HomeMy WebLinkAbout9C - Snow Plow Purchase
CITY COUNCIL AGENDA REPORT
MEETING DATE:
AGENDA #:
PREPARED BY:
REVIEWED BY:
AGENDA ITEM:
AUGUST 7 2000
9C
BUD OSMUNDSON, DIRECTOR OF PUBLIC WORKS -1
FRANK BOYLES, CITY MANAGER (g 1
CONSIDER APPROVAL OF A RESOLUTION OO-~ APPROVING THE
PURCHASE OF ACCESSORY SNOW PLOW TRUCK EQUIPMENT FOR
SINGLE AXLE DUMP TRUCKS THROUGH THE STATE
COOPERATIVE PURCHASING PROGRAM
DISCUSSION:
HISTORY
On April 17, 2000, the City Council authorized the purchase of two Sterling, five
ton, single axle cab and chassis trucks through the State Cooperative Purchasing
Program which replaced two older dump trucks. At that time we advised the
council that staff would return at a later date to request authorization to acquire the
boxes, plows, wings, sanders, and hydraulic systems for the trucks. This item is to
request authorization to purchase the accessory equipment that is installed on the
cab and chassis.
CURRENT CIRCUMSTANCES
The Public Works Maintenance Department utilizes five ton trucks year around in
the street, utility and park maintenance areas. The duties include snow plowing on
the city streets; sand and salt spreading; hauling and spreading of crushed rock,
black dirt, ball diamond ag lime, gravel and bituminous materials; hauling of
street sweepings; hauling of unsuitable soil from utility breaks in streets and the
replacement of these soils with sand; the hauling of street repair debris such as
concrete and bituminous; and the hauling of tree and storm debris, plus a variety
of other maintenance tasks.
Yearly, as 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. The matrix identified $92,400 in 1999 and $97,020 in 2000
($189,420 total) for the acquisition of two replacement five ton trucks including
the boxes, plows, wings, sanders, and hydraulic equipment needed for each.
U:IENGINEERIEQUIP.DOC
17073 Adelmann St. S.E., Prior Lake, Minnesota 55372 / Ph. (612) 440-9675 / Fax (612) 440-9678
AN EQUAL OPPORTUNITY EMPLOYER
ISSUES:
In accordance with council approval, the two Sterling cab and chassis were
ordered and we expect delivery by this fall or early 2001.
This agenda item is for the authorization to order the appurtenant equipment so
that the cab and chassis are usable. The equipment to be ordered include the
dump box, plow, wing, sander, and hydraulic system to operate this equipment.
The Public Works Department is recommending that we also include the
acquisition and installation of "under body" plows to these trucks. This will
enable the Public Works Department to scrape ice and snow pack from streets in
certain conditions. The under body plows can also be used for minor blading such
as shouldering. They cannot be used for blading of gravel roads however. The
total state bid for this equipment is $96,604 including the under body plows.
FISCAL IMPACT:
The equipment matrix provides a total of $189,420 for the acquisition of both
trucks including all accessory equipment. The actual cost will be:
Cab & Chassis
Equipment
Sales Tax & License
Total
$85,570
$96,604
$11,790
$193,964
The total amount exceeds the equipment matrix allocation by $4,544 (2.4% over).
This additional amount will be drawn from the Equipment Replacement Fund.
The State bid includes the vast majority of vendors who can supply the snow
plows and boxes for these trucks. A comparison bid from a non-state cooperative
purchasing process vendor is impracticl:lI and almost infeasible. The comparison
of the hundreds of specifications for the plows, wings, sanders and hydraulic
components for this equipment is done through the State bid process and relieves
City staff of spending countless hours of time in analyzing the specifications.
Therefore, staff does not have a comparison bid for this equipment and does not
feel it applicable in this situation.
ALTERNATIVES:
The alternatives are as follows:
1. Approve Resolution OO-XX approving the purchase of accessory snow plow
truck equipment for single axle dump trucks through the state cooperative
purchasing program for a total cost of $1 02,832.
2. Table this item for a specific reason.
3. Deny this item for a specific reason.
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RECOMMENDED
MOTION:
Alternative No.1.
REVIEWED BY:
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'"T-" ~"',--"". ~..._,--....
RESOLUTION OO-XX
A RESOLUTION APPROVING THE PURCHASE OF ACCESSORY SNOW PLOW TRUCK
EQUIPMENT FOR SINGLE AXLE DUMP TRUCKS THROUGH THE STATE COOPERATIVE
PURCHASING PROGRAM
MOTION BY:
SECOND BY:
WHEREAS,
the 1999 and 2000 Equipment Replacement Fund and matrix identifies the purchase of
two replacement five ton, single axle dump trucks;
the City Council approved a resolution approving the purchase of two Sterling, five
ton, single axle cab and chassis on April 17, 2000;
the snow plow equipment will be purchased through the State. of Minnesota
Cooperative Purchase Agreement which has prepared specifications and received bids
for the snow plow truck equipment; and
J-Craft, Inc. appears to be the lowest responsible bidder for a total amount of $51,416
for each set of snow plow truck equipment.
WHEREAS,
WHEREAS,
WHEREAS,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, to
approve the purchase of two sets of snow plow truck equipment through the State of Minnesota
Cooperative Purchasing Agreement from J-Craft, Inc. at a cost not to exceed $102,832.
Passed and adopted this 7h day of August, 2000.
YES
NO
Mader Mader
Ericson Ericson
Gundlach Gundlach
Petersen Peterson
{Seal}
City Manager
City of Prior Lake
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17073 Adelmann St. S.E., Prior Lake, Minnesota 55372 / Ph. (612) 440-9675 / Fax (612) 440-9678
AN EQUAL OPPORTUNITY EMPLOYER