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Home My WebLink About6J Fire Department Pickup MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: ISSUES: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT FEBRUARY 20, 2007 6J AL FRIEDGES, PARKS AND FLEET SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF ONE 2007 FORD F350 4x4 SUPER CAB PICKUP TRUCK FOR THE FIRE DEPARTMENT AND THE TRADE-IN OF ONE 1983 4x4 PICKUP (UNIT #9218) Introduction The purpose of this agenda report is to authorize the purchase of one 2007 Ford F350 4x4 super cab with a 6-foot box pickup truck for the Fire Department as a replacement for an existing pickup. Historv The Prior Lake Volunteer Fire Department uses 4x4 pickup trucks for grass fires, pulling fire related equipment and other miscellaneous purposes. There is $35,000 identified in the 2007 Equipment Matrix and Capital Improvement Program (CIP) to replace a 1983 Chevrolet 4x4 pickup. This vehicle is used for pulling the smoke house, zodiac rescue boat and six-wheeler. In addition, this pickup can be equipped for grass fires and act as a support vehicle. Current Circumstances Including the 1983 Chevrolet (Unit #9218), the Fire Department utilizes six 4x4 vehicles. Their unit numbers and primary function are as follows: Unit number Year Make/model Primary function 9200 2004 Ford F150 Fire Chief vehicle 9201 2003 Ford F150 First Assistant vehicle 9202 2005 Ford Expedition Second Assistant vehicle 9218 1983 Chevrolet K30 Support vehicle 9270 2000 Ford F350 Grass rig vehicle 9271 2001 Ford F350 Grass rig vehicle This is a replacement vehicle and not an addition to the fleet. It replaces a 24- year old Chevrolet 4x4 pickup which will be traded with the purchase of the new vehicle. The currently owned 1983 Chevrolet 4x4 Unit #9218 is rusting on the box and cab corners. It is also in need of tires, a seat, rear main seal, front crack seal, hub locks, and power steering seals and hoses. To complete these repairs would cost approximately $4,000. FINANCIAL Quotes were solicited and received from the State of Minnesota Purchasing IMPACT: Agency in accordance with the City's Purchasing Policy and are as follows: R:\Agenda Reports\2007\02 20 07\fd ford f350 pickup agenda.DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 Nelson Dodge Thane Hawkins Elk River Polar Chevrolet Ford Make/model Chevy 3500 Ford F350 Brake Controller $ 150.00 Included Heaw dutv hitch Included Included Limit switch $ 250.00 Included Sub total $ 25,723.50 $ 24,086.50 Less trade 7$ 1,000.00) ($ 2,500.00) Tax n/a n'a Grand Total No quote $ 24,723.50 $ 21,586.50 received Quotes were also solicited with identical specifications from vendors not associated with the state bid and are as follows: Mahowald Jeff Belzer Wolf Motors Motors Dodae Make/model Chew 3500 Dodoe Ram 3500 Ford F350 Brake Controller $ 150.00 $ 150.00 Included Heaw dutv hitch Included Included Included Limit switch $ 250.00 $ 250.00 Included Sub total $ 31,012.50 $ 28,492.50 $ 23,074.27 Less trade No trade offered ($ 3,500.00) ($ 2,500.00) Tax n/a n/a n/a Grand Total $ 31.012.50 $ 24.992.50 $ 20.574.27 There is a difference of $10,438.23 from the high to low quote. Wolf Motors, which is not part of the state bid, delivered the lowest quote for the Ford F350 pickup for a cost of $20,574.27. The following is a list of additional equipment needed to make the pickup functional for fire emergency response: Item Cost LED Iicht bar with opticon $ 5,203.16 Graohics $ 680.00 Bed liner $ 500.00 Miscellaneous (f1ashliahts, GPS, license, etcl $ 2,000.00 Grand Total $ 8383.16 Purchasing the Ford F350 from the low bidder and the additional equipment results in a total cost of $28,957.43. $35,000 is identified in the 2007 Equipment Matrix and Capitol Improvement Program for this purchase. Citv Purchasino