HomeMy WebLinkAbout8D2 - Purchase Fire Pickup
MEETING DATE:
AGENDA #
PREPARED BY:
REVIEWED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
APRIL 16, 2001
8D2
DOUG HARTMAN, 2ND ASSISTANCE FIRE CIDEF
BRUCE SAMES, FIRE CIDEF
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE
PURCHASE OF ONE 4 X 4 ONE TON EXTENDED CAB PICKUP WITH BOX
AND APPURTENANT EQUIPMENT UNDER THE STATE COOPERATIVE
PURCHASING PROGRAM
Historv: The City's Capital Improvement Program (C.I.P.) 2001-2005, which was
adopted by the City Council on June 19, 2000, itemizes equipment to be purchased.
This agenda item requests City Council approval to purchase one vehicle for the Fire
Department.
The Fire Department is seeking to purchase a 4x4 one-ton extended cab pickup with a
water pump and other miscellaneous equipment.
The one-ton extended cab pickup will replace a 1977 4x4 3/4-ton regular cab pickup
with similar equipment used to fight grass fires. This truck was identified as surplus
equipment by the Minnesota Department of Natural Resources and was purchased by
the City for $250 in 1994.
Current Circumstances: Yearly, as part of the c.I.P., the City adopts an Equipment
Replacement Fund and Matrix. The purpose of this Equipment Replacement Fund and
Matrix is to identify and budget for equipment and vehicles that need to be purchased.
All equipment identified in the matrix is subject to City Council approval.
Issues: We are recommending the replacement of Unit #9271, a 1977 Dodge % ton
4x4 pickup truck. Unit #9271 will be returned to the Department of Natural Resources
once the new grass rig is put into service.
This truck is twenty-four years old and has accrued 28,000 miles. It needs
approximately $6,900 of engine, body, steering and suspension work to bring it to a
relatively dependable condition. (See attached evaluation.)
The State Cooperative Purchasing Program has prepared specifications and solicited
bids for one-ton pickup trucks. Weare recommending the purchase of the lowest
priced vehicle bid.
one ton 4x4 ~5dj~c~d'ellngnn St. S.E., Prior Lake, Minnesota 55372 / Ph. (952) 440-9675 / Fax (952) 440-9678
AN EQUAL OPPORTUNITY EMPLOYER
.~ ,- i
i
T
i I
COST BENEFIT
ANAL YSIS:
CONCLUSIONS:
ALTERNATIVES:
RECOMMENDED
MOTION:
REVIEWED BY:
one ton 4x4 extended cab pickup
The bids are shown as follows for the one-ton 4 x 4 extended cab-pickup with options:
Vendor Eggebrecht C&M Ford,
Chevrolet, Hallock, MN
Duluth, MN
Manufacturer Chevrolet Ford
Model 3500 F-350
Base Price $24,070.00 $22,000.00
Options and Deliverv $ 2,895.00 $ 3,151.00
Subtotal $26,965.00 $25,151.00
Tax $ 1,752.73 $ 1,634.82
Total $28,717.73 $26,785.82
The appurtenant equipment cost estimate summary is shown as follows and will be
purchased by quotes:
Equipment Estimated Cost
Water pump skid unit $11,000.00
Radios, 2 portable, 1 mobile $ 4,800.00
Emen!ency lights/siren $ 3,900.00
Accessories, i.e., winch, brush 2uards, water packs, etc $ 3,650.00
Subtotal $23,350.00
Tax $ 1,517.75
Total $24,867.75
The estimated cost identified in the 2001 C.I.P. Equipment Matrix if $52,381.00.
Actual cost for truck and equipment will not exceed $51,653.57.
Staff has investigated the cost to repair this vehicle and still feels that the 24-year old
vehicle will not be an effective, dependable fire apparatus.
Due to the condition of Unit 9271, staff recommends replacing it with the low bid of
the Ford one-ton pickup from C&M Ford and to purchase the remaining equipment
from multiple vendors following the City's purchasing policies.
The alternatives are as follows:
1. Approve Resolution OI-XX authorizing the return of the 1977 Dodge pickup to the
Minnesota Department of Natural Resources, the purchase of the Ford one-ton
pickup from C&M Ford, and the purchase of the appurtenant equipment from
multiple vendors, for a total not to exceed $51,653.57.
