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Home My WebLink About5E(1) - Truck Purchase MEETING DATE: AGENDA # PREPARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT MARCH 1,2004 5E1 AL FRIEDGES, PARKS SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF ONE 2004 CHEVROLET 1500 HALF TON 4X4 EXTENDED CAB PICKUP THROUGH THE STATE OF MINNESOTA COOPERATIVE PURCHASING ORGANIZATION. Historv The purpose of this agenda item is to authorize the purchase of a 2004 % ton 4x4 extended cab pickup truck. Yearly, as part of the Capital Improvement Program (CIP) 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 $23,727.00 in the 2004 CIP for the purchase of one % ton four-wheel drive extended cab pickup. Current Circumstances This vehicle will be utilized primarily by the Streets and Utilities Supervisor. Unit #451 is currently utilized by the Streets and Utilities Supervisor and will be incorporated into Fleet and utilized by Streets and Utilities maintenance staff. The truck proposed for purchase is identified as an additional vehicle to the fleet. There is no trade-in included with the purchase of this vehicle. The pickup trucks and function that they are utilized for in the streets and utilities division of public works on a typical work day are as follows: Unit# 450 451 453 494 456 457 459 Model 1 Ton Utility 1 Ton Pickup/Plow 1 Ton Pickup/Plow Van 1 Ton Utility 1 Ton Pickup/Plow 1 Ton Dump Function Meter Repairs/Readings/Water/Sewer Tasks Streets/Utilities Supervisor Streets Lead Person Locates Utilities Lead Person Pulling Trailers/Transportation Transportation/Hauling/Misc. Issues There has been a shortage of vehicles to perform daily functions since April of 2002 when an additional full time employee was hired. Another new hire is scheduled to start in March of this year. The shortage of transportation is particularly felt during the summer months, when the streets and utilities supervisor has had to use his personal vehicle. The acquisition of this vehicle will provide a vehicle for the Street and Utility Supervisor year round. Conclusion There is $23,727.000 identified for the purchase of one 2004 % ton extended cab truck in the equipment matrix and Capital Improvement Program. The funding source is identified as the C:\Documents and Settings\KellyM\Local Settings\Temporary I~.~~~~~tIPqmk.DOC Phone 952.447.4230 / Fax 952.447.4245 revolving equipment fund. Bids were received from Thane Hawkins Polar Chevrolet, Inc., Owatonna Ford & Chrysler, and C & M Ford. All these dealers have bid their equipment through the State of Minnesota Cooperative Purchase Agency. The bids were $2,665.16 different from the high to the low bids, including a $1,000 discount which the City has received as the result of a class action suit settlement. Including tax and discounts the low bid amount is $21,391.06 from Thane Hawkins Polar Chevrolet, Inc., which staff recommends purchasing. The State of MN contract bids for the new truck are as follows: Vendor Thane Hawkins Polar Owatonna Ford & C & M Ford Chevrolet Inc. Chrysler Make & Model Chevrolet Silverado Dodge DR6L41 Ford F150 1500 Subtotal $21,085.50 $21,428.00 $22,588.00 Discount ($1,000.00) 0 0 Tax $1,305.56 $1,392.82 $1,468.22 Total $21,391.06 $22,820.82 $24,056.22 FISCAL IMPACT: Citv Purchasina Criteria Guidelines for purchasing equipment have been established by City Council. The criteria and how the purchase addresses each criteria is shown below: Use minimum reauirement specifications. not listed wants: The 2004 ~ ton 4x4 extended cab is sized for the streets and utilities supervisor to carry appurtenant equipment and supplies. The specifications are minimal requirements for this vehicle to perform its intended functions. Use Functional Reauirements. not individual manufacturers specifications: The specifications for this vehicle we propose to acquire were prepared by the State Cooperative Purchasing Organization based upon their experience with equipment and the need expressed by public agencies purchasing from the bid. Receive three real bids: The State received bids from Thane Hawkins Polar Chevrolet Inc., Owatonna Ford & Chrysler and C & M Ford. All vehicles are priced through and the vehicle selected will be purchased from the state cooperative purchasing organization. ALTERNATIVES: The alternatives are as follows: 1. Approve Resolution 04-XX authorizing the purchase of one 2004 ~ ton four-wheel drive extended cab pickup truck for the total cost of $21,391.06. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. C:\Documents and Settings\KeIlyM\Local Settings\ Temporary Internet Files\OLK 187\pickup truck.DOC RECOMMENDED MOTION: REVIEWED BY: Staff recommends alternative number 1. C:\Documents and Settings\KellyM\Local Settings\Temporary Internet Files\OLKI87\pickup truck.DOC 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 04-XX A RESOLUTION APPROVING THE PURCHASE OF ONE 2004 % TON FOUR WHEEL DRIVE EXTENDED CAB PICKUP UNDER THE STATE COOPERATIVE PURCHASING AGREEMENT MOTION BY: SECOND BY: WHEREAS, The City Capital Improvement Program and equipment matrix for 2004 provides for the acquisition of one % ton four wheel drive extended cab pickup truck; and WHEREAS, Bids have been solicited and received through the state cooperative purchasing program 'th f t d .. ~ II WI nego la e pnclng as 0 ows: Vendor Thane Hawkins Polar Owatonna Ford & C & M Ford Chevrolet Inc. Chrysler Make & Model Chevrolet Silverado Dodge DR6L41 Ford F150 1500 Subtotal $21,085.50 $21,428.00 $22,588.00 Discount ($1,000.00) 0 0 Tax $1,305.56 $1,392.82 $1,468.22 Total $21,391.06 $22,820.82 $24,056.22 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that: 1. The recitals set forth above are incorporated herein. 2. Staff is directed to place an order at Thane Hawkins Polar Chevrolet Inc. through the State Cooperative Purchasing Program for one 2004 % ton four-wheel drive extended cab pickup truck for a total amount not to exceed $21,391.06. 3. Funds for the purchase of the 2004 % ton four wheel drive extended cab pickup truck shall be drawn from the Equipment Fund in an amount not to exceed $21,391.06. Passed this 1 st day of March 2004. YES NO Haugen Haugen LeMair LeMair Petersen Petersen Zieska Zieska Blomberg Blomberg { Seal} Frank Boyles, City Manager C:\Documents and Settings\K.ellyM\Local Settings\Te~it\tMg!RfH2f~~~1~ckup truck.DOC Phone 952.447.4230 / Fax 952.447.4245