HomeMy WebLinkAbout9D - Purchase of Trailer
MEETING DATE:
AGENDA #
PREPARED BY:
APPROVED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
April 17 , 2000
9D
AL FRIEDGES, PARK SUPERVISOR 32-
PAUL HOKENESS, PARKS & RECREATION DIREgOR
CONSIDER APPROVAL OF RESOLUTION OO;)CX AUTHORIZING
THE OF PURCHASE ONE (1) 22 FOOT (10,000 G.V.W.) TRAILER
Historv
The purpose of this agenda item is to consider authorizing the purchase of one
(1) 22 foot (10,000 G.V.W.) trailer for transporting equipment.
Yearly as a part of the Capital Improvement Program the City Council adopts
an equipment replacement fund and matrix. The purpose of the equipment
replacement fund and matrix is to identify and budget for equipment and
vehicles which need replacement due to age and wear, or for additional
equipment which needs to be purchased. All equipment identified in the matrix
is subject to Council approval regardless of price.
Current Circumstances
The Parks Maintenance Department relies heavily on four (4) trailers year
around for hauling bobcats, mowers, blowers, brooms, benches, tables,
bleachers, lumber, etc.
The Issues
This trailer would replace a 1984 homemade trailer to be traded in. The
structural integrity of this trailer has deteriorated to the point where it can no
longer be utilized for hauling equipment. We feel it is necessary to replace this
with a trailer which has been manufactured and certified to meet the current
DOT standards. (The homemade trailer does not).
Conclusion
The city purchasing policy requires that for purchases between $5,000 and
$15,000 written quotations are required from at least two sources. Typically,
the city manager would have authority to make this purchase, but since it is part
of the equipment matrix and not part of the city budget, City Council approval
is sought.
Written quotes were received from Wahl's Equipment, Scharber & Son's, and
Lano Equipment. Scharber & Son's quote was through the State of Minnesota
Cooperative Purchasing Agreement. All trailers are comparable and
manufactured by two different firms. Wahl's equipment was the only dealer
that offered a trade-in.
AGTRAIL.DOC I
16200 Eagle Creek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EtvlPLOYER
The quotes were very close with a difference of $395.00 from high to low.
Only Wahl's Equipment provided a trade-in for the used trailer.
Including tax and trade-in, the low quote amount is $5,852.18 from Wahl's
Equipment. We have purchased from Wahl's Equipment in the past, and our
experience has been excellent with this vendor.
FISCAL IMPACT:
There is $6,037 identified for the purchase of one (I) trailer in the Parks &
Recreation Department Equipment Matrix which was identified in the Capital
Improvement Program.
Cost Recoverv Summarv
1. I Equipment Description: I 1984 Homemade Trailer I JAA 22 ft. Trailer
2. I Equipment Condition: I Poor 1 New
3. I Equipment Hrs./Miles I N/A I N/A
4. I Primary Use I Hauling Equipment I Hauling Equipment
5. I Useful Life/Depreciation Term: 112 Years 112 Years
6. I Equipment Age: I 1 6 Years I New
7. I Acquisition Date: /1984 12000
8. I Acquisition Cost: I $5,000.00 I $5,595.00
9. I Matrix Budget Amount: I N/A 1 $6,037.00 plus tax
10. I Depreciation: I $4,900.00 1N/A
11. I Present/Trade-in Value: r $100 I N/A
12. / Projected Equipment Retention Schedule: I N/A 112 Years
13. I Net Cost After Trade-in: I N/A I $5,495.00
14. I Total Cost Including Tax: I N/A I $5,852.18
Existing EquiQment
Replacement Equipment
Citv Council Purchasinl! Criteria
At the February workshop the City Council discussed purchasing for the year
2000. Some guidelines were discussed and the purchasing policy was
reviewed. The criteria the Council discussed and how this purchase addresses
each criteria is shown below:
AGTRAILDOC
2
ALTERNATIVES:
RECOMMENDED
MOTION:
REVIEWED BY:
AGTRAILDOC
T.'-'
Use Minimum Requirement Specification Not Listed Wants
This trailer is used year round for hauling skid-loaders, mowers, brooms,
blowers and miscellaneous materials. The weight of equipment transported
along with D.O.T. specifications dictates the size of trailer needed.
Use Functional Requirements Not An Individual Manufacturers Specifications
Quotes were sought for comparable trailers manufactured by two different
firms.
Receive Where Possible Three Real Bids
Bids were received from (3) three bidders with a difference of $395.00 from
high to low. The bid from Scharber & Son's was through the State of
Minnesota Cooperative Purchasing Agreement.
Time For The Citv Council To Act
If the City Council desires additional information, they can call AI Friedges,
Parks Maintenance Supervisor at 440-9675, or this item could be deferred until
further data can be provided.
Utilize Some Form Of Financial Analysis To Support The Purchase
The trailer being replaced is a 1984 homemade trailer. The structural integrity
of this trailer is deteriorated and can no longer be utilized for transporting
equipment.
Driving the mowers, skid-loaders, etc. to various parks and job sites would
result in 2 to 3 hours per machine on road time daily. This also creates a
dangerous situation, driving slow moving equipment down busy roads and
highways.
The alternatives are as follows:
1. Approve Resolution OO-xx authorizing the trade-in of our currently owned
1984 homemade trailer for $100.00 and purchase one (1) JAA 22 foot
trailer for the cost of $5,852.18 (tax included).
2, Table this item.
3. Deny this item.
3
T
RESOLUTION oo~ J Z-
'\~
o
ION APPROVING THE PURCHASE OF ONE (1) 22 FOOT (10,000 G.V.W.) JAA
TRAILER
MOTION BY:
SECOND BY:
WHEREAS,
the 2000 Equipment Replacement Fund & Matrix identifies the purchase of one (1)
replacement trailer; and
WHEREAS,
the trailer being replaced is a 1984 homemade trailer; and
\VHEREAS,
pursuant to state law and city purchasing policy written quotes were received from:
Vendor Wahl's Equipment Scharber & Son's Lana Equipment, Inc.
Make & Model JAA Trailer Felling FTIOEW Felling FTIOE
Length 22 feet 22 feet 22 feet
Price $5,595.00 $5,870.55 $5,990.00
Trade-in $100.00 $0.00 $0.00
Sub- Total $5,495.00 $5,870.55 $5,990.00
Tax $357.18 $381.59 $389.35
Total $5,852.18 $6,252.14 $6,379.35
WHEREAS,
the lowest responsible quote is submitted by Wahl Equipment in the total amount of
$5,852.18.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA, to approve the purchase of one (1) 22 foot (10,000 G.V.W.) JAA Trailer from Wahl
Equipment and further that the trade in of the 1984 homemade trailer is hereby authorized.
Passed and adopted this 17th day of April, 2000.
YES
NO
Mader Mader
Ericson Ericson
Gundlach Gundlach
Petersen Petersen
Schenck Schenck
{ Seal }
City Manager
City of Prior Lake
1~~9J;.'l~treek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
- AN EQUAL OPPORTUNITY EMPLOYER
.
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