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Home My WebLink About9E - Lift Truck Purchase MEETING DATE: AGENDA # PREPARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT APRIL 1, 2002 9E AL FRIEDGES, PARKS SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL A RESOLUTION AUTHORIZING THE REPLACEMENT OF A 1984 ONE TON CHEVROLET AEREAL LIFT TRUCK AND THE PURCHASE OF A 2002 FORD F.SSO AERIAL LIFT TRUCK Historv The purpose of this agenda item is to authorize the replacement of one currently owned 1984 aerial lift truck with the purchase of one 2002 aerial lift truck. The replacement of this unit consists of three separate acquisitions: (1) truck chassis; (2) utility box; and (3) aerial lift. Items (1) and (2) have been bid by the State of Minnesota as part of their cooperative purchasing program. Acquisitions under the State purchasing program are consistent with State statutes governing purchasing and the City's purchasing policy. The third item (aerial lift) is propsed to be purchased through solicitation of at least three quotes in accordance with the City's purchasing policy. Yearly, as part of the Capital Improvement Program (C.l.P.), the City Council adopts an Equipment Replacement Fund and Matrix. The purpose of the Equipment Fund and Matrix is to identify and budget for equipment and vehicles that need replacement due to age or wear, or for additional equipment which needs to be purchased due to growth. All equipment identified in the Matrix is subject to Council approval. The Matrix identifies $73,500 (tax not included) in 2002 as the replacement cost for an eighteen-year-old 1984 Chevrolet aerial lift truck. Current Circumstances The aerial lift truck is relied on heavily by the Public Works Department for the following: Parks and boulevard tree trimming Traffic signal maintenance Parking lot and boulevard light repairs Exterior building maintenance Installation of safety netting on athletic fields Backstop repairs Installation of seasonal and holiday decorations This piece of equipment is also equipped with a utility box for tool storage for utilization on building repairs and maintenance projects. Issues Our currently owned 1984 Chevrolet aerial lift truck has outlasted its usefulness. It is 18 years old and has accumulated 93,415 miles. Additionally, when this vehicle has been used for tree trimming and maintenance operations, thousands of unmetered hours have accumulated on the engine and aerial lift unit. The maximum reach on our 1984 aerial lift is 30 feet. This is not long enough for many of our current applications, i.e. trimming tall mature trees, parking lot and boulevard light repairs. The proposed replacement vehicle, a 2002 F-550, will be equipped with a 42 foot (working height) C:\'f~W~~W~€!.F~~~4Krle5t\'f.li~J{Ji,f~esBfa 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER insulated boom (in case of electrical contact). and down riggers for operator safety. The chassis (truck) and the utility box proposed to be equipped on this vehicle will be purchased through the State of Minnesota Cooperative Purchasing Organization; the aerial lift (bucket) is not identified on the State Bid. Since the aerial lift is not available under State cooperative contract, we received three quotes in accordance with our purchasing policy. Quotes for the aerial lift apparatus were received from A.B.M. Truck Utilities and Aspen Equipment. Conclusion There is $73,500 identified for the purchase of this equipment in the Equipment Matrix that was identified in the C.l.P. The funding source is identified as the Revolving Equipment Fund. The truck chassis will be purchased through Nelson Ford from Fergus Falls, MN. Nelson Ford holds the State Contract for the F-550 series trucks and is not interested in taking our currently owned 1984 aerial lift truck on trade. This vehicle will need to be sold outright or go to public auction for disposal. The utility box will be purchased through A.B.M. under state contract for $14,718.30. The aerial lift will be purchased from A.B.M. who had the lowest quote at $34,708.35. The total cost for the 2002 F-550 Ford truck including the utility box and aerial lift is $78,519.26. FISCAL IMPACT: New E ui ment 2002 Ford F-550 New o Tree trimming, light repairs, exterior building maintenance, netting installation, traffic signal maintenance Pro'ect and buildin re airs 18 $78,519.26. $73,500 N/A o 18 Cost Benefit Analvsis The City Council has set some guidelines for purchasing equipment. The criteria and how this purchase addresses each criterion is shown below. C:\WINDOWS\Ternporary Internet Files\OLK200\aetiallift trucks.DOC ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: Use Minimum Requirement Soecifications, Not Listed Wants This piece of equipment is being purchased for a variety of functions. The specifications are minimal requirements for this machine to perform its intended function. Use Functional Requirements Not Individual Manufacturers Soecifications The specifications for