HomeMy WebLinkAbout5E(2) - Trailer 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
5E2
AL FRIEDGES, PARKS SUPERVISOR
BUD OSMUNDSON, PUBLIC WORKS DIRECTOR
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) 25
FOOT (18,000 LB G.V.W.) TRAILER THROUGH THE STATE OF MINNESOTA COOPERATIVE
PURCHASING PROGRAM.
Historv
The purpose of this agenda item is to consider the purchase of one (1) 25-foot (18,000 G.V.W.)
trailer for transporting equipment. 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 regardless of price. The matrix
identifies $6,779.00 in the 2004 CIP for the purchase of a trailer. Staff is proposing to add this
trailer to our Fleet instead of replacing the small trailer proposed in the Matrix for reasons
described below.
Current Circumstances
Currently Public Works and Parks Maintenance Divisions rely heavily on 6 trailers for hauling
skid loaders, rollers, mowers, blowers, brooms, barricades, water tanks, benches, tables,
bleachers, and lumber around our 16 square mile community. The trailers and the function that
they are utilized for on a typical day during the summer are as follows:
Unit#
479
480
Size
10,000 LB (22 foot)
10,000 LB (14 foot)
Function
Roller and Paving Equipment
Utilized for Watermain Breaks
(Barricades/SupplieslTrench Box)
Water Tank
(2) Toro Groundmaster Mowers
(2) Toro Groundmaster Mowers
Skid loader and attachments
530
531
532
533
5000 LB (12 foot)
10,000 LB (22 foot)
10,000 LB (22 foot)
10,000 LB (22 foot)
Issues
The trailer that staff is proposing to purchase would be 18,000 LB GVW and 25 feet in length.
This would allow maintenance personnel to haul 8,000 additional pounds than our currently
owned trailers, and would be utilized for hauling a mini-hoe and skid loader combination or two
skid loaders simultaneously. This function cannot be accomplished with the 10,000 LB GVW
trailers that we currently own. In addition to many times during the course of a typical work day
the shortage of trailers occurs resulting in a down time maneuvering trailers from job site to job
site. The purchase of this trailer would help to eliminate down time and the cost of hiring outside
source to haul our heavier equipment or rental equipment.
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FISCAL IMPACT:
ALTERNATIVES:
RECOMMENDED
MOTION:
REVIEWED BY:
Conclusion
The City purchasing policy requires that for purchases between $2,500-$15,000 wrttten
quotations are required from at least two sources. Typically, the city manager would have the
authority to make this purchase, but since it is part of the equipment matrix portion of the Capital
Improvement Program and not the city budget, City Council approval is sought.
Quotes were received from St. Joseph Equipment and Caterpillar. Both quotes were through the
State of MN Cooperative Purchasing Agency. There is no trade-in with the purchased of this
trailer. There was a difference of $1,166.17 between the two bids.
Including tax the low quote from St. Joseph Equipment was $7,868.22. Caterpillar (tax included)
quote was $8,967.30.
Staff recommends the purchase of the low bid trailer from St. Joseph Equipment in the amount of
$7,868.22. While this exceeds the equipment fund allocation by $1100, this will not affect
whether or not this fund can continue to be fecund.
The State of MN contract bids for the proposed new 25 foot (18,000 LB GVW) trailer are as
follows:
Vendor St. Joseph Eauipment Inc. Ziegler Inc.
Make & Model Tow Master/Quipnet TrailKing
Subtotal $7,388.00 $8,420.00
Tax $480.22 $547.30
Total $7,868.22 $8,967.30
The alternatives are as follows:
1. Approve Resolution 04-XX authorizing the purchase of one (1) 25 foot (18,000 LB GVW)
Trail Master Trailer from St. Joseph Equipment, Inc. for a total cost of $7,868.22.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
Staff recommends alternative number 1.
Bud
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16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
RESOLUTION 04.XX
A RESOLUTION APPROVING THE PURCHASE OF ONE (1) 25 FOOT (18,000 LB GVW) TOW MASTER
TRAILER
MOTION BY:
SECOND BY:
WHEREAS,
The 2004 Equipment Replacement Fund and Matrix identifies the purchase of one (1)
trailer; and
WHEREAS,
Pursuant to state law and city purchasing policy written quotes were received from
the State of MN contract bids for the proposed new 25 foot (18,000 LB GVW) trailer are as
follows:
Vendor S1. Joseph Equipment Inc. Ziegler Inc.
Make & Model Tow Master/Quipnet TrailKing
Subtotal $7,388.00 $8,420.00
Tax $480.22 $547.30
Total $7,868.22 $8,967.30
WHEREAS,
S1. Joseph Equipment in a total amount of $7,868.22 submitted the lowest responsible
quote.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that:
1. The recitals set forth above are incorporated herein.
2. City Council authorizes the purchase of one (1) 25 foot (18,000 LB GVW) Tow Master Trailer from S1.
Joseph Equipment Inc. for a total cost of $7,868.22, with funding from the Equipment Fund.
Passed this 1st day of March 2004.
YES
NO
Haugen HauQen
LeMair LeMair
Petersen Petersen
Zieska Zieska
Blomberg Blomberg
{ Seal}
Frank Boyles, City Manager
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