HomeMy WebLinkAbout9A Fleet Purchases
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: FEBRUARY 8TH, 2016
AGENDA #: 9A
PREPARED BY: KATY GEHLER, PUBLIC WORKS & NATURAL RESOURCES DIRECTOR
PRESENTED
BY:
KATY GEHLER
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING 2016 VEHICLE
AN D EQUIPMENT PURCHASES
DISCUSSION: Introduction
The purpose of this agenda item is to seek City Council approval for the 2016
Fleet Purchases as set forth in the 2016- 2020 Capital Improvement Program.
History
In 1998 the Equipment Replacement Plan was created as a budgeting tool to
assist in financial planning for major expenditures and to help moderate the an-
nual fleet replacement budget. The goal is to replace the equipment in a timely
and cost-effective manner.
Annually the plan is reviewed and updated based on the current condition of the
City’s fleet and adopted by the City Council as part of the Capital Improvement
Program.
A fleet rating system has been developed based on industry standards that
systematically considers the age, mileage, repair history, and condition of each
piece of equipment. The city council may recall that this tool was an adaptation
of a tool developed by Dakota County. This multipart metric is used as a tool to
help determine the schedule for replacement.
Attachment 1 Shows the ratings for the equipment under consideration as part
of this item. The higher the number, the worse the condition. Staff also consid-
ers options for replacement including refurbishing, borrowing, used, scheduling
modifications, and partnerships with other jurisdictions just as we have always
done.
The purchases for the coming year (2016 in this case) are incorporated into the
annual budget requests and adopted by the Council in December. As per state
statute, all purchases over $20,000 are brought back to the Council for final
purchase authorization (this agenda item).
Current Circumstances
For 2016 there are thirteen pieces of equipment that are programed to be re-
placed or purchased that require council approval (> $20,000). The police fleet
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purchases were approved at the January 11, 2016 council meeting. The fire
tanker refurbishment will be brought as a separate item at a later date. In addi-
tion to the programmed fleet purchases, staff is recommending the replacement
of the asphalt roller which was scheduled for replacement in 2024 but failed for
a second time in 2015 very nearly injuring a city employee. Further discussion
on this item is in the Issues section.
Police – Approved on 01/11/2016
HD1 Police Motorcycle Replaced with Unmarked Car
111 Police Patrol Squad Replaced with SUV
309 Police Patrol Squad Replaced with SUV
Fire – To be brought as a separate item at a later date
9260 Tanker Refurbishment
Street
464 Tandem Axle Dump
Truck (NEW)
469 5-Ton Single Axle
Dump Truck
One of five 5-ton single axle dump trucks utilized
across Streets, Parks, & Utility divisions
12.8 Mile Plow Route w/ 7 Cul-de-Sacs or 12% of
the mileage plowed
Hauls snow
Completes Anti-icing liquid application
Hauls materials for street and utility repairs
Hauls equipment to project sites
Hauls tree and leaf debris
474 Asphalt Roller
(failed in 2015)
Street repair
Utility repair
Trail Repair
Parking Lot Repair
Compaction of subbase for asphalt repairs
Rolling Park In-fields
Parks
546 1-Ton Dump Truck
Hauling material for trail repairs
Hauling materials for playground mulch replace-
ment
Tree trimming chipping
Downtown hauling of snow
Backup plowing for municipal parking lots and
cul-de-sacs
501 Skidloader
Parks and Streets snow removal. Use different
attachments depending on the need
Loading Gravel
Brush Mowing
Milling Streets with attachments
503 Mower – 16 foot Maintains 25 acres of athletic fields and large
open park areas 3 times a week.
521 Water Truck Watering Sod, Trees, and other plantings in
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summer
Lift Station Cleaning
Environmental Structure Cleaning
Dust control for street sweeping
Asphalt saw cooling
Daily Flooding of Ice Rinks
525 Mower – 6 Foot with
broom
One of three 6-foot mowers that maintain 41
miles of boulevard and 162 acres of small park
and turf areas including city facilities.
Snow removal from all downtown sidewalks and
municipal buildings.
Used to broom sidewalks and trails in winter
months
526 Mower – 6 Foot with
blower
One of three 6-foot mowers that maintain 41
miles of boulevard and 162 acres of small park
and turf areas including city facilities.