the chassis (truck) and utility box were prepared by the State Purchasing Department's employees based upon their experience with equipment and the need expressed by Public Agencies purchasing from the bid. The boom or aerial lift was not a State Bid item. Quotes for the boom were received from the following companies: Vendor A.B.M. Truck Utilities ASDen EauiDment Unit Price $32,590.00 $32,833.00 $33,894.00 Tax $2,118.35 $2,134,15 $2,203.11 Total Cost $34,708.35 $34,967.15 $36,097.11 Time For City Council To Act If the Council desires additional information, this item could be deferred. If possible, staff would like to take delivery as soon as possible. The alternatives are as follows: 1. Approve Resolution 02-XX authorizing: A. The purchase of one 2002 F-550 Ford truck through State cooperative purchasing. B. The purchase of one utility box through cooperative purchasing. C. The purchase of a 42-foot aerial lift based upon solicitation of three quotes from A.B.M. in an amount not to exceed $34,708.35. D. Dispose of the 1984 aerial lift truck outright or at a public auction. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. Staff recommends alternative number 1. Bu C:IWINDOWSITemporary Internet FileslOLK200laeriallifl trucks. DOC RESOLUTION 04' A RESOLUTION APPROVING THE PURCHASE OF ONE 2002 F.SSO TRUCK EQUIPPED WITH AN AERIAL LIFT AND UTILITY BOX MOTION BY: ~ SECOND BY: JP WHEREAS, The City Capital Improvement Program and Equipment Matrix for 2002 provides for the acquisition on one aerial lift truck; and WHEREAS, This acquisition includes the purchase of (1) a cab and chassis truck; (2) utility box; and (3) aerial lift; and WHEREAS, acquisition of the cab and chassis truck and utility box can be accomplished through the state cooperative purchasing program as follows. WHEREAS, Bids have been solicited and received through the State Cooperative Purchasing Program for a truck chassis with n~otiated p-ricing as follows: [Vendor.~~~_==~==~~=__L NelsoB'-Ft:l_~__1 i Make/Model I Ford F-550 i I-"___'__"__'~_~"_'_'''''__''_;'''__'__'H'''__''__'__'_''__../ i Unit Price i $27,317.00 i [I~~-=~=--:".:=~~=:'.~:-=.:"[:=~~=~~!.i$~~L! lJ:Q!9!Y.~!tf2~t__.___j..__....._.~?~!-91~~1J and WHEREAS, Bids have been solicited and received through the State Cooperative Purchasing Program for a utility box ~ith ne.gQ!L~~.~~1!!g_~~.J9_1I~~~~_____ I Vendor A.B.M. I !.-..---.-----.---....--.---.. .----1 i Make/Model .B.M. i r.u-nit .p/ice--'--"--.- ,185:00 I i----..---..-.--------..-.....---..-.- l_Q~t Ri.g~__.____ 1,100.00 i I Inverter & Outlets ; ,.! [gQi9_d9m_atch_~~~~~=_~=I~=..-_~::~656~O(n i..I<?!~..LlJ..~J!..fg?1__..._........_...._.._1___J1.~&~.Q: 0 i_..I'.l_~.___.__._..__._....___...._._..._._l---.-~~~.~~~.Q_.. LT9J~L~.QttfQ~!..._..._____.__L_.__~J..~J...1..8.,,}0 and WHEREAS, Three quotes were solicited as follows by the staff for the acquisition of the aerial lift because this equipment is not available through state cooperative purchasing: Vendor A.8.M. Truck Utilities ! Aspen Equipment I Unit Price i $32,590.00 i $32,833.00 ! $33,894.00 I :-..................-...-.....-.--...----.-.--""'!.................-.....-..---..-.-.~-.-.-.---!.----...........-.-..-....-................-......-..--.-...,..--.-.....-.---.--..-..--.-...--.-.--.1 i Tax i $2,118.35 I $2,134,15! $2,203.11 i .---.-----..---...-.--.---...--.--.-.-.---.--...---..................-.....-..-..-.--..--.....-...--...-.-...-...............-.......--.---.--.-----....---.--..........____.__._.___.1 i Total Cost i $34,708.35 ! $34,967.15 I $36,097.11 i .......-..........--...--..----.---.---....-..--....-..--.-.......---.-....------.....---..--....-.......-......_.._.._......-..-.....--.--..-.1.-._._..__.._____..___.._._____.______Hi 162~O~~~~lreW~00' !:g~~~tp7H~~~?\M1flWfs5ffi.k5!3992-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER and WHEREAS, The total price for the chassis, utility box and aerial lift is $78,519.26. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that the following are hereby adopted: 1. The recitals set forth above are incorporated herein. 2. Staff is directed to place an order through the State Cooperative Purchasing Program for the purchase of one 2002 F550 truck chassis in a total amount not to exceed $29,092.61. 3. Staff is directed to place an order through the State Cooperative Purchasing Program for the purchase of one utility box in a total amount not to exceed $14,718.30. 4. Staff is directed to place an order with A.B.M. for an aerial lift in an amount not to exceed $34,708.35. 5. Staff is directed to dispose of a 1984 Chevrolet aerial lift truck in accordance with state statute and city code. 6. The total to be drawn from the Equipment Fund for the purchase of this vehicles and related equipment is $78,518.65 (tax included). Passed this 1st day of April 2002. Hauaen Hauaen Vacant Vacant Gundlach Gundlach Petersen Petersen Zieska Zieska YES NO { Seal } Frank Boyles, City Manager C:\WINDOWS\Temporary Internet Files\OLK200\aeriallift trucks.DOC