total ]
2019
2020
2021
$1,800,000
$1,600,000 -
$1,400,000 -
$1,200,000 -
$1,000,000 -
$600,000 -
$400,000 -
$200,000 -
$0 -
Page 2 of 7
12/1512009
FIRE DEPARTMENT REVISED 12.21.2009
2010 . 2021 EQUIPMENT INVENTORY
Life Current
Equipment Description Equip # YEAR SERIAL # COST Expt. Value 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021
Zodiak Rescue Boat 9290 1991 XDC2453F $ 16,000 15 $ 36,700 $ $ 90,000 $ $ $ $ $ $ $ $ $ $
"'Peterbilt Pumper 9220 1993 1 XPBHA8X1 PD332698 244,000 25 320,000 550,000
"'Peterbilt Rescue 9215 1993 1 XPBH78XXPD332699 218,000 25 300,000 450,000
"'Peterbilt Pumper 9221 1996 1XPGHA8X7TN412503 204,085 25 320,000 550,000
Scotty Trailer-Smoke House N/A 1997 1SSTT1PT2V11SS246 24,780 20 30,900 41,527
Ford F-350 Crew Cab 9270 2000 1FTSVV31S3YEE27499 41,076 12 42,308 49,047
Polaris 500 6x6/ATV 9275 2000 4XALL50A2YD418369 8,000 15 25,000 25,000
Peterbilt Tanker 9260 2001 2NPNHZ8XX1 M498712 145,000 25 156,817
Ford F-350 9271 2001 1 FTSX31 S71 ED79752 25,452 12 26,215 31,302
Ford Expedition 9200 2003 1 FMPU16L83LB71121 25,390 12 26,151 40,000
Ford F-150 Super Cab 9201 2004 1 FTPVV14544KD62092 29,223 12 30,099 39,272
Ford F-350 Super Cab 9202 2005 1 FTPVV14595KE56227 28,957 12 28,957 38,916
Peterbuilt Pumper 9222 2007 2NPLHZ8X37M682390 319,890 25 319,890
Ford F-350 Super Cab 9272 2007 1FTVVX31Y28EB35023 23,074 12 28,113 40,082
E-One 100' Aerial 9280 2007 925.500 25 925,500
Peterbilt Heavy Rescue 9216 2009 2NPRHN8XXAM794324 424,366 25 424,366
NEW EQUIPMENT:
Rescue Truck (Station #2)
Totals $65,000 $ 90,000 $ 49,047 $ 31,302 $ L $ 39,272 $ 80,443 $ 1,000,000 $ 40,082 $ $ 550,000
- Referendum Total 2010 . 2021 $ 1.945,146
9220 = $550,000 (2018)
9215 = $450,000 (2018)
9221 = $550,000 (2021)
Page 30f7
PUBLIC WORKS DEPARTMENT REVISED 12.21.2009
2010 - 2021 EQUIPMENT INVENTORY
2009 Life Current
Equipment Description Equip # YEAR SERIAL # Mileage/Hrs Expt. Value 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021
DUMP TRUCKS Miles
Sterling Dump (P,W,S) L8511 466 2000 2FZHDJBB5YAB04744 62,432 15 200,000 245,975
Sterling Dump (P,W,S) L8511 467 2000 2FZHDJBB7YAB04745 59,767 15 200,000 253,354
Sterling Dump (P,W,S) L8511 468 2001 2F~VVAKX1AF83306 52,594 15 200,000 268,783
Sterling Dump (P,W,S) L8511 469 2001 2F~WAK11AF83307 50,301 15 200,000 260,955
Sterling Dump (P,W,S) L8511 518 2002 2F~WAK92AK06805 55,304 15 200,000 268,783
International Dump (P,VV,S)(tandem) 465 2003 IHTVV~T14J083646 50,391 15 207,400 304,574
Sterling Dump (PW.S)(tandem) 519 2008 2FZHAZDE49AAE8498 2,500 15 207,400
PICK UPSNAN
Chev. C1500 (1/2T) 540 1996 1 GCEC14M7TE246454 73,760 10 25,000 28,982 36,713
F350 Ford 4x4 (1T) w/Plow 457 1999 1 FTSF31F6XED33327 81,241 10 34,500 41 , 195
F350 Ford 4x4 (1T) Utility 756 1999 1 FDWF37F9XED33326 98,883 10 79,000 86,325 116,014
F350 Ford 4x4 (1T)w/plow 543 1999 1 FTSF31 FXXEC10484 85,312 10 34,500 42,431
F350 Ford 4x4 (1T)w/plow 544 1999 1 FTSF31 F3XEC26476 108,500 10 34,500 39,995
F350 Ford 4x4 (1T)w/dump 545 1999 1 FDWF37F4XEE98166 65,716 10 59,000 72,563
F350 Ford 4x4 (1T)w/dump/plow 546 1999 1 FOWF37F9XEE98163 69,051 10 59,000 70,449