Regular trail/sidewalk snow removal school route
Used to blow snow…..
539 General Purpose Utility
Vehicle
Mowing Crew – Daily transports weed whips and
other miscellaneous equipment.
Prior to the recommendation for replacement as part of the CIP, seven options
are analyzed to determine whether a vehicle/equipment should be purchased,
how and with what type. Attachment 2 shows a summary of the 2016 fleet pur-
chase options analysis. The considerations for each of the options are de-
scribed below:
1. Refurbishing
Refurbishing of vehicles can extend the life of the piece of equipment
two to five years. Generally, the older a vehicle gets the less cost effec-
tive refurbishing becomes as there are multiple systems within a piece
of equipment that become worn and at a higher risk of failure. It is often
difficult to estimate the true refurbishing cost as it is very difficult to pre-
dict exactly when these various items will ultimately fail. In addition
there is a cost to unexpectedly having a piece of the fleet out of service.
Because the City has historically managed the fleet such that we keep it
through the full useful life, refurbishing is usually not a cost effective op-
tion. One major repair can become extremely costly eating up the oper-
ating budget that is depended upon for routine maintenance and repairs.
The City does maintain $20,000 in the Equipment Replacement Plan for
refurbishing. This amount is used to repair items that typically wear ear-
ly or unevenly from the base vehicle. For 2016 staff will be completing
repairs to the large dump trucks to help manage their replacement over
the next six years and making repairs to plows on other vehicles.
2. Lease, Rental and Borrowing Options
Generally, lease or rental options are good for equipment that is special-
ized and not frequently used. This is not a good option for equipment
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that is used on a regular basis throughout the year.
In those cases where a rental option is considered, the cost of rental for
the frequency of use is compared to the purchase cost. The most eco-
nomical choice is programmed into either the operating or capital budg-
et.
In several cases the equipment is customized from the base vehicle re-
quiring emergency equipment, dump boxes, racks for carrying tools and
equipment, etc. In these cases a vehicle equipped to our specifications
is not available for a lease/rental option. Examples include squads, fire
equipment, dump trucks, and utility trucks.
3. Equipment Zero Value Operations
Generally the City has managed the fleet such that each piece of
equipment is utilized through its dependable performance life. The in-
tended service level expected out of each vehicle is weighed against the
increasing risk of it being out of service, stress on the other equipment
to complete the job and a decrease in customer service levels. This in-
cludes considering available interim rental or partnership options. In
many cases interim options are not available if a vehicle has to be taken
out of service for an extended period of time for more significant repairs.
4. Alternative Fuels
Generally the most fuel efficient option for each piece of equipment is
considered where there is an option. In the past a majority of our one
ton trucks were purchased with a diesel engine. In 2011, staff conducted
research on gas vs. diesel engines on one ton trucks and smaller. The
data utilized for the study was obtained from past history recorded on
our existing City owned trucks and documentation received from the cit-
ies of Eagan, Lakeville and Woodbury. Based on these statistics the
capital purchase of the vehicle, annual maintenance costs, the price of
diesel vs. gasoline, results in a substantial savings by purchasing the
gasoline engine. Today we generally recommend trucks with a gasoline
engine capable of operating on E-85.
5. Equipment Utilization and Right Sizing
The utilization and size requirement for each vehicle is considered when
reviewing the CIP annually. Optimizing the scheduling, useful life, and
vehicle size are key in having an efficient fleet.
Scheduling – The scheduling of each vehicle is maximized across all
departments. For example, the city owns two loaders that are sched-
uled for work tasks for the Streets, Utilities, and Parks divisions depend-
ing on the need each day which optimizes the use of this piece of
equipment.
Useful Life – The city’s needs for vehicles varies seasonally. During the
summer months the Parks Division utilizes about 25 staff to complete
summer maintenance within the parks system. Additional vehicles are
needed to transport staff and equipment to the job sites. We have
found that as squad cars are no longer reliable for emergency service
5
and are retired in the spring, they can be utilized during the summer
months for seasonal staff without impacting the residual value of the ve-
hicle in the fall.
