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HomeMy WebLinkAbout06(B) - 2021 Equipment Purchase Authorization Report S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx 2021 Equipment Purchase Recommendation Report S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx Proposed Equipment Replacement Summary Unit Description Age (Years) Miles/ Hours Score Original Purchase Cost CIP Replacement Cost Anticipated Net Cost Four (4) PD Squads $109,048 $172,000 $143,000 7130 CSO Pickup Truck 10 173,947 15.61 n/a (forfeiture) $40,000 $37,825 NEW Polaris ORV for PD (off-road vehicle) $0 $37,160 FD Radios Year 2 of 4-year replacement plan ($1,071 will be paid from FD operations budget) $52,000 $52,000 8488 Wheel Loader 14 4,288 24.35 $131,226 $251,600 $207,140 8502 Skid Steer – Tracks 6 2,526 23.19 $56,808 $87,500 $31,630 8505 Tractor 12 4,300 22.77 $39,737 $131,300 $97,120 8747 Generator – Towable 9 700 15.78 $29,739 $69,735 $64,735 8751 Truck 1-Ton 9 66,204 16.78 $33,602 $83,000 $62,702 8762 Truck 1-Ton 12 103,340 20.1 $59,712 $83,000 $70,600 NEW Truck ½-Ton For additional Building Inspector position $35,000 $33,269 NEW Crash Attenuator $31,000 $27,345 Totals $459,872 $1,036,135 $864,526 S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx PD SQUAD CARS (4 TOTAL) DESCRIPTION • 3 marked squads, 1 unmarked squad • Total Purchase Price: $109,048 • CIP Approved Amount: $172,000 • Quoted Replacement Price: $142,277 • Estimated Outfitting: $25,000 • Estimated Auction Value: $25,000 • Net Cost (estimate): $143,000 CONDITION • 3.5 – 4.5 years old • Overall score (average of all four units): 18.82 • Condition score: 2.5 (moderate wear, average of all four units) • Maintenance costs to-date: $53,090 total (49% of total purchase cost) USED FOR • Patrol vehicles STAFF RECOMMENDATION • Purchase three (3) new marked squads and one (1) new unmarked squad for estimated net cost of $143,000 after estimated $25,000 auction sale of current units • Funding from Equipment CIP S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx CSO PICKUP (7130) DESCRIPTION • 173,947 Miles • Purchase Price: n/a (acquired via forfeiture) • CIP Approved Amount: $40,000 • Quoted Replacement Price: $37,825 • Quoted Trade Value: $0 • Net Cost: $37,825 CONDITION • 10 years old • Overall score: 15.61 • Condition score: 3.5 (significant wear) • Maintenance costs to-date: $1,125 USED FOR • Community Service Office vehicle STAFF RECOMMENDATION • Purchase a new pickup for estimated net cost of $37,825 • Funding from Equipment CIP • Defer the purchase of a Drug Task Force unit to 2023 (replaces the Hyundai that has not yet been replaced in the fleet). The Drug Task Force is allowing the City to use one of their vehicles until the Hyundai gets replaced. S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx POLARIS OFF-ROAD VEHICLE (NEW) DESCRIPTION • CIP Approved Amount: $0 • Quoted Purchase Cost: $37,160 JUSTIFICATION The unique topography of Prior Lake, coupled with a vibrant community celebration culture and growing opportunities to engage our citizens and visitors, all present challenges to meet service needs with traditional police response vehicles. The addition of an off -road vehicle (ORV) would help meet those needs. The design allows for year-round use, with a much smaller footprint and greater ability to traverse multiple surfaces with better maneuverability. An ORV would allow us to work more effectively and efficiently at events and incidents such as: • Floods, tornados, and other natural disaster incidents where traditional police vehicles may become stuck or are too large to traverse • Rural and wooded terrain searches, assists and responses • Special events/celebrations with heavy pedestrian and vehicle crowding (Lakefront Days/MusicFest, fireworks, ice fishing contests or other lake-related events, Special Olympics Polar Plunge) • Parks patrol during larger athletic events/tournaments The ORV can be used to shuttle multiple officers, other people and/or equipment quickly in/out of areas, and as the downtown area expands for both business and residential, the ORV can be used where a traditional patrol vehicle may not be as effective due to the condensed nature of the area. STAFF RECOMMENDATION • Purchase new Polaris ORV for quoted net cost of $37,160 • Funding from Equipment CIP S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx FIRE DEPARTMENT EMERGENCY RADIOS DESCRIPTION • CIP Approved Amount: $52,000 • Quoted Purchase Cost: $53,071 • This is year 2 of a 4-year plan to replace