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Home My WebLink About6F - 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 JANUARY 18, 2005 6F AL FRIEDGES, PARKS AND FLEET MAINTENANCE SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF A RESOLUTION APPROVING THE PURCHASE OF ONE 2005 FORD 550 4 WHEEL DRIVE (17,500 G.V.W.) AND APPURTENANT EQUIPMENT THROUGH THE STATE COOPERATIVE PURCHASING PROGRAM. Historv The purpose of this agenda item is to authorize the purchase ofa 2005 Ford 550 (17,500 G.V.W.) and appurtenant equipment through the State Cooperative Purchasing Program. Yearly, as part of the Capital Improvement Program (C.I.P.), 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 $53,045.00 in the 2005 C.I.P. for the purchase of this vehicle. The actual cost of this truck and equipment under the state cooperative purchasing program is $48,187.18. CurrentCucumswnces The Public Works Maintenance department currently utilizes four one-ton trucks with dump boxes. The following maintenance divisions use these trucks: streets, sewer, water, parks, and water resource. To better accommodate the weight of our currently owned slip in sander, the Ford 550 will be 5000 G.V.W. heavier than our one-ton trucks. The 2005 equipment matrix fund identifies the purchase of one truck/chassis and appurtenant equipment and the trade-in of a currently owned 1994 Ford one ton dump (unit # 459). Additionally, the 2005 equipment matrix fund identified the purchase of anti-ice equipment i.e., salt brine production system, critical spot sprayer, and tail gate tanks. (The anti-ice equipment was approved for purchase at the December 6, 2004 City Council meeting.) Rather than trade the existing one-ton we are recommending that it be retained without permanently increasing our complement of fleet vehicles. Issues: There are currently 66,487 miles on the 1994 Ford one ton. The transmission and front axles have been re-built in the past two years. If we retain the 1994 Ford one-ton dump, we would utilize it for hauling the critical spot salt sprayer that applies the anti-ice solution on the streets during the winter months. Additionally, with the continued growth of the city there has been a shortage of vehicles. The shortage of transportation is particularly felt during the summer months when additional sea&ona,l staff is hired to assist Parks, Streets, and Utilities to C:\Documents and Settings\KellyM\Local Settings\Temporary Int'lMMY.pi~t!!t(5L~f9..~~e5<2b65 ford 550 4 wheel drive. doc Phone 952.447.4230 / Fax 952.447.4245 perform daily maintenance functions. The City's fleet mechanics have evaluated this vehicle; both repairs made since January 1,2002 and anticipated expenses that might occur from January 1,2005 until January 1, 2009. These findings are as follows: Mechanical Components Cost Summary Replaced or Repaired Since January 1, 2002 r:J Removed/replaced transmission cooler o Overhauled transmission o Replaced overdrive lock-out o Removed and replaced tie rod ends o Removed and replaced brakes/rotors and calipers r:J Replaced inter differential seal r:J Rebuilt front axles o Replaced ball joints and axle seals o Rebuilt dump box o Replaced fuel tank After inspecting the current condition of this vehicle and the repairs made since January 1, 2002, staff recommends retaining this vehicle. Retaining older equipment is always a calculated risk. We believe that this vehicle is a good risk to retain for a few more years. When it wears out, it will not be replaced. FISCAL IMPACT: Minnesota Cooperative Purchasing received bids from Thane Hawkins Polar Chevrolet Inc., and Elk River Ford for the truck chassis. Staff recommends choosing the lowest bidder, Elk River Ford of Elk River. The bids are shown below: Vendor Thane Hawkins Polar Elk River Ford Chevrolet, Inc. Manufacturer Chevrolet Ford Model CC 4500 4X4 F550 4X4 Sub Total $38,996.87 $30,921.55 Sales Tax $2,534.80 $2,009.90 Total $41,531.67 $32,931.45 Bids were also received for truck bodies and snow plow equipment. The following bids reflect a total price for a dump box, 9 ~ foot plow, tool