Right Sizing – The size/power of the vehicle is considered as part of the
replacement process. Upsizing would be recommended if it would make
a vehicle more useful or will fill a gap in service. For example, the engi-
neering inspections truck replaced in 2014 was programmed for a ½ ton
pick-up replacing like-for-like. By upsizing to a one-ton pickup, this ve-
hicle can and is now being used in the winter months for plowing snow
when the need arises due to other vehicle break downs or large snow
events. Conversely, a vehicle or piece of equipment will be downsized if
it is more than is needed. An example was the replacement of the load-
er in 2014. The pricing incorporated into the CIP allowed for upsizing.
However, it was determined that the current size is serving our needs,
thus a savings was realized.
6. Equipment Partnerships
Equipment sharing and partnerships have been promoted through the
creation of SCALE. The City has utilized two types of partnerships in
the past, equipment sharing and joint purchasing.
Equipment Sharing – Equipment sharing can take several forms. Gen-
erally, maintenance staff of the County and surrounding municipalities
are keyed into equipment sharing to fill short-term needs. For example,
Scott County lent the city dump trucks on two key occasions in 2014,
during the floods to haul sand and to help with the construction of the
CR 21 trail. On a different scale, equipment sharing can be more delib-
erate. For example, the City of Savage purchased a paver in 2011 to
complete roadway and trail repairs. Complimentary to this machine, the
City of Prior Lake purchased a four-foot milling machine. The combina-
tion of these two allows for both cities to complete pavement repairs and
resurfacing in a cost-effective and efficient manner.
Joint Purchasing – The City has utilized joint purchasing on a few occa-
sions in the past. Joint purchasing is a viable option for low use equip-
ment that does not serve a niche use. Joint purchasing was considered
as an option when the city replaced the bituminous hot box. This
equipment is utilized to pick-up bituminous from the plant and deliver to
the various repair sites around the city. During the peak spring pot-hole
season, this piece of equipment is utilized all day, every day by almost
every entity who completes road repair. This does not make this equip-
ment a good candidate for joint purchasing. However, the City is explor-
ing the joint purchase of sewer televising equipment. The use of this
equipment generally is not time-sensitive and can be scheduled
throughout the year.
7. Used
Purchasing used equipment can be a good option for some equipment.
Equipment that will have a lighter use and expected to have a longer
useful life for the city are good candidates. For example, maintenance
staff utilizes a fork lift for unloading deliveries of heavy materials and
6
supplies, assisting in work around the shop, particularly working on ve-
hicles and equipment. This equipment has a longer performance life
(20+ years) and a lighter use so purchasing a unit that is 5+ years at a
reduced price was cost effective. For vehicles that require dependability
or are customized to the city’s needs, purchasing a used unit is not a
cost effective option. In many cases it is very difficult to find equipment
that comes close to our specifications. For example, the large dump
trucks are difficult to locate equipped for municipal service since they
are neither heavy duty enough nor are they equipped with the technolo-
gy we use for comprehensive snow and ice functions.
Based on the CIP and in accordance with the City’s purchasing policy, bids
were solicited through the State of Minnesota Cooperative Purchasing Venture
(CPV) where available along with contacting local vendors for quotes that were
not part of the CPV. Attachment 3 shows the tabulation of the bids/quotes for
each piece of the fleet. The council is being asked to authorize the disposal of
the old equipment and the purchase of the equipment highlighted. A summary
of the total purchases are shown below:
Purchases for which authorization is being sought $985,717
Disposal value of trade-ins $92,000
Total Purchase Amount $893,717
Budget for which purchase authorization is being sought $952,029
Over/ (Under) budget (Planned Purchases) ($58,312)
Asphalt Roller (Unplanned) $41,024
Over/ (Under) budget with Asphalt Roller ($17,288)
Conclusion
Based on the City’s detailed vehicle and equipment needs and financial analy-
sis, staff is recommending purchasing of the following:
Streets
464 Tandem Axle Dump Truck (NEW)
469 5-Ton Single Axle Dump Truck
474 Asphalt Roller (failed in 2015)
Parks
546 1-Ton Dump Truck
501 Skidloader
503 Mower – 16 foot
521 Water Truck
525 Mower – 6 Foot with broom
526 Mower – 6 Foot with blower
539 Utility Vehicle – General Purpose
ISSUES: Generally the equipment quotes came within an acceptable amount or less than
the estimated costs incorporated into the CIP. Five of the units warrant addi-
tional discussion.