all radios JUSTIFICATION The Fire Department currently has 33 Motorola XTS2500 800MHz portable radios that need to be replaced. These radios are carried by all Firefighters during emergency operations and are considered a life safety piece of equipment. They were originally purchased in 2004 and are no longer supported by Motorola. Eleven (11) Motorola APX-6000 XE portable radios were purchased in 2020 through the State Contract for $48,009 ($1,991 under budget). The CIP includes $160,000 over the next three years for the replacement of the remaining 33 radios. Twelve (12) radios are proposed for purchase in 2021. The quoted amount is $53,071 from Motorola Solutions, a State Contract vendor (this quote includes a discounted rate for purchasing in a lot of 12). Since $52,000 was budgeted in 2021, the $1,071 over- budget amount will come out of the FD operations budget. The FD applied for a FEMA Assistance to Firefighters Grant (AFG) in late 2020 for $142,255 which is the full quoted cost to replace all 33 radios. The grant is split 90% AFG ($128,030) and 10% City responsibility ($14,225). The award process through FEMA will not take place until late third quarter 2021. The FD will wait to purchase the 12 radios until after the grant awards are announced. If awarded the grant, the FD will move forward with replacing all 33 radios using the grant money and $14,225 of the budgeted $52,000 CIP funds. This would free up $145,775 of the $160,000 that is currently in the CIP for 2021-2023. STAFF RECOMMENDATION • If grant funds are not awarded, purchase 12 new Motorola radios for quoted net cost of $53,071 • Funding from Equipment CIP ($52,000) and FD operations budget ($1,071) S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx WHEEL LOADER (8488) DESCRIPTION • 4,310 Hours • Purchase Price: $131,226 • CIP Approved Amount: $251,600 • Quoted Replacement Price: $276,140 • Quoted Trade Value: $69,000 • Net Cost: $207,140 CONDITION • 14 years old • Overall score: 24.35 • Condition score: 4.0 (significant wear, rust on cab, plow in rough shape) • Maintenance costs to-date: $47,150 (36% of purchase cost) USED FOR • Loading/moving material (road salt, asphalt, dirt, gravel, etc.) • Snow plowing • Tree moving STAFF RECOMMENDATION • Purchase new CAT wheel loader for estimated net cost of $207,140 after estimated $69,000 trade-in of current unit • Funding from Equipment CIP S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx SKID STEER - TRACKS (8502) DESCRIPTION • 2,560 Hours • Purchase Price: $56,808 • CIP Approved Amount: $87,500 • Quoted Replacement Price: $65,630 • Quoted Trade Value: $34,000 • Net Cost: $31,630 CONDITION • 6 years old • Overall score: 23.22 • Condition score: 4.0 (significant wear, undercarriage needs work) • Maintenance costs to-date: $35,310 (62% of purchase cost) USED FOR • Loading/moving material (road salt, asphalt, dirt, gravel, etc.) • Downtown snow removal, Athletic field maintenance STAFF RECOMMENDATION • Purchase new CAT skid steer with tracks for estimated net cost of $31,630 after estimated $34,000 trade-in of current unit • Funding from Equipment CIP S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx TRACTOR (8505) DESCRIPTION • 4,310 Hours • Purchase Price: $39,737 • CIP Approved Amount: $131,300 • Quoted Replacement Price: $105,655 • Quoted Plow & Sander Price: $12,465 • Quoted Trade Value: $21,000 • Net Cost: $97,120 CONDITION • 12 years old • Overall score: 22.77 • Condition score: 4.5 (extreme wear, purchase has been delayed twice already) • Maintenance costs to-date: $14,038 (35% of purchase cost) USED FOR • Athletic field maintenance (ballfield dragging, aerating, fertilizing) • Streets and trails snow removal STAFF RECOMMENDATION • Purchase new tractor with plow and sander for estimated net cost of $97,120 after estimated $21,000 trade-in of current unit • Funding from Equipment CIP S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx GENERATOR – TOWABLE (8747) DESCRIPTION • 700 Hours • Purchase Price: $29,739 • CIP Approved Amount: $69,500 • Quoted Replacement Price: $69,735 • Quoted Trade Value: $5,000 • Net Cost: $64,735 CONDITION • 9 years old • Overall score: 15.78 • Condition score: 3.5 (moderate wear) • Maintenance costs to-date: $4,348 (15% of purchase cost) USED FOR • Emergency power at sanitary sewer lift stations STAFF RECOMMENDATION • Purchase new towable generator for estimated net cost of $64,735 after estimated $5,000 trade-in of current unit. • Will attempt to auction this unit with minimum bid of $5,000. Will