F350 Ford 4x4 (1T) Utility 750 2000 1 FOWF37S5YEE27427 88,216 10 76,700 86,327 116,016
3500 Dodge 4x4 w/dump/plow 547 2001 BB6MF36W81M575169 57,356 10 59,000 68,397
F350 Ford 4x4 w/plow 451 2001 1FTSF31S51ED79753 74,896 10 37,700 42,432 57,025
F-550 Bucket truck 54S 2002 1 FDAF56F22ED28193" 23,062 20 91,200
F-350 Ford (1T) w/plow 548 2003 tFTSF31 F&3EA38823 64,265 10 34,500 49,189
Chev 4x4 1/2 T 758 2004 1GCEK19T94Z315464 49,562 10 25,000 31,669
F-550 w/plow 452 2005 1FDAF57975ED-26435 28,765 12 59,000 79,291
Ford Ranger 508 2005 1 FTZR45E55-PA97395 36,304 10 18,500 23,435
Chev 4x4 1/2 T 541 2006 1GCEK19Z16Z265893 22,236 10 25,000 34,606
F550 Ford 4x4 w/plow 459 200S 1FOAF57R18eEt8372 4,200 12 55,200 81,063
F3504x4 (club cab)w/plow 453 2009 1 FTVVVV31R69EA63787 6,734 12 42,400
F350 4x4 (4 door) 494 2009 1FTVVX31R39EA63789 6,586 12 33,200
F350 4x4 utility w/plow 762 2009 1FTVVF31R89EA63788 4,390 10 59,800 85,261
UTILITY EQUIPMENT
Serco Extend-A-Jet 770 1990 EMSP-6-91101 377 20 35,000 38,245
Ford L8000 Tanker 521 1991 1 FDYK82A3MVA35699 44,002 15 144,400 188,409
Jet-Vac 784 2002 2FZHATAK62AK46319 43,362 20 260,000
Portable 10" pump ONR 27977-078 30 21,300
Valve Exerciser 763 2007 21984 20 56,775
JLG Electric Lift 551 2007 200152825 20 15,000
EMERGENCY POWER
Cat 080-6 Towable 742 2007 D4B00613 40 15 39,000
Cat 80KW Towable 747 2006 D4P00357 138 15 39,000
Cat 200KW Towable (Booster Station) 777 1996 085Z13104 125 20 94,000
Cat 80KW Towable 776 1996 2021765 3,683 15 39,000 43,895
Cat 75KW Estate 778 2002 NPF01467 183 30 94,000
Cat 40KW Lime 749 2004 E4724B1/001 36 30 27,000
Cat 40KW Franklin Trl 748 2004 F5283A 1/001 65 30 27,000
Cat 300KW (Wells 8 & 9) 746 2006 KPS01979 0 30 72,400
Cat 100KW Main!. Ctr 745 2006 N4E00311 16 30 36,000
Water Treatment Facility 744 2009 SXC02940 0 30 325,000
Onan 100EN FS #1 9292 1996 G940549015 304 30 35,000
FS #2 Cat Gen 9212 2008 N6000424 5 30 35,000
PO Gen 9911 21J07 46385148 605 60 35;000
City Hall Gen 9913 2008 N3C00696 50 30 28,000
Page 50f7
PUBLIC WORKS DEPARTMENT REVISED 12.21.2009
2010 - 2021 EQUIPMENT INVENTORY
2009 Life Current
Equipment Description Equip # YEAR SERIAL # Mileage/Hrs Expt. Value 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021
TRAILERS
Homemade Trailer 530 1986 DPSMN960962 12 7,219 9,993
Homemade Trailer 480 1988 12 7,300
Towmaster Trailer 479 1999 4KNUT2020XL 161258 12 6,581 7,407
JAA 22' Trailer 533 2000 00082264ROB 12 7,300 8,463
Towmaster Tandem Trailer 482 2004 4KNFZ19244L 163143 12 7,900 10,308
Featherlite Trailer 761 2006 4U01ST9256A028847 12 5,980 8,278
Haulin Trailer 554 2006 5NHVHA0156W045768 12 4,000 5,537
Towmaster Trailer 531 2008 4KNUC18218L 162564 12 7,000 10,280
Towmaster Trailer 532 2007 4KN UC18288L 162562 12 7,000 10,280
LOADERStSKID STEERS
JCB Tractor Backhoe 785 1995 SLPZ14TCSE0436049 3,804 13 115,000 129,434
Melroe Bobcat S 185 w/broom 781 2004 525015713 2,089 6 55,000 63,760 76,133
Melroe Bobcat S250 w/blower 501 2006 530912105 1,850 6 55,000 60,100 73,915
Case Loader 721 E 488 2007 N7F200557 438 14 127,403
Cat Loader 938G 789 2001 00938GJGW502904 3,525 14 156,000 186,272