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#464 Tandem Dump Truck: As part of the review of the 2014 CIP, an addi-
tional dump truck was programmed to be purchased in 2016. The City has not
added vehicles or staffing for over 10 years whereas there has been addition of
over 18 miles of roads. This additional mileage has impacted the service levels
in the Street Department. In particular, in 2015 two hours were added to the
plowing times across the board for various snow events to be in line with actual
plow times. In addition, there is anticipation that additional street mileage will
be added once the Annexation area is open for development. Additional fleet
resources will be needed to serve this area. Based on the potential timing of
this development and the timeline to manufacture a truck, purchase of a new
tandem truck was recommended and budgeted in 2016.
#501 Skidloader: Staff is recommending the selection of the Caterpilliar 262D
over the Bobcat S650, which has a greater cost of $561.67. The Caterpillar is
the only manufacturer with the option of a dual auto leveling bucket. This fea-
ture keeps the bucket level as it moves up and down or the equipment travers-
es uneven topography. This reduces the amount of material spillage for the
operator reducing the time it takes to complete a task.
#526 Mower, 6-Foot: The City has two identical 6-foot mowers it utilizes for
small park areas and city facility mowing. One of the mowers is equipped with
a snow blower which is used to complete snow removal downtown and side-
walks used for school routes. Currently, this mower is a Toro 325D. During the
lifespan of this piece of equipment, the snow blower has been replaced two
times for a total cost of $11,500. The city has a similar John Deere mower with
blower attachment that has had similar use. This unit has not had any issues
with the blower attachment for four years whereas the Toro started showing
significant wear after the first season. For this reason, staff is recommending
replacing Unit #526 with the John Deere 1580 for an amount that is $3,931.09
more that the Toro unit.
#474 Asphalt Roller: The City currently owns an asphalt roller that was pur-
chased in 2009. This roller is a small contractor sized unit that generally is used
for driveway repairs. Over the life of the roller, it was has two significant failures
of the articulation joint which is the connection between the two vibratory drums.
Essentially the machine breaks in half with no warning significantly jeopardizing
the safety of the operator. The roller is currently programed to be replaced in
2024.
Given the history of failures with this machine, repair and replacement options
were considered.
The size of the machine we currently own is built for lighter use compacting
thinner lifts of asphalt in smaller areas. Although the City primarily uses it for
patching, the patches are full depth which puts more stress on the machine. If
we replace the roller with a similar sized machine, we can only expect a 5-6
year lifespan out of it. The cost of a similar sized unit is around $30,000.
The next size up roller is a heavier machine which will hold up to the type of use
it will see and produce a better pavement surface. In addition this size of roller
will be able to be used for reconstruction of trails as has been anticipated with
8
equipment partnerships in purchasing of an asphalt mill and the purchase of a
paver by the City of Savage. This roller will have a lifespan of 15 years. The
cost of this size of machine is around $50,000.
The City currently uses this machine about 200 hours per year. Given the us-
age the average cost per hour used of the smaller machine is about $23
whereas the cost for the larger machine is $12 per hour.
Staff also considered potential sharing and rental options. During the time the
roller was down, the City was able to borrow equipment from other entities.
However, about 50% the time the equipment was not available for use.
#521 Water Tanker Truck: The City currently utilizes a 1991 water tanker
truck to complete a number of public works functions including watering sod,
trees, and other plantings in summer, daily flooding of the ice rinks in the winter,
cleaning of lift stations, cleaning of environmental structures, dust control for
street sweeping, and cooling of the asphalt saw. This truck has significant is-
sues with many of the systems including severe leaking of the piping and valves
which has left it unsafe to operate on roads during the winter months and why
we decommissioned it for rinks this winter.
There were several options considered for replacement of this truck. The first
option was to replace the truck with like-for-like equipment. The City of Hopkins
replaced a truck equipped similar to our specification for a cost of $158,062.
The second option was to equip the truck with a hook which would allow more
functionality of this piece of equipment. This style of truck has been utilized by
many public works fleets due to its flexibility of uses. The hook attachment on
the chassis allows different backend attachments to be used. This would allow
the truck to be converted from a tanker truck to a dump box in a matter of
minutes. This truck could then be used to haul snow from the downtown which
is now accomplished with three one-ton trucks. The new box would have about
four times the capacity of one of the trucks currently being used which saves on
both labor, fuel costs and speed for each plowing event. This truck will have
many other potential uses for hauling although it will not have the power needed
to plow snow. As our fleet resources have been stretched this maximizes the
utilization of this truck. The cost difference is about $53,000. Over the 12 plus
year lifespan of this truck there will be operational savings and efficiencies
found to offset this amount.
The last option considered was sharing of a tanker truck with the Fire Depart-
ment. Although on the surface this looks like a potential option, there are a
number of operational issues which have been identified by municipalities that
have tried this option.
This truck is critical on all township and city fire calls without municipal water
supply. It needs to arrive within minutes of the first engine on scene. If the
truck is in use by Public W orks, fire response times will be seriously delayed.
The Public Works operator would need to be contacted and return the truck to
the station for fire personnel to drive to the scene. This alone could add 15+
minutes to the response time depending on the location within the City and traf-
9
fic conditions. In short the townships will conclude they are not getting what
they are paying for.
When a tanker truck of any type is used in the winter, as the water is applied it
freezes around the nozzles and dump valving which eventually impacts the op-
erability of the truck. On a long term fire scene in extreme cold, i.e. MN Horse
and Hunt Fire, it is common for the water trucks in use to fail by freezing up. If
the truck is being used for flooding of the rinks, it may no longer function
properly for the fire department’s needs. A fire response truck should be kept
in a warm environment and in a ready condition to dump water. A better option
for the Fire Department is to utilize one of the ten mutual aid agreements for
other fire tanker trucks that are set-up specifically for fire operations and are
ready for immediate fire response.
Although sharing of the tanker truck between departments can be done, it is
typically successful in smaller communities where the truck is used on a limited
basis by both departments. This is not the case in Prior Lake where the tanker
truck has fairly significant use in the Public Works Department.
Staff is recommending replacing the existing Public Works tanker truck with a
hook style truck including the tanker attachment and dump box attachment to
expand its utilization and provide operational efficiencies within the Department.
FINANCIAL
IMPACT:
The Equipment Replacement Plan programmed and the Revolving Equipment
Fund Budgeted $952,029 for the replacement of the fleet purchases for which
authorization is sought. The replacement cost for the proposed fleet purchases
including the asphalt roller are $934,741 which is $17,288 less than budgeted.
The Equipment Replacement Plan identified $400,000 in debt to support the
2016 purchases. The approval for the issuance of this debt will be brought to
the Council together with the bonding request for other CIP projects later this
spring.
ALTERNATIVES: 1. Approve a resolution authorizing the purchase of the proposed vehicles and
equipment and disposal of the existing equipment as detailed in this report.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
RECOMMENDED
MOTION:
Alternative No. 1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 16-XXX
A RESOLUTION AUTHORIZING THE 2016 VEHICLE REPLACEMENTS AND PURCHASES
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 2016 Equipment Replacement Plan contemplates the replacement or purchase of the
following units:
Streets
464 Tandem Axle Dump Truck (NEW)
469 5-Ton Single Axle Dump Truck
Parks
546 1-Ton Dump Truck
501 Skidloader
503 Mower – 16 foot
521 Water Truck
525 Mower – 6 Foot with broom
526 Mower – 6 Foot with blower
539 UTV –General Purpose
;and
WHEREAS, The 2016 Equipment Plan programmed $952,029.00 for the replacement of this equipment
and appurtenant equipment; and
WHEREAS, Unit #474, a 2009 Asphalt Roller, failed in 2015 and is recommended for replacement; and
WHEREAS, A detailed needs and financial analysis has been completed and was included in the agenda
report; and
WHEREAS, Quotes were received through the State Purchasing Program and are incorporated in the
agenda report.
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 trade-in the vehicles shown for disposal in the table below.
3. Staff is authorized to purchase the vehicles shown in the table below.
http://splash/teams/am/October 4 2010/02 08 2016/2016 Fleet Purchases RES.docx 2
4. Funds will be drawn from the Revolving Equipment Fund.
Unit Disposal Vehicle Replacement Vehicle Vendor Amount Authorized GL Number
469 2001 Sterling L8511 2016 Freightliner 108SD Westman Freightliner $54,791.00 410-43100.00-55550.00
469 N/A Ultra SSR Box-Henke Plow,
Wing and Controls TBEi $125,902.00 410-43100.00-55550.00
464 N/A 2016 Freightliner 108SD Westman Freightliner $114,644.00 410-43100.00-55550.00
464 N/A Ultra SSR Box-Henke Plow,
Wing and Controls TBEi $121,167.00 410-43100.00-55550.00
474 2009 Stone WolfPac
Roller Caterpiller CB24 Zeigler $41,024.44 410-43100.00-55570.00
546 1999 Ford F-350 4X4
Dump 2016 F-350 Wolf Motors $28,616.48 410-45200.00-55550.00
546 N/A Crysteel E-Series SS 3 yard Crysteel $24,529.16 410-45200.00-55550.00
521 1991 Ford L8000 Freightliner M2-106 Westman Freightliner $90,575.00 410-45200.00-55550.00
521 N/A
Steller Slider Jib Lift, 1800
gallon United Water Tank,16ft
Crysteel Dump Box
Crysteel Truck and
Equipment $120,540.00 410-45200.00-55550.00
501 2010 Caterpillar 262C
Skidloader Caterpiller 262D Zeigler $40,683.00 410-45200.00-55570.00
503 2008 Jacobsen
HR9016 Toro 5910 MTI $81,987.03 410-45200.00-55570.00
525 2009 Toro 325D Toro Groundsmaster 3280 MTI $35,952.70 410-45200.00-55570.00
526 2009 Toro 325D John Deere 1580 Sharber and Sons $36,076.07 410-45200.00-55570.00
539 2007 Kubota Toro Workman HDX Auto MTI $22,184.66 410-45200.00-55570.00
PASSED AND ADOPTED THIS 8th DAY OF FEBRUARY 2016.
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager
Attachment 1. Vehicle Condition Rating
Vehicle
ID Department Vehicle Category
Use
Category
Points
(5 Points)
Manufactured
Date
Vehicle
Age
Expected
Lifespan
Age
Points
(15 Points)
Current
Odometer
Expected
Engine
Lifespan
Mileage
Points
(10 Points)
Repair
Count
Reliability
Points
(5 Points)
Condition
Points
(5 Points)
Maint./Repair
Costs Purchase Price
Maint/
Repair
Percentage
Repair
Points
(5 Points)
Overall
Condition
Index
469 PUBLIC
WORKS
TRUCK-5TON-DUMP-
SINGLE AXLE 3 2001 15 12 19 82,463 120,000 7 9 2 5 $47,628 $200,000 23.81%2 38
546 PUBLIC
WORKS TRUCK-1 TON DUMP 3 1999 17 10 26 105,720 150,000 7 6 2 5 $43,292 $55,000 78.71%4 47
521 PUBLIC
WORKS
TANKER -> HOOK
TRUCK w/BOX 3 1991 25 15 25 58,749 120,000 5 5 2 5 $35,900 $120,000 29.92%2 42
501 PARKS SKID STEER
w/BROOM 3 2008 8 6 20 3,405 3,500 10 11 2 5 $16,429 $68,300 24.05%2 42
539 PARKS UTILITY VEH 3 2007 9 10 14 1,784 3,500 5 3 1 5 $16,236 $24,000 67.65%3 31
503 PARKS MOWER-16FT 3 2008 8 10 12 3,612 3,500 10 6 2 5 $12,552 $97,500 12.87%1 33
525 PARKS MOWER-6FT 3 2009 7 8 13 3,466 3,500 10 14 2 5 $15,253 $35,000 43.58%2 35
526 PARKS MOWER-6FT 3 2009 7 8 13 3,699 3,500 11 15 2 5 $22,328 $35,000 63.79%3 37
474 PUBLIC
WORKS ROLLER-SMALL 3 2009 7 6 18 681 1,000 7 4 1 5 $3,839 $24,400 15.73%1 35
Use Category Points - One point for non-essential use vehicle (staff car), up to 5 points for critical-use vehicle (e.g. Fire Truck, police squad car)
Age Points - One point is given for each year of vehicle age, divided by the expected vehicle life and multiplied by 15.