trade for $5,000 if the auction doesn’t meet minimum bid. • Funding from Sanitary Sewer Utility Funds S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx 1-TON PICKUP (8751) DESCRIPTION • 66,950 Miles • Purchase Price: $33,602 • CIP Approved Amount: $83,000 • Quoted Truck Replacement Price: $37,776 • Quoted Box Replacement Price: $39,926 • Estimated Auction Value: $15,000 • Net Cost (estimate): $62,702 CONDITION • 9 years old • Overall score: 16.78 • Condition score: 2.5 (moderate wear, utility box doors are warped and door seals are all leaking moisture in utility box) • Maintenance costs to-date: $6,555 (20% of purchase cost) USED FOR • Transportation for Utility staff • On-board air for curb stop repairs STAFF RECOMMENDATION • Purchase new truck for estimated net cost of $62,702 after estimated $15,000 auction sale of current unit • Funding from Water and Sewer Utility Funds S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx 1-TON PICKUP (8762) DESCRIPTION • 104,222 Miles • Purchase Price: $59,712 • CIP Approved Amount: $83,000 • Quoted Truck Replacement Price: $37,776 • Quoted Box Replacement Price: $42,824 • Estimated Auction Value: $10,000 • Net Cost (estimate): $70,600 CONDITION • 12 years old • Overall score: 20.11 • Condition score: 4.5 (extreme wear, engine oil leak, utility box doors are warped and door seals are all leaking moisture in utility box) • Maintenance costs to-date: $15,644 (26% of purchase cost) USED FOR • Transportation for Utility staff • On-board air for curb stop repairs STAFF RECOMMENDATION • Purchase new truck for estimated net cost of $70,600 after estimated $10,000 auction sale of current unit • Funding from Water and Sewer Utility Funds S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx ½-TON PICKUP (NEW 6394) DESCRIPTION • CIP Approved Amount: $35,000 • Quoted Purchase Cost: $33,269 USED FOR • Needed for additional Building Inspector position that was added in October 2020 STAFF RECOMMENDATION • Purchase new ½-ton pickup for quoted net cost of $33,269 • Funding from Equipment CIP New truck will be similar to this one purchased in 2020 S:\BUDGET & CIP\2021 Budget\20210104 Equipment Purchase Recommendation Report.docx CRASH ATTENUATOR (NEW) DESCRIPTION • CIP Approved Amount: $31,000 • Quoted Purchase Cost: $27,345 USED FOR • Protection from rear-end crashes STAFF RECOMMENDATION • Purchase new crash attenuator for quoted net cost of $27,345 • Funding from Equipment CIP S:\BUDGET & CIP\Working CIP\Equipment Evaluation Matrix.docx Equipment Evaluation Matrix Vehicle Replacement Ratings (VRR) in Cartegraph Category Definitions Points 1 2 3 4 5 AGE One point for each 1.5 years of chronological age, based on manufacture date 0 – 1.5 years 1.5 – 3.0 years 3.0 – 4.5 years 4.5 – 6.0 years > 6 years USAGE Equipment metered in miles - 1 point for every 7,000 miles 0 - 7000 miles 7000 - 14000 mi 14000 - 21000 mi 21000 - 28000 mi > 28000 mi Equipment metered in hours - 1 point for every 400 hours 0 - 400 hours 400 - 800 hours 800 - 1200 hours 1200 - 1600 hours > 1600 hours RELIABILITY The average number of times a vehicle is in for service each 90 days. 1.5 times per 90 days 3 times per 90 days 4.5 times per 90 days 6 times per 90 days 7.5 or more times per 90 days MAINTENANCE AND REPAIR Compares the M&R costs to a percentage of the vehicle's Purchase cost (in our case, 75 percent of the purchase cost is used). Each point represents 20 percent. Between 0% and 20% of prorated vehicle cost Between 20% and 40% of prorated vehicle cost Between 40% and 60% of prorated vehicle cost Between 60% and 80% of prorated vehicle cost Between 80% and 100% of prorated vehicle cost SERVICE TYPE (CRITICALITY) This category takes into consideration the vehicle function and the effects of downtime on overall service levels. More than one same unit. Service levels unaffected by downtime. One other same unit. Service levels slightly affected by downtime. One other similar unit. Service levels moderately affected by down time. Only unit of this type, but easily rentable. Service levels moderately affected by downtime. Specialized and not rentable. Service levels significantly affected by downtime. CONDITION A mechanic rates each unit using a 1- 5 scale for overall condition. If no mechanic rating is given, the system will calculate a rating based on default the performance curve for that type of equipment. Like New Slight Wear / Few Deficiencies Moderate Wear / Some Deficiencies Significant Wear / Multiple Deficiencies Extreme Wear / Numerous Deficiencies