box and a hitch plate: Vendor J-Craft Crvsteel Base Price $16,333.00 $14,324.63 Sales Tax $1,061.65 $931.10 Total $17,394.65 $15,255.73 Citv Purchasine Criteria: Guidelines for purchasing equipment have been established by City Council. The C:\Documents and Settings\KellyM\Local Settings\Temporary Internet Files\OLKIFA\resaved 2005 ford 5504 wheel drive.doc ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: criteria and how the purchase addresses each criteria is shown below: Use Minimum Requirement Specifications. Not Listed Wants The 2005 Ford 550 4 wheel drive (17,500 G.V.W.) is sized to carry the appurtenant snow removal equipment and for hauling project related materials. The specifications are minimum requirements for this vehicle to perform its intended functions. Use Functional Requirements. 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 and the needs expressed by public agencies purchasing from the bid. Receive Three Real Bids The State received bids from Thane Hawkins Polar Chevrolet, Inc., Elk River Ford and Dodge ofBurnsville. Dodge does not manufacture a 4-wheel drive in the 17,000-pound G.V.W. range. Four-wheel drive is a necessity for this vehicle to perform its intended function. All vehicles priced through, and the vehicle selected, will be purchased from the State Cooperative Purchasing organization. The alternatives are as follows: 1. Approve Resolution OS-XX authorizing the purchase of one 2005 Ford 550 four wheel drive (17,500 G.V.W.) from Elk River Ford and the purchase of the dump body, plow and appurtenant equipment from Crysteel Equipment, and allocate funding therefore while retaining the existing 1994 one ton truck originally scheduled for trade-in. 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 C:\Documents and Settings\KellyM\Local Settings\Temporary Internet Files\OLKIFA\resaved 2005 ford 5504 wheel drive. doc 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 05-XX RESOLUTION AUTHORIZING THE PURCHASE OF ONE 2005 FORD 550 FOUR WHEEL DRIVE (17,500 G.V.W.) AND APPURTENANT EQUIPMENT THROUGH THE STATE COOPERATIVE PURCHASING PROGRAM . MOTION BY: SECOND BY: WHEREAS, The City Capital Improvement Program and equipment matrix for 2005 provides acquisition of one 2005 four wheel drive truck (17,500 G.V.W.) and related equipment; and WHEREAS, The City is purchasing cab and chassis based on quotes obtained through the State Cooperative Purchasing Program with negotiated pricing as follows: Vendor Thane Hawkins Polar Chevrolet, Elk River Ford Inc. Manufacturer Chevrolet Ford Model CC 4500 4X4 F550 4X4 Sub Total $38,996.87 $30,921.55 Sales Tax $2,534.80 $2,009.90 Total $41,531.67 $32,931.45 and WHEREAS, The City is purchasing the dump box, 9 ~ foot plow, tool box and hitch plate through the State Cooperative Purchasing Program with negotiated pricing as follows: Vendor J-Craft Crvsteel Base Price $16,333.00 $14,324.63 Sales Tax $1,061.65 $931.10 Total $17,394.65 $15,255.73 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 Elk River Ford through the State Cooperative Purchasing Program for one 2005 Ford 550 four wheel drive (17,500 G.V.W.) for a total not to exceed $32,931.45. 3. Staff is directed to place an order at Crysteel Equipment through the State Cooperative Purchasing Program for a dump box, 9 ~ foot snow plow, tool box and hitch plate for a total not to exceed $15,255.73. C:\Documents and Settings\KellyM\Local Settings\Te~lWQfFlr~~r:je~M.~ved 2005 ford 5504 wheel drive. doc Phone 952.447.4230 / Fax 952.447.4245 4. Funds for the 2005 four wheel drive Ford 550, (17,500 G.V.W.) dump box, 9 ~ foot snow plow, tool box, and hitch plate shall be drawn from the equipment fund in an amount not to exceed $48,187.18 5. The staff is directed to retain unit #459 originally scheduled for trade-in as part of this acquisition. Passed this rd day of January 2005. YES NO Haugen Haugen Fleming Fleming LeMair LeMair Petersen Petersen Zieska Zieska { Seal } Frank Boyles, City Manager C:\Documents and Settings\KellyM\Local Settings\Temporary Internet Files\OLKIFA\resaved 2005 ford 550 4 wheel drive. doc