Mileage Points - Mileage or hours of the vehicle, divided by the expected engine life and multiplied by 10.
Reliability Points - Number of non-scheduled repairs in past 12 months. 1 point for less than 5, 2 for 5-15, 3 for 16-25, 4 for 26-35, and 5 for more than 36.
Repair Points - Cost of maintenance and repairs (excluding accident repairs tracked since 2013) over life of vehicle divided by the replacement cost and permanent equipment. 1 point for 20% or less, 2 points for 21%-48%,
3 points for 49%-75%, 4 points for 76%-99%, for points for 100% or more.
Condition Points - Points given during annual inspection with 0 points for brand-new vehicle, and 5 points for a vehicle with safety problems or extreme wear and tear
Overall Condition Rating - The sum of the individual elements (Note that the OCI presented here will differ from the CIP spreadsheet due to the different Repair Points calculation). See table below for classification of OCI.
OCI Range Condition Category
<15 points Excellent Condition
15-25 points Good Condition
25-35 points Qualifies for Replacement
≥35 points Needs Immediate Consideration
Attachment 2. Summary of Purchase Options Analysis
Equipment
Refurbishing
Analysis
Lease/Rental
Options
Zero Value
Operations
Alternative Fuel
Analysis
Equipment
Utilization
Used Equipment
Options
#464 - Tandem
Axle Dump Truck
NA Equipment
customized for use NA Diesel only Utilization
Optimized
Equipment
customized for use
#469 - 2001
Single Axle
Dump Truck
At useful life, not
cost effective
Equipment
customized for use
Vehicle has
exceeded useful life Diesel only Utilization
Optimized
Equipment
customized for use
#546 - 1999 Ford
F550 4X4 Dump
At useful life, not
cost effective
Equipment
customized for use
Vehicle has
exceeded useful life Diesel only Utilization
Optimized
Equipment
customized for use
#521 - 1991
Tanker Truck
At useful life, not
cost effective
Equipment
customized for use
Vehicle has
exceeded useful life Diesel only Consider Hook
Truck
Equipment
customized for use
#501 - 2008
Skidloader
At useful life, not
cost effective
Lease/Rental
Option is more
expensive
Vehicle has
exceeded useful life Diesel only Utilization
Optimized
Equipment
customized for use
#503 - 2008 16ft
Mower
At useful life, not
cost effective
Lease/Rental
Option is more
expensive
Vehicle has
exceeded useful life Diesel only Utilization
Optimized
Equipment
customized for use
#525 - 2009 6ft
Mower
At useful life, not
cost effective
Lease/Rental
Option is more
expensive
Vehicle has
exceeded useful life Diesel only Utilization
Optimized
Equipment
customized for use
#526 - 2009 6ft
Mower
At useful life, not
cost effective
Lease/Rental
Option is more
expensive
Vehicle has
exceeded useful life Diesel only Utilization
Optimized
Equipment
customized for use
#539 - 2007 Util.
Veh.