Criteria Guidelines for purchasing equipment have been established by City Council. The criteria and how the purchase addresses each criterion are shown below. R:\Agenda Reports\2007\02 20 07\fd ford f350 pickup agenda.DOC Use minimum reauirement soecifications. not listed wants The 2007 Ford F350 4x4 super cab is sized for the Fire Department to carry appurtenant equipment and supplies in emergency situations. The specifications are minimal requirements for this vehicle to perform its intended functions. Use functional reauirements. not individual manufacturer's soecifications The specifications for this vehicle we propose to acquire were prepared by the State Cooperative Purchasing organization based upon their experience with equipment and the needs expressed by public agencies purchasing from the bid. Additionally, quotes with identical specifications were solicited from a vendors not associated with the State Bid. Receive five real bids The City solicited six quotes and received five from Thane Hawkins Polar Chevrolet, Elk River Ford, Mahowald Motors, Jeff Belzer Dodge and Wolf Motors. ALTERNATIVES: 1. Approve a resolution authorizing A) The purchase of one 2007 Ford F350 4x4 super cab from Wolf Motors B) Staff to purchase related appurtenant equipment and C) The trade-in of a 1983 Chevrolet 4x4 (Unit #9218) all for a total cost of $28,957.43. 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 #1. R:\Agenda Reports\2007\02 20 07\fd ford f350 pickup agenda.DOC Motion By: Second By: WHEREAS, The Capital Improvement Program and Equipment Matrix for 2007 provide for the acquisition of one 4x4 super cab pickup truck; and, WHEREAS, Quotes were solicited and received from the State of Minnesota Purchasing Agency and are as follows: Nelson Dodge Thane Hawkins Elk River Polar Chevrolet Ford Make/model Chevv 3500 Ford F350 Brake Controller $ 150.00 Included Heavv duty hitch Included Included Limit switch $ 250.00 Included Sub total $ 25,723.50 $ 24,086.50 Less trade ($ 1,000.00) ($ 2,500.00) Tax n/a n/a Grand Total No quote $ 24,723.50 $ 21,586.50 received Quotes were solicited with identical specifications from vendors not associated with the State of Minnesota Purchasing Agency and are as follows: Mahowald Jeff Belzer Wolf Motors Motors Dodae Make/model Chevv 3500 Dodce Ram 3500 Ford F350 Brake Controller $ 150.00 $ 150.00 Included Heavv duty hitch Included Included Included Limit switch $ 250.00 $ 250.00 Included Sub total $ 31,012.50 $ 28,492.50 $ 23,074.27 Less trade No trade offered ($ 3,500.00) ($ 2,500.00T Tax n/a n/a n/a Grand Total $ 31.012.50 $ 24.992.50 $ 20.574.27 and WHEREAS, The following is a list of cost and equipment to make the pickup functional for emergency response: R:\Agenda Reports\2007\02 20 07\fd ford f350 pickup reso.DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 Item Cost LED light bar with ooticon $ 5,203.16 Grapics $ 680.00 Bed liner $ 500.00 Miscellaneous (flashlights, GPS, license, etc) $ 2,000.00 Grand Total $ 8383.16 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 directed to place an order at Wolf Motors for one 2007 Ford F350 four wheel drive super cab pickup truck for an amount not to exceed $20,574.27 and to trade-in one 1983 four wheel drive pickup (Unit #9218). 3. Staff is directed to purchase the appurtenant equipment necessary to equipment the pickup truck for emergency response for an amount not to exceed $8,383.16. 4. The total funds for the purchase of one F350 four wheel drive super cab pickup and appurtenant equipment shall be drawn from the Equipment Fund in an amount not to exceed $28,957.43. PASSED AND ADOPTED THIS 20TH DAY OF FEBRUARY 2007. Haugen Haugen Erickson Erickson Hedberg Hedbera LeMair LeMair Millar Millar YES NO Frank Boyles, City Manager R:\Agenda Reports\2007\02 20 07\fd ford f350 pickup reso.DOC