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Home My WebLink About10B Refurbish Fire Truck 9215 o� P � O �P � � v � 4646 Dakota Street SE Prior Lake. MN 55372 `�IN�SO� CITY COUNCIL AGENDA REPORT MEETING DATE: January 13, 2014 AGENDA #: 10B PREPARED BY: Doug Hartman, Fire Chief PRESENTED BY: Doug Hartman AGENDA ITEM: CONSIDER APPROVAL OF RESOLUTIONS AUTHORIZING THE REFUR- BISHMENT OF A 1993 PETERBILT/CUSTOM FIRE RESCUE TRUCK AND EQUIPMENT DISCUSSION: Introduction The purpose of this agenda item is to seek City Council approval for the refur- bishment of the 1993 Peterbilt/Custom Fire Heavy Rescue Truck (Unit #9215). This truck is a multi-purpose utility vehicle used primarily for traffic accidents, water rescues and hazardous material response. It is also used as a Command Center for large scale incidents. Hi StOry This Heavy Rescue Truck was purchased twenty years ago in 1993 at a cost of approximately $218,000. Equipment bonds were used for this purchase as were most large scale equipment acquisitions in 1993. This truck was the latest technol- ogy and design and was proposed to the City Council on the basis it would provide a long lasting piece of equipment. During this vehicle's lifetime the department has responded to at least 400 and up to 1100 calls annually. It has by no means been the only vehicle responding but it has always been one of the primary vehicles. In 1998 the Equipment Replacement Plan became a new element to the Five Year Capital Improvement Program. The Equipment Replacement Plan is reviewed on an annual basis. The Equipment Replacement Plan originally identified the re- placement of this truck at 20 years. In recent years a number of Fire Apparatus replacement dates have been moved back five years because of the effectiveness of our maintenance regimen, the use of the vehicles, their condition and changing industry standards. In approximately 2001 this truck and Unit #9220 (also a 1993 Peterbilt purchased at the same time as Unit #9215) were experiencing some corrosion issues relating to their compartment door hardware and the doors themselves. A chemical reac- tion between the different metals occurred causing corrosion and blistering of the paint around the door handles. Both trucks were restored by removing their com- partment door hardware, treating the shared surface areas and then repainting the truck compartments. These areas are still in very good condition today. Because of this trucks condition and its simple design and use (a cab/chassis and box), the Equipment Replacement Plan was changed to reflect the possibility of refurbishment. Current Circumstances Prior to the recommendation for replacement or addition of vehicles and equip- ment, the following criteria are considered to determine whether a vehicle / equip- ment should be replaced, how and with what type. 1. Vehicle and Equipment Refurbishing 2. Lease, Rental and Borrowing Options 3. Equipment Zero Value Options 4. Alternative Fuels 5. Vehicle and Equipment Scheduling Procedures 6. Equipment Partnerships 7. Investigation of Used vs. New 8. Alternative Annual Cost Analysis Because of current investment, low mileage, its current condition, future apparatus use and the significant cost to replace the truck, refurbishment of this truck and equipment is a viable option. Cost estimates to replace this truck are significant, estimated to be approximately $450,000 for truck and equipment. Future apparatus use will change as engines are replaced, extrication equipment will likely be relocated to the new engines to improve efficiency and reduce risk by reducing rolling stock. This truck will likely be replaced with a different style apparatus in approximately 10 years there-by sup- porting the decision not to purchase new at this time. Vendors were contacted to discuss the possibilities to refurbish the truck. Custom Fire Apparatus, the original manufacturer and Emergency Apparatus a mainte- nance/repair shop both provided positive feedback regarding the feasibility of re- furbishment. Boyer Ford and Allstate Peterbilt also reviewed the Cab/Chassis of the truck. The truck was inspected and evaluated by each vendor before they submitted quotes. Prior Lake Fleet Maintenance was also included and assisted in this process. There are two components to consider as part of the refurbishment costs. Repairs to the Cab/Chassis (passenger and frame components) and repairs and modifica- tions to the Box and equipment (equipment storage portions of the vehicle). Each are summarized below. Cab and Chassis Quotes were received in accordance with the City Purchasing Policy for mainte- nance and repairs to truck cab and chassis including engine leaks, service of transmission and cooling systems, repair airbrake system, replace exhaust sys- tem, replace hoses and belts, differential service, repair interior door panels, re- place interior door panels, replace radio and speakers. 2 Boyer Ford = $13,089.11 Alistate Peterbilt =$13,613.50 Includes Parts, Labor and Shop Fees. Staff is requesting authorization to spend up to an additional $654.45 (5%) for any unforeseen costs, as referenced in some of the quotes, which could arise through the project. Box and Equipment Quotes were received in accordance with the City Purchasing Policy for truck compartment repairs, modifications and equipment replacements, a summary fol- lows: • Replace two Gas Generators with one Diesel Generator and Repair Com- partment • Remove Generator Gas Tank and Plumb New Generator to Diesel Tank • Repair all Exterior Compartment door hardware and Latch Systems • Replace Rollout Tray for Extrication Tools • Replace Rear poor with New Door Utilize Existing Window • Replace all Exterior Emergency, Compartment and Scene lighting to LED Lighting � Replace Interior Ceiling Lighting to LED Lighting • Add 110V Roof Top Heat/Air Conditioner • Replace Refrigerator • Remove Interior Plexiglas Compartment Doors and Replace with Cargo Netting • Replace White Board with LED TV/ Monitor with Roof Top Antenna Emergency Apparatus Maintenance = $65,735.00 Custom Fire Apparatus = $76,674.00 Includes Parts, Labor