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CITY COUNCIL AGENDA REPORT
December 16, 2002
10D 1-. ~
Frank Boyles, City Manager f-i::tJ
AGENDA ITEM: CONSIDER APPROVAL OF ACQUISITION OF A REPLACEMENT VEHICLE
FOR THE FIRE CHIEF.
DISCUSSION: History: As the Council is aware, our practice has been to provide a City vehicle
to the Fire Chief and the two Assistant Chiefs so that they may report directly to
fires. This practice allows them to assess the fire or cancel the response as
appropriate. To date, the vehicles have been "hand-me-down" police vehicles.
The adopted Capital Improvement Program proposes to replace the three
vehicles over the next three years with four wheel drive vehicles.
ISSUES:
Current Circumstances: This memorandum proposes to replace the Fire Chiefs
existing vehicle in accordance with the 2003 Capital Improvement Program. The
Chief is presently using a 1996 Chevrolet Caprice with approximately 110,000
miles. This vehicle is out of service due to extensive transmission problems,
exhaust manifold leakage and numerous other repairs. The Kelly Blue Book used
car index indicates the trade-in value of this vehicle is no more than $2120. A
private sale might raise as much as $4085, but he mechanical problems the
vehicle has would need to be corrected.
Bids were solicited for two different kinds of 4x4 vehicles: (1) a Ford F150 pick-up
truck with topper and slide-in bed liner, and (2) a Ford Expedition. Quotes were
requested from two vendors as follows:
New Prague Ford Wolf Motors
2003 Ford Expedition 4x4 $25,390 $26,440
2003 Ford F150 $26,285 $27,342.60
Since his existing vehicle has been disabled, the Fire Chief has been using a 4x4
pickup grass rig to respond to fires in the last few months to become more familiar
with its advantages and disadvantages. His observations are as follows:
1. Although the pickup is an extended cab, the passenger carrying capacity is
limited to two persons with equipment. This fact curtails usage of the vehicle
to convey more than two persons to meetings, training, conferences and
other such destinations. The Expedition, on the other hand, carries four
passengers with equipment.
2. The Fire Chief carries his own turn-out gear in the vehicle, together with
other basic firefighting equipment. In the case of the pickup truck, this
equipment would be kept in a non-heated storage area accessible from the
back of the vehicle. This is not an ideal arrangement.
16200 Eagle Creek Ave. S.E.. Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
1:\COUNCIL\AGNRPTS\2002\FIRE CHIEF 4X.4.r{)00AL OPPORTUNITY EMPLOYER
The Fire Chief believes that in addition to being the lowest cost equipment at
$25,390, the 2003 Ford Expedition 4x4 is the proper vehicle from an application
perspective. This' purchase would not be from the State bid since no contractis in
force at the present time. We have been advised by the vendors that they have
extended the discounts typically reserved for the State contract.
Regardless of the vehicle purchased, graphics and visibar costs must be added.
We estimate the total cost of this purchase to be as follows:
Vehicle $25,390
Visibar $ 4,500
Graphics $ 300
TOTAL $30,190
FISCAL IMPACT: The equipment matrix contains $26,583 ear-marked for this purchase.
Accordingly, an additional $3607 would need to be allocated from the Equipment
Replacement Fund to complete this acquisition.
ALTERNATIVES:
(1) Motion and Second to adopt the attached Resolution authorizing acquisition
of one 2003 Ford Expedition, visibar and vehicle qraphics in an amount not
to exceed $30,190 from New Prague Ford with costs to be authorized from
the Equipment Fund.
(2) Take no action and direct the staff accordingly.
RECOMMENDED
MOTION:
Alternative (1).
1:\COUNCIL\AGNRPTS\2002\FIRE CHIEF 4X4.DOC
RESOLUTION 02-XX
A RESOLUTION AUTHORIZING THE ACQUISITION
OF A REPLACEMENT VEHICLE FOR THE FIRE CHIEF.
Second By:
WHEREAS, the City Council has established a policy of providing City vehicles to the Fire Chief and
Assistant Chiefs; and
WHEREAS, the Fire Chief is presently using a 1996 Chevrolet Caprice with 110,000 miles which is not
operable unless significant repairs are made to the transmission, manifold and other
significant operating parts, the value of which is believed to exceed the estimated re-sale
value of the vehicle ($4085); and
WHEREAS, the 2003-2007 Capital Improvement Program contemplates replacement of the Chiefs
vehicle in 2003 and sets aside $26,583 for this purchase; and
WHEREAS, the Fire Chief has solicted quotes both for 4x4 Y2 -ton trucks and 4x4 Ford Expeditions as
follows
New Prague Ford Wolf Motors
2003 Ford Expedition 4x4 $25,390 $26,440
2003 Ford F150 Pickup wi $26,285 $27,342.60
topper & bed liner
; and
WHEREAS, the Fire Chief believes that the 2003 Ford Expedition at $25,390 is the lowest responsible
quote and the most appropriate vehicle from an application perspective.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that:
1. The recitals set forth above are incorporated herein.
2. The quote of New Prague Ford in the amount of $25,390 for the purchase of a 2003 Ford Expedition
is declared to be the lowest responsible quotation and the City manager is authorized to complete
this acquisition.
3. An amount not to exceed $30,190 is allocated from the equipment fund to make this purchase,
which includes visibar and graphics.
PASSED AND ADOPTED THIS 16th DAY OF DECEMBER, 2002.
Haugen Haugen
Vacant Vacant
LeMair LeMair
Petersen Petersen
Zieska Zieska
YES
NO
City Manager, City of Prior Lake
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER