HomeMy WebLinkAbout5B - Refuse Truck Purchase16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
MEETING DATE:
AGENDA #
PREPARED BY:
REVIEWED BY:
AGENDA ITEM:
APRIL 4, 2005
5B
AL FRIEDGES, PARKS AND FLEET MAINTENANCE SUPERVISOR
BUD OSMUNDSON, PUBLIC WORKS DIRECTOR
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE
PURCHASE OF ONE 2005 FORD RANGER FOUR WHEEL DRIVE
EXTENDED CAB PICK-UP TRUCK FOR HAULING REFUSE
DISCUSSION:
Histor~
The purpose of this agenda item is to authorize the purchase of one 2005 Ford Ranger
for hauling refuse from park sites and facilities. Yearly, as part of the Capital
Improvement Program (C.I.P.), the City adopts an Equipment Replacement Fund and
Matrix. The purpose of this 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 $18,566 in the 2005 C.I.P.
for the purchase of this vehicle.
Current Circumstances
Currently, the Parks maintenance staff utilizes a one-ton truck for refuse pick-up
operations. Many of our facilities, playfields and parks have 8-foot bituminous trails
entering to them. Over the years staff has determined that a majority of the degradation
of our trails is due to continuous entering and exiting of these heavier maintenance
vehicles performing refuse and facility cleaning. The weight of a one-ton track is
approximately 9400 pounds vs. 3700 pounds on the Ford Ranger. Although the one-ton
tracks are critical to our fleet, a lighter vehicle performing refuse removal would save
thousands on damaged trails. Purchasing a pick-up versus a vehicle that only could be
used for refuse hauling also provides flexibility for other uses.
Issues:
The staff that performs refuse removal are also responsible for cleaning bathrooms,
concessions, meeting areas and shelters on a daily basis.
The Ford Ranger would be compact, light and low enough so that maintenance
personnel could easily lift and unload bags of garbage to and from the bed. This
vehicle would be equipped with an extended cab for parks staff to store cleaning
supplies and related equipment.
FISCAL IMPACT:
Budget Impact:
Minnesota Cooperative Purchasing received bids from Thane Hawkins Polar Chevrolet,
Rochester Ford and Burnsville Dodge. We contacted Burnsville Dodge on four
different days and they did not respond.
Staff recommends choosing the lowest bidder, Rochester Ford of Rochester. The bids
are shown below:
U:LFRIEDGES~AGENDASX2005 agendasX2005 ford ranger four
Phone 952.447.4230 / Fax 952.447.4245
Vendor
Manufacturer
Model
Sub Total
Sales Tax
Title/License Fee
Total Cost
Rochester Ford Thane Hawkins Polar
Chevrolet, Inc.
Ford Chevrolet
Ranger Colorado
$17,140.25 $17,288.69
$1,114.12 $1,123.76
$40.50 $40.50
$18,294.87 $18,452.95
City Purchasing Criteria:
Guidelines for purchasing equipment have been established by City Council. The
criteria and how the purchase addresses each criterion are shown below.
Use Minimum Requirement Specifications, Not Listed Wants
The 2005 Ford Ranger four-wheel drive extended cab is sized to carry the appurtenant
equipment needed for refuse removal and facility maintenance. This vehicle is 5700
pounds lighter than the truck that we currently utilize resulting in reduced damage to
trails and sidewalks used to access our facilities. The size of this vehicle will save
money on trail and sidewalk repairs.
Use Functional Requirements, Not Individual Manufacturers Specifications
The State Cooperative Purchasing organization based upon their experience, and the
needs expressed by public agencies purchasing from the bid, prepared the specifications
for this vehicle we propose to acquire.
Receive Three Real Bids
The State received bids from Rochester Ford, White Bear Thane Hawkins Polar
Chewolet and Burnsville Dodge. We contacted Bumsville Dodge on four separate
occasions and did not get a response. Therefore pricing was only received from Ford
and Chevrolet. The purposed funding for the pick-up is from the Revolving Equipment
Fund.
ALTERNATIVES:
The alternatives are as follows:
1. Approve resolution 05-XX authorizing the purchase of one 2005 Ford Ranger four-
wheel drive extended cab from Rochester Ford.
2. Table the agenda item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
RECOMMENDED
MOTION:
REVIEWED BY:
Staff recommends alternative number 1.
USFRIEDGESL~GENDASX2005 agendas~2005 ford ran
Bud O~~)irector
Frank Boytes, ~~a~r
wheel drive extended cab. DOC
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
RESOLUTION 05-XX
A RESOLUTION AUTHORIZING THE PURCHASE OF ONE 2005 FORD RANGER FOUR-
WHEEL DRIVE EXTENDED CAB THROUGH THE STATE COOPERATIVE PURCHASING
PROGRAM
MOTION BY:
SECOND BY:
The City Capital Improvement Program and Equipment Matrix for 2005
provides acquisition for a vehicle to perform refuse removal; and
Staff recommends a 2005 Ford Ranger four-wheel drive extended cab to
perform this function; and
The City obtained quotes through the State Purchasing Program with the
negotiated pricing as follows:
Vendor Rochester Ford Thane Hawkins Polar
Chevrolet, Inc.
Manufacturer Ford Chevrolet
Model Ranger Colorado
Sub Total $17,140.25 $17,288.69
Sales Tax $1,114.12 $1,123.76
Title/License Fee $40.50 $40.50
Total Cost $18,294.87 $18,452.95
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 Rochester Ford through the State Cooperative Purchasing
Program for one 2005 Ford Ranger four-wheel drive extended cab for a total not to exceed
$18,294.87.
3. Funds for the 2005 Ford Ranger four-wheel drive extended cab shall be drawn from the
Revolving Equipment Fund.
Passed this 4th day of April 2005.
YES NO
Haugen Haugen
Fleming Fleming
LeMair LeMair
Petersen Petersen
Zieska Zieska
{ Seal }
Frank Boyles, City Manager
U:XFRIEDGESXAGENOASX2005 agendasX2005 ford ranl~g~ddrc~}b~61f~l~[[~it~ql~.voc
Phone 952.447.4230 / Fax 952.447.4245