HomeMy WebLinkAbout5N Vehicle Purchase Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: JANUARY 21, 2020
AGENDA #: 5N
PREPARED BY: BRIAN WELCH, INFORMATION SYSTEMS COORDINATOR
STEVE FRAZER, CHIEF OF POLICE
RICK STEINHAUS, FIRE CHIEF
ANDY BROTZLER, PUBLIC WORKS DIRECTOR/CITY ENGINEER
PRESENTED BY: ANDY BROTZLER, PUBLIC WORKS DIRECTOR/CITY ENGINEER
AGENDA ITEM: ADOPT RESOLUTION NO. 20-019 - AUTHORIZING THE PURCHASE
OF 2020 EQUIPMENT AS SET FORTH IN THE CAPITAL
IMPROVEMENT PROGRAM
GOAL AREA AND
OBJECTIVE:
DISCUSSION:
High-Value City Services
1. Establish financial stability for all funds.
Introduction
The purpose of this agenda item is to request City Council approval to
purchase equipment items previously identified and reviewed in the
approved 2020 CIP. These items include the following:
• 60-inch mower
• Building Inspeciton pick-up truck
• Public Works tandem-axle plow truck
• Public Works pick-up truck (sign truck)
• Public Works crew cab pick-up truck (streets)
• Police marked squad SUV (3)
• Police unmarked investigator cars (2)
• Fire grass rig pick-up truck
• Fire portable radios
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 annual fleet replacement buget. The goal is to replace the
equipment in a timely and cost-effective manner.
The plan is reviewed annually 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 (CIP). The purchases for the coming year
are incorporated into the annual budget requests and adopted by Council
in December. As per the City’s purchasing policy, all purchases over
$20,000 are brought back to Council for final purchase authorization.
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Current Circumstances
For 2020 there are nine pieces of fleet equipment and portable radios that
are programmed to be replaced that require council approval (>$20,000)
Existing:
Unit #398, 2010 Ford Explorer
Unit #9270, 2000 Ford 1-Ton
Unit #519, 2008 9-Ton Tandem-Axle Dump Truck
Unit #523, 2012 John Deere 6 ft Mower
Unit #450, 2011 Ford 1-Ton
Unit #459, 2008 Ford 1.5-Ton
Unit #316, 2016 Ford Interceptor SUV
Unit #417, 2017 Ford Interceptor SUV
Unit #715, 2015 Ford Interceptor SUV
Unit #1407, 2007 Nissan Murano
Unit #1212, 2012 Lincoln MKZ
Replaced with:
Unit #398
This existing Building Inspection vehicle was formerly the Fire Chief’s
vehicle until 2018. The City’s Equipment Replacement plan recommends
replacement of this piece of equipment every 8 years of Fire Deptartment
use. The Chief’s vehicle was replaced on schedule last year and was
repurposed for use by the Buildings Deptartment, thereby getting an
additional two years of service (by the time it is replaced in 2020) beyond
the recommended replacement schedule.
We received two bids for replacement of the vehicle. The first bid was
from Wolf Motors and was for a Ford F-150 at a cost of $31,906.68. The
second bid was from Midway Ford at the state bid price of $32,608.94.
Staff recommends proceeding with the purchase of the new vehicle from
Wolf Motors.
2020 Budget = $32,017
Under budget by $110.32
Unit #9270
This is the current 2000 F-350 grass fire truck and is equipped with a
pump for offroad grass fires. The current mileage is 26,663.
The 2020 Equipment replacement scheduled replacement of this vehicle
in 2020. A new pump is needed for the truck as the old one is worn and
does not meet current needs of the Fire Department.
The City received a bid from Wolf Motors for the Ford F-550 chassis for
$46,009.45 and the state bid quote from Midway Ford for $46456.49. The
sole bid for the grass-fire pump came from MacQueen Equipment Group
at $40,155. The old vehicle will be auctioned off, but the resale value is
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not reflected in the prices in this report. Staff recommends purchasing the
chassis from Wolf Motors and the pump from MacQueen Equipment
Group.
Truck $ 46,009.45
Grass-Fire Pump $ 40,155.00
Total $ 86,164.45
2020 Budget = $65,000
Over budget by ($21,164.45)
Unit #519
This unit is a tandem axle dump truck. It is a 2008 Sterling. The City’s
Equipment Replacement plan recommends replacement of this vehicle
every 12 years. This vehicle has seen heavy use and is in need of
replacement. The current mileage is 86,678. These trucks do not come
standard with plow equipment. The City has to purchase the base truck
and then have a separate vendor install the plow equipment.