At useful life, not
cost effective
Lease/Rental
Option is more
expensive
Vehicle has
exceeded useful life Gasoline only Utilization
Optimized Not cost effective
#474 - 2009
Asphalt Roller
At useful life, not
cost effective
Lease/Rental
Option is more
expensive
Vehicle has
exceeded useful life Diesel only Consider Larger
Unit None Found
Attachment 3. Quotes for 2016 Fleet Purchases
Make, Model Vendor
Base
Vehicle Trade-In
Appurtenant
Equipment
Total
Equipment
Cost
#469 - Replace 2001 Sterling L8511 2016 Budget Allotment $193,640
Chasis
Freightliner 108SD Westman Freightliner $90,791.00 $36,000.00 $125,902.00 $180,693.00
Freightliner 108SD I-State Truck Center $91,092.71 $35,500.00 $125,902.00 $181,494.71
Appurtenant Equipment: Box, Plows, & Controls
Ultra SSR Box-Henke Plow, Wing and
Controls TBEI NA NA $125,902.00
Edge-RS Box and Falls Plow, Wing and
Controls Towmaster NA NA $133,323.00
#464 -NEW Tandem Dump Truck 2016 Budget Allotment $242,050
Chassis
Freightliner 108SD Westman Freightliner $114,644.00 $0.00 $121,167.00 $235,811.00
Freightliner 108SD I-State Truck Center $115,675.75 $0.00 $121,167.00 $236,842.75
Appurtenant Equipment: Box, Plows, & Controls
Ultra SSR Box-Henke Plow, Wing and
Controls TBEI NA NA $121,167.00
Edge-RS Box and Falls Plow, Wing and
Controls Towmaster NA NA $126,275.00
#474 - Replace 2009 Stone WolfPac Roller 2016 Budget Allotment $0
Caterpillar CB24 Zeigler $50,524.44 $9,500.00 $41,024.44
Bomag BW120 AD5 Ruffridge-Johnson $43,741.00 $2,600.00 $41,141.00
#546 - Replace 1999 Ford F-350 4X4 Dump 2016 Budget Allotment $52,015
Chassis
2016 F-350 Wolf Motors $37,816.48 $9,200.00 $24,529.16 $53,145.64
2016 Ford F-350 Midway (State Bid)$37,694.80 $6,000.00 $24,529.16 $56,223.96
2016 Ford F-350 New Prague $39,537.24 $5,000.00 $24,529.16 $59,066.40
2016 GMC Sierra 3500 Nelson Auto (State Bid)$36,985.73 $8,000.00 $24,529.16 $53,514.89
2016 Dodge Ram 3500 Nelson Auto (State Bid)$43,933.53 $8,000.00 $24,529.16 $60,462.69
Appurtenant Equipment: Dump Box and Sander
Crysteel E-Series SS 3 yd Crysteel NA NA $24,529.16
Henderson 25-HEN-41982-13-41V1 Aspen NA NA $25,460.00
Make, Model Vendor
Base
Vehicle Trade-In
Appurtenant
Equipment
Total
Equipment
Cost
#521 - Replace Tanker Truck 1991 Ford L8000 2016 Budget Allotment $227,630
Chassis
Freightliner M2-106 Westman Freightliner $97,575.00 $7,000.00 $120,540.00 $211,115.00
Freightliner M2-106 I-State Truck Center $97,690.92 $5,000.00 $120,540.00 $213,230.92
Appurtenant Equipment: Box and Flushing System
Steller Slider Jib Lift, 1800 gallon
United Water Tank, 16 ft. Crysteel
Dump Box
Crysteel Truck and
Equipment NA NA
$120,540.00
Ampliroll 120SL Jib Lift, 1800 gallon
United Water Tank, 16 ft. Ultra Dump
Box
TBEI NA NA $126,803.00
#501 - Replace 2010 Caterpillar 262C Skidloader 2016 Budget Allotment $54,899
Caterpillar 262D Zeigler $62,983.00 $22,300.00 $40,683.00
Bobcat S650 Lano Equipment $59,071.33 $18,950.00 $40,121.33
Accessories include Bucket, Broom, and Forks
#503 - Replace 2008 Jacobsen HR 9016 2016 Budget Allotment $93,215
Toro 5910 MTI $92,987.03 $11,000.00 $81,987.03
Jacobson HR9016T Turfwerks $97,018.68 $14,000.00 $83,018.68
#525 - Replace 2009 Toro 325D 2016 Budget Allotment $32,960
Toro Groundsmaster 3280 MTI $38,952.70 $3,000.00 $35,952.70
John Deere 1580 Scharber and Sons $44,274.84 $3,150.00 $41,124.84
Accessories include Mower Deck and Broom
#526 - Replace 2009 Toro 325D 2016 Budget Allotment $32,960
Toro Groundsmaster 3280 MTI $35,144.98 $3,000.00 $32,144.98
John Deere 1580 Scharber and Sons $39,226.07 $3,150.00 $36,076.07
Accessories include Mower Deck and Snow Blower
#539 - Replace 2007 Kubota 2016 Budget Allotment $22,660
Toro Workman HDX Auto MTI $22,684.66 $500.00 $22,184.66
John Deere Pro Gator Scharber and Sons $23,249.00 $1,000.00 $22,249.00