Cat 257B 502 2008 CA T0257BVSCK07556 452 6 35,315 43,433 51,861
STREETStSIDEWALKS
Tymco Sweeper 471 2007 1 HTMPAFN07H433838 8,398 15 158,500
Elgin Sweeper 472 2003 S9112D 2,794 14 147,000 197,556
Holder Sidewalk Plow 506 1998 52400263 2,136 10 77,800 107,693
40" Bituminous Mill 664 2000 23-1611255 12 25,000 28,982
Erskine Front Blower 665 2002 207600168 10 9,400 10,897 13,012
Directional Safety Sign 664 2003 1A9A5465522228069 20 28,800
Pavement router 454 2003 3112109081 192 20 25,800
Crack Seal Equip 473 2003 03-110-119 243 20 7,000
Stone AP41 00 Roller 474 2009 72009191 15 23,400
Message Board for Utility Truck 20 10,000
ANTI-ICING EQUIPMENT
Brine Production 2004 SB600 6 9,800 10,709
Critical Spot Sprayer 492 2004 15 6,320 9,011
Single Axle Slide-In 493 2007 15 12,000
Storage Tanks 2007 10 22,000 29,566
Slide-in Sander 455 2003 13839 10 6,200 7,403
Slide-in Sander 490 2006 123148 10 4,750 6,198
Liquid Anti-Ice Unit 495 2009 10 17,200 24,523
TURF CARE
J R Turf Truckster Striper 535 1998 98002740 1,151 20 18,000 24,916
Cushman Field Groom w/atch 537 2003 LM21013 1,280 10 18,900 23,245
Cushman Truckster 538 2005 2300977 1,203 10 18,000 22,802
Kubota 539 2007 KRTV11 0071 011 057 385 10 20,000 26,878
Toro 580D 504 2001 210000239 4,210 10 77,200 86,889
72" 328D Toro Diesel w/blower 523 2003 230000114 1,880 8 32,500 36,579 46,337
Case CX100 Tractor 507 2000 C100AS4JJE1014819 2,810 11 48,000 54,024
Seed-A-Vator 665 2000 4 8 10,600 13,831
Airvator Aerator AE80 665 1998 445 10 9,700 10,917
Goosen Rake-N-Vac 665 1992 RVT#I-12000 15 17,500 21,523
Sovema Tiller 665 1993 15 7,200 7,868
Millcreek Top Dresser 665 1995 21934 10 7,100 8,732
Ditch Mower 665 2006 RBF-1295 15 16,500 24,958
Toro 5700D Sprayer 536 2004 24000016 990 10 25,500 35,298
Jacobson HR 9016 5632008 705291855 4Z9 10 6&;400 94,682
Jacobson Turf Cat 524 2008 628-DT 370 8 27,900 36,403
Toro 325D 525 2009 290000139 0 8 27,900 37,495
Toro 325D 526 2009 280000303 0 8 27,900 37,495
John Deere 5525 Tractor 505 2009 L V5525H456371 0 11 28,100 41,266
Page 6 of 7
PUBLIC WORKS DEPARTMENT REVISED 12.21.2009
2010 - 2021 EQUIPMENT INVENTORY
2009 Life Current
Equipment Description Equip # YEAR SERIAL # Mileage/Hrs Expt. Value 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021
TREE CARE
Vermeer 1250A Chipper 510 1999 1 VRN 1416XW1 007408 1,525 15 28,400 34,928
Rayco Stump Grinder 550 2007 1 R91209127M210026 19 15 17,000
Tree Spade 509 2008 NOVAK 20 39,700
Aerovator Seeder 512 2008 29
BUILDING DEPARTMENT
Ford Crown Victoria2 205 2005 2FAHP71W95X166042 66,462 15 12,000
Ford Focus 398 2009 1 FAHP34N09W259206 3,116 10 15,000
ENGINEERING DEPARTMENT
Suburban 1 399 1999 1 GNFK16R6XJ351846 43,479 15 38,000 25,000
Ford Crown Victoria2 405 2005 2FAHP71W75X166041 92,875 10 12,000
REFURBISHING 10,000 10,000
FUTURE ADDITIONS
Used 1/2 Ton Pick Up (Parks) 10 20,000
5 Ton Application Upgrades 48,080
Totals
$ 201,227 $ 600,004 $ 261,476 $ !,44,047 $ 492,829 $ 566,721 $ 516,103 .$ 750,980 $ 678,930 $ 165,132 $
652,051 $ 197,998
1 Will be replaced with a 1/2 ton pickup
2 Will be replaced with used economy car
Total 2010 - 2021 $ 5,227,498
Page 70f7