Loading...
HomeMy WebLinkAbout10A - Street Sweeper Purchase . A PREPARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT JANUARY 21, 2003 lOA CRAIG ELDRED, STREETS AND UTILITIES SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF A REPLACEMENT STREET SWEEPER THROUGH THE STATE COOPERATIVE PURCHASING PROGRAM. History The purpose of this agenda item is to authorize the purchase of a new street sweeper under the Minnesota Cooperative Purchasing Program. Current Circumstances The Public Works Maintenance Department currently owns and uses one sweeper for all of the City's needs. Due to the size of the community, contracted assistance outside of the City's forces is necessary for spring clean-up of sand and winter debris. Currently, only minimal summer sweeping operations are completed, but operations should be increased to assist in improving lake water quality by increasing the frequency of sweeping lawn clippings and construction debris. Sweepers are also utilized before and after chip and seal operations. Fall operation of leaf cleaning is dependent on responding in a timely matter to keep leaves from entering catch basins and then entering the lake. Increased operations have increased the hours of usage of the current sweeper by 85 hours. Yearly, as part of the Capital Improvements Program, the City adopts an equipment replacement fund and matrix. The purpose of this equipment replacement fund is to identify and budget for equipment and vehicles that need replacement due to age and wear, or to provide for new equipment that needs to be purchased. All equipment identified in the matrix is subject to Council approval. The CIP equipment matrix identifies $127,308.00 for the purchase of a street sweeper. City staff requested two quotes under the State Cooperative Purchasing Program for the new street sweeper, shown on the following table (prices do not include sales tax): Vendor Tennant-Centurion MacQueen-Pelican SE New Sweeper $175,201.42 $116,133.00 Trade-in Value None $13,500.00 Total Cost $175,201.42 $102,633.00 Issues Staff recommends purchasing the 2003 Pelican SE Dual. This model has two gutter brooms. This would improve the safety of the traffic and the operator by allowing the sweeper to always follow the traffic flow. The existing sweeper only has one gutter broom, which causes the operator to go opposite the traffic when sweeping the medians, such as those on Carriage Hills Parkway, Fish Point Road, and Wilds Parkway. 1lll6Gil:OO Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER FISCAL IMP ACT: ALTERNATIVES: RECOMMENDED MOTION: 1116/2003 The equipment matrix identifies the existing 1991 Pelican to be replaced. This purchase was pushed back one year since we spent a significant number of mechanic hours reconditioning the existing sweeper during the winter of 2001- 2002. Public Works feels it is necessary to keep the present sweeper due to the continued growth of the community and the ability to sweep in a more timely manner. The trade-in proposed for the old sweeper does justify its disposal. The current sweeper cannot keep up with the increasing miles of streets to be swept and a more demanding sweeping schedule to protect from sand, leaves, and grass clippings entering the lake through storm water drainage, structures, and pipes. In the Natural Resources category of the City's 2020 Strategic Plan, it states "to preserve and maintain surface water quality". The addition of a new sweeper would give the City better resources to accomplish that goal. Also, the City could respond to the City's growth and limit the need for outside contracting. We will continue to contract to assist with the spring cleanup since it is very time sensitive and we need to sweep the entire City quickly. We would only use the "old" sweeper during the spring clean-up and in the fall when we try to time the leaf drop. Staff feels the existing sweeper retains more value to the City by helping speed up the cleaning of streets within the City, than it does to trade it in. The care and maintenance which has been given to the existing machine and the low trade-in amount allowed by the vendor, warrants the City to keep the 1991 Pelican and add the new 2003 Pelican to keep up with growth and scheduled maintenance. Although these machines are twelve years apart in age, their operation is similar, and the maintenance would be the same. In addition to the purchase of the sweeper, schooling on the maintenance and operation of the new sweeper are included in the purchase price. Budf!et Impact The CIP equipment matrix identifies $127,308.00 for the purchase of a new street sweeper. The total cost (including sales tax) of a new 2003 Pelican SE Dual sweeper is $123,682.00. The vendor, MacQueen, offers a trade-in value of $13,500.00 for the City's existing sweeper. Due to the extensive maintenance done, City staff feels it has extended the life of the sweeper and is more valuable to the City than the trade-in value indicates. Also, as mentioned above, by adding an additional sweeper, the operating expenses would be lowered due to lower rental costs. Staff recommends the City purchase the 2003 Pelican SE Dual sweeper and retaining the existing sweeper. The alternatives are as follows: 1. Approve Resolution 03-xx authorizing the purchase of a street sweeper for Public Works. 2. Table this item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. Staffrecommends alternative number 1. Frank Boyles, City Manager /5 RESOLUTION 03~ RESOLUTION AUTHORIZING THE PURCHASE OF ONE STREET SWEEPER FOR PUBLIC WORKS MAINTENANCE THROUGH THE STATE COOPERATIVE PURCHASING PROGRAM MOTION BY:JjJS SECOND BY: 0P> WHEREAS, The Capital Improvement Program equipment inventory for 2003 identifies $127,308.00 for a new street sweeper; and WHEREAS, The City is purchasing this equipment based on quotes obtained through the State Cooperative Bidding Program; and WHEREAS, The following table shows the quotes the City received for the street sweeper (sales tax not included): Vendor Tennant-Centurion MacQueen-Pelican SE New Sweeper $175,201.42 $116,133.00 Trade-in Value None $13,500.00 Total Cost $175,201.42 $102,633.00 WHEREAS, By purchasing an additional sweeper, the City could respond in a more timely manner to the City's growth limiting the need for outside contracting; and WHEREAS, The proposed new sweeper will improve traffic safety during sweeping operations. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOT A, that: 1. The recitals set forth above are incorporated herein. 2. The City Council authorizes the expenditures from the Capital Equipment Fund for the street sweeper in an amount not to exceed $116,133.00 plus $7,549.00 in sales tax for a total cost of$123,682.00. Passed this 215t day of January 2003. Hau en Petersen Zieska LeMair Blomber NO Hau en Petersen Zieska LeMair Blomber { Seal } Frank Boyles, City Manager Maintenance Center l/lt71lID3 Adelmann 51. 5.E., Prior Lake, Minnesota 55372 / Ph. (952) 440-9675 / Fax (952) 440-9678 AN EQUAL OPPORTUNITY EMPLOYER 'T--.