The state bid amount from Boyer Trucks for the base truck is $86,302.93
with the state bid price from Towmaster for the plow equipment and
installation at $135,188.00.
Staff recommends purchasing the truck from at the state bid price of
$86,302.93 and the plow equipment and installation for $135,188.00.
Truck $ 86,302.93
Plow Equipment $135,188.00
Total $221,490.93
2020 Budget = $258,102
Under budget by $36,611.07
Unit #523
The existing 60-inch lawn mower is a 2012 John Deere. The City’s
Equipment Replacement plan recommends replacement of this piece of
equipment every 8 years, so this is piece of equipment is being replaced
on schedule. This lawn mower is used to mow lawns in the City’s parks
and around facilities and gets very heavy use. It is also used for snow
blowing in the winter. It is in poor condition and needs to be replaced.
We utilized the state bid for replacement of the John Deere 60-inch lawn
mower. The sole bid was from MN Equipment for $40,876.97.
Staff recommends proceeding with the purchase of the John Deere 60-
inch lawn mower from MN Equipment at the state bid cost of $40,876.97.
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2020 Budget = $45,895
Under Budget = $5,018.03
Unit #450
This truck is used for conducting locates as well as maintenance and
replacement of street signs. The existing truck is a standard utility vehicle
and is not properly equipped for sign maintenance and frequent roadside
work. The City’s Equipment Replacement plan recommends replacement
of this vehicle every 12 years. The existing truck was purchased in 2011
so it is being proposed to be replaced two years before it is scheduled per
the City’s plan. It has numerous mechanical and safety issues and is in
need of replacement. The current mileage is 103,272.
The proposed vehicle moves from a diesel engine to gas, saving upfront
costs and reduces maintenance costs. The vehicle’s equipment boxes
will be configured specifically for street sign work, along with a
mechanical post-puller and a tailgate configured for sign installation and
roadside safety.
The City used the state bid for replacement of this vehicle with a Ford F-
550. Wolf Motors gave a bid price for the chassis of $27,918.25 and a
state bid was received from Midway Ford for $30,872.35. The equipment
and installation bid was a state bid from Truck Utilities for $106,279.00.
Staff recommends purchasing the truck chasis from Wolf Motors for
$27,918.25 and outfitting the equipment from Truck Utilities for
$106,279.00.
Truck $ 27,918.25
Utility Box $106,279.00
Total $134,197.25
2020 Budget = $149,704
Under budget by $15,506.75
Unit #459
This unit is a 1½-ton truck used for streets and utilities maintenance and
snowplowing. This truck is a diesel engine and it is proposed to continue
with a diesel engine for the capability to tow trailers and other equipment.
The new vehicle will be a four-door crew cab in to support the
transportiaton of crews to job sites more efficiently. The current mileage is
81,443.
Per the City’s Equipment Replacement plan this vehicle is scheduled for
replacement every 12 years. The current truck was purchased in 2008
and is therefore proposed to be replaced on schedule. This truck has
gotten a lot of use and has become unreliable. It is therefore necessary
to replace it now.
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The current truck is diesel engine and is proposed to be replaced with a
diesel engine Ford F-550 crewcab. The City received a bid from Wolf
Motors for $42,224.50 and a state bid from Midway Ford for $47,136.71.
A single state bid for the box equipment came from Crysteel for
$65,559.23.
Staff recommends purchasing the chasis from Wolf Motors for
$42,224.50 and the box equipment from Crysteel for $65,559.23.
Truck $ 42,224.50
Plow Equipment $ 65,559.23
Total $107,783.73
2020 Budget = $106,859
Over budget by ($924.73)
Police Squads
For 2020 there were five vehicles programmed to be replaced.
Unit #116, a Ford SUV
Unit #316, a Ford SUV
Unit #715, a Ford SUV
Unit #1212, a Lincoln MKZ (civil forfeiture)
Unit #1407, a Nissan Murano (civil forfeiture)
The first three vehicles are proposed to be Ford Interceptor SUVs. The
Ford Interceptor SUV is the City’s standard for patrol squads. They
became the standard several years ago and there are benefits to
continuing with these vehicles. The second two vehicles are unmarked
investigator vehicles and will be Jeep Cherokees; also an effort to
standardize equipment.