2. Table this item for a specific reason.
3. Deny this agenda item for a specific reason.
Staff recommends alternative number one.
B
~llVNESOi-~
SOLUTION APPROVING THE PURCHASE OF ONE VEHICLE UNDER THE
STATE COOPERATIVE PURCHASING PROGRAM
'-/3
RESOLUTION 01-~
MOTION BY:
~G
SECOND BY:
J~
WHEREAS,
The City Council Improvement Plan and Equipment Matrix for 2001 provides for
the acquisition of one vehicle for the City of Prior Lake Fire Department; and
WHEREAS,
Bids have been solicited and received through the State Cooperative Purchasing
Program for this vehicle.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOT A, that the following are hereby adopted:
1. Staff is directed to place an order through the State Cooperative Purchasing Program for the
purchase of one 2001 Ford F-350 four wheel drive extended cab pickup from C&M Ford for the
Prior Lake Fire Department in a total amount not to exceed $26,785.82
2. Staff is directed to purchase the appurtenant equipment from multiple vendors in a total amount
not to exceed $24,867.75.
3. Staff is directed to return the 1977 Dodge %-ton (Unit 9271) pickup to the Department of Natural
Resources upon receipt of the Ford F-350 from C&M Ford.
Passed this 16th day of April 2001.
YES
NO
Mader \ Mader
Ericson \ Ericson
Gundlach \ Gundlach
Petersen \ Petersen
Zieska \ Zieska
{ Seal }
City Manager
City of Prior Lake
onei~d1fJ(8~TM~gRi~~~S.E., Prior Lake, Minnesota 55372 / Ph. (952) 440-9675 / Fax (952) 440-9678
AN EQUAL OPPORTUNITY EMPLOYER
III
1
r r
LIFE CYCLE COST
Unit No. 9271
Date: 0/01/01
For Year Ending:
Lifetime as of 03/15/01
1.
VehicJe Description:
1997 Dodge %-ton 4x4
2. Attachments: Water pump and emergency equipment
3.
Original Purchase Price:
(inc!. all attachments)
$ 250.00
4.
Resale Price:
$ 0
5.
Scheduled Life Expectancy:
10 Years
6. Usage Costs:
a) Shop Hours: 120
b) Shop Labor Costs: $ 750.00
($25/Hr.)
c) Parts/Materials: $ 750.00
d) Farmed Out Costs: $ 0
e) Insurance: $ 2,940.00 ($420.00/per year)
f) Fuel Costs: $ 5,250.00
g) Downtime Replacement Rental: N/A
h) Total Usage Costs: $9,690.00
(b+c+d+e+f+g)
7. Total Mileage or Hours: 28,000 miles
8. Depreciation (3 - 4): $250.00
9. Total Life Cost (6h+8): $9,940.00
10. Life Cycle Average Cost (9/7): 0.36 per mile
11. Life Cycle Average Cost
for Vehicle Class: *
12. Downtime in Hours This Year: *
13. Downtime - Life of Machine: *
14. Average Downtime By Class:
*Unknown
15. Estimated Future Maintenance
Expenditures (Attachments):
*
$6,900.00
16. Comments:
one ton 4x4 extended cab pickup
MEMORANDUM
DATE:
April 5, 2001
TO:
BRUCE SAMES
FIRE CHIEF
FROM:
JON DONOVAN
FLEET MAINTENANCE COORDINATOR
SUBJECT:
STATUS ON VEHICLE #9271
1977 DODGE 0/. TON 4X4
5.9 L GAS
27,900 MILES
VIN # W24BE75180239
Body: Lower corners of doors and fenders rusting through, right side fender dented and marker light $3,500.00
broken, cab supports rusting through, mirrors rusting out, windows sticking and hard to roll down, needs
new windshield.
Engine & driveline: Front and rear engine seals leak, valve covers leak, needs new carburetor and major $1,500.00
tune up. Differential input seal leaks, brakes weak - vehicle has history of poor brake perfonnance.
Steering and suspension: Steering loose and wanders, front springs sprung and bushings worn out, bad $800.00
vibration when driving over 10mph.
Replace tires, recore radiator, master cylinder leaks - replace, replace all brake lines - rusty. $1,100.00
TOTAL $6,900.00
one ton 4x4 extended cab pickup
III
I
r T