and Shop Fees. Staff is requesting authorization to spend up to an additional $3,286.75 (5%) for any unforeseen costs, as referenced in some of the quotes, which could arise through the project. The cost calculator below compares the annual cost of this equipment per year for replacement versus refurbishment. It should be noted that one refurbishment is included in the replacement line which results in the 30 year equipment life rather than to 20 year lifespan. Annual Cost Calculator Present Initial Cost Value Annual Annual Includes Future Life Maintenance Interest Equipment Equipment Trade $ Trade $ (Years) Cost $ Rate 90 A P Cost $ #9215 -1993 Peterbilt Rescue New $450,000 $50,000 30 $7,213 2% 0.0446 $25,053 Refurbish $78,824 $10,000 10 $2,213 2% 0.1113 $9,873 3 Conclusion It is estimated that the truck will be out of service for four to six weeks for appa- ratus repairs and one week for cab/chassis repairs. Rescue 2 from Station 2 will be relocated to Station 1 during that period. Based on the City's detailed vehicle Equipment needs and financial analysis, staff is recommending the refurbishment of this truck and equipment at a total cost not to exceed $82,765.31. ISSUES: Some of the more significant elements of the project are identified below and rep- resent the majority of the cost associated with the project. Repairs need to be made but were delayed so they could be included in this project to achieve better pricing. • One of two generators on this truck has failed and is unrepairable due to lack of parts. The second existing generator is the same make, model and year as the failed unit. The gasoline generators have had a number of fuel related, carburetor failures. A single Diesel engine generator is proposed to replace both gas units. This is one of the more significant costs relating to this project. • The rear door and compartment door latches and hardware are worn and sometimes will not open or remained closed. • The roll-out extrication tool tray is worn from use. • Emergency and scene lighting replacement is proposed because of its age and effectiveness. LED's virtually eliminate maintenance and reduce power consumption affecting the generator and truck alternator. • The rear area heater/ air conditioner is undersized and does not provide adequate temperature control. It is more economical to add a rooftop unit vs. replacement of the original unit. FINANCIAL The Equipment Replacement Plan programmed and the 2013 Revolving Equip- IMPACT: ment Fund budget included $150,000 for the refurbishment of this truck and equipment. The refurbishment cost of up to $82,765.31 is $67,234.69 less than budgeted. The primary savings are due to not replacing the trucks extrication equipment. Since the project was not completed in 2013, the 2014 budget will need to be amended to reflect these expenditures in 2014. The funding for these expendi- tures will be Revolving Equipment Fund reserves. ALTERNATIVES: 1. Approve the resolutions authorizing the expenditures for the refurbishment of the proposed truck and equipment. 2. Table this agenda item for a specific reason 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED Alternative No. 1 MOTION: 4 O � PRIp� h � U 4646 Dakota Street SE `�rrnvESO��' Prior Lake, MN 55372 RESOLUTION 14-xx�c A RESOLUTION APPROVING CERTAIN REPAIRS AND AUTHORIZING FUNDING FOR UNIT 9215 AS PART OF THE RESCUE TRUCK REFURBISHMENT PROJECT Motion By: Second By: WHEREAS, Each year the City Council adopts an Equipment Replacement Plan as part of the Capital Improvement Program(CIP); and WHEREAS, The 2013 Equipment Repiacement Plan contemplates the refurbishment of the 1993 Peterbilt Rescue Truck (Unit #9215) and equipment; and WHEREAS, The 2013 Equipment Replacement Plan programmed $150,000 for the refurbishment of this truck and equipment; and WHEREAS, A detailed needs and financial analysis has been completed and was included in the agenda report; and WHEREAS, Quotes were received for the cab and chassis portion of the refurbishment in accordance with the City Purchasing Policy. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Staff is authorized to proceed with repairs to the cab/chassis of Unit#9215 per the written quote, from Boyer Ford, for costs not to exceed $13,743.56 including parts, labor, and shop fees. 3. The 2014 Revolving Equipment Fund budget is amended in the amount of $13,744 for the repair expenditure. 4. Funding for these repair expenditures will be Revolving Equipment Fund reserves. PASSED AND ADOPTED THIS 13� DAY OF JANUARY 2014. YES NO Hedber Hedber Keene Keene McGuire McGuire Morton Morton Souku Souku Frank Boyles, City Manager O� P ��+P h � � U 4646 Dakota Street SE �INNESO�P Prior Lake, MN 55372 RESOLUTION 14-xxx A RESOLUTION APPROVING CERTAIN REPAIRS AND AUTHORIZING FUNDING FOR UNIT 9215 AS PART OF THE RESCUE TRUCK REFURBISHMENT PROJECT Motion By: Second By: WHEREAS, Each year the City Council adopts an Equipment Replacement Plan as part of the Capital i Improvement Program(CIP); and WHEREAS, The 2013 Equipment Replacement Plan contemplates the refurbishment of the 1993 Peterbilt Rescue Truck (Unit #9215) and equipment; and WHEREAS, The 2013 Equipment Replacement Plan programmed $150,000 for the refurbishment of this truck and equipment; and WHEREAS, A detailed needs and financial analysis has been completed and was included in the agenda report; and WHEREAS, Quotes for repairs to the box and equipment were received in accordance with the City Purchasing Policy. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Staff is authorized to proceed with repairs to the apparatus and equipment of Unit #9215 per the written quote, from Emergency Apparatus Maintenance for costs, in the amount not to exceed $69,021.75 inclutling parts, labor, and shop fees. 3. The 2014 Revolving Equipment Fund budget is amended in the amount of $69,022 for the repair expenditure. 4. Funding for these repair expenditures will be Revolving Equipment Fund reserves. PASSED AND ADOPTED THIS 13� DAY OF JANUARY 2014. YES NO Hedber Hedber Keene Keene McGuire McGuire Morton Morton Souku Souku Frank Boyles, City Manager