By standardizing equipment, the officers can easily transition from squad
to squad where equipment and controls are found in the same place.
This is especially important during emergency operations not only with
the placement of the controls but the handling of the vehicle itself. In
addition, the lights and other safety equipment generally have a life span
two to three times that of the squad itself. With standardization, the old
equipment generally fits the new squad so it allows it to be reused for two
to three replacement cycles.
Squads are purchased through the State of Minnesota Cooperative
Purchasing Venture (CPV) via Tenovoorde Ford. Note that the old
squads will be retained for the summer months to be used by our 25+
seasonal Public Works staff and then sold at auction in the fall with little
to no loss in residual value. The trade resale value is not reflected in the
pricing at this time. The state bid price for the Ford Interceptor SUVs is
$39,932.56 per vehicle. The state bid price from Mike Motors for the
Jeeps is $29,890.00 per vehicle.
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3x Ford Interceptor $119,797.68
2x Jeep Cherokee $ 59,960.00
Total $179,757.68
2020 Budget = $186,799.00
Under budget by $7,221.32
Portable Fire Radios
The Fire Department currently has 47 Motorola XTS2500 800MHz
portable radios. These radios are carried by all Firefighters during
emergency operations and are considered a life safety piece of
equipment. The radios were purchased in 2004 and are no longer
supported by Motorola.
The 2020 Equipment replacement scheduled replacement of this
equipment in 2020. The Fire Department will ask to purchase radios
incrementally until all the equipment is replaced.
The City received a bid from Motorola Solutions for the replacement of 10
radios and associated equipment for $48,008.75. The radios will be
purchased under State contract.
Radios $ 48,008.75
Total $ 48,008.75
2020 Budget = $50,000
Under budget by (1,991.25)
Conclusion
Staff recommends Council authorization for the purchase and
replacement of the specified equipment.
ISSUES: There are no issues anticipated with these purchases.
FINANCIAL
IMPACT:
The Council approved the 2020 budgets and tax levy as part of the
December 2nd, 2019 City Council agenda. This authorization for
purchase of this equipment is in accordance with the 2020 budget as
presented for the fleet replacement program as approved in the 2020
CIP.
The 2020 Equipment Replacement Plan (CIP) and the 2020 revolving
Equipment Fund budgeted $894,376.00 for the replacement of these
vehicles and equipment. The actual total replacement cost for this
equipment is $850,186.44; which is $44,189.56 below budget.
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ALTERNATIVES: 1. Motion and second to approve a resolution as part of the consent
agenda authorizing the purchase of the nine pieces of equipment
and appurtenant equipment as detailed in this report.
2. Motion and second to remove this item from the consent agenda
for additional discussion.
RECOMMENDED
MOTION:
Alternative #1.
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 20-019
A RESOLUTION AUTHORIZING THE PURCHASE OF 2020 EQUIPMENT AS SET FORTH IN
THE CAPITAL IMPROVEMENT PROGRAM
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 2020 Equipment Replacement Plan contemplates the replacement of Unit #
398-Building Inspection Truck, Unit #523-6’ Lawn Mower, Unit # 519-Tandem Axle
Dump Truck, Unit #9270-Grass Fire Truck, Unit #450-1.5-Ton locate/sign pick up,
Unit #459-1.5 Ton pick up, Unit #116 Interceptor, Unit #316 Interceptor and Unit
#715 Interceptor, #1212 Investigator squad, #1407 Investigator squad, portable fire
radios; and
WHEREAS, The 2020 Equipment Plan programmed $894,376 for the replacement of these
vehicles and equipment; and
WHEREAS, Quotes were received and totals are identified 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 dispose of Unit #398, Unit #523, Unit #519, Unit #9270, Unit #450, Unit
#459, Unit #116, Unit #316, Unit #715, Unit #1212 and Unit #1407.
3. Staff is authorized to purchase a 6’ lawn mower, a building inspection pick up, a tandem
axle dump truck, grass fire truck, a 1.5 ton locate/sign pick up, a 1.5 ton pick up, 3 police
interceptors, 2 police squad cars and portable fire radios.
4. Funds will be drawn from the Revolving Equipment Fund
Passed and adopted by the Prior Lake City Council this 21st day of January, 2020
VOTE Briggs Thompson Burkart Braid Erickson
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Jason Wedel, City Manager