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Home My WebLink About10A - 2008 - 2012 Equipment Matrix Report /.~- PRIQ'.. I~..'.".~~ )\.1' It' ;?, ,U ~) \ h1. \, /1 <l~~~~' MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street SE Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT AUGUST 20, 2007 10A AL FRIEDGES, PARKS & FLEET MAINTENANCE SUPERVISOR CONSIDER APPROVAL OF A REPORT RELATING TO THE CITY OF PRIOR LAKE'S VEHICLE AND EQUIPMENT FLEET Introduction The purpose of this agenda item is to discuss the current fleet operations. The following items will be identified in this report: 1. The vehicle and equipment new and replacement matrix 2. Vehicle and equipment history, analysis and statistics 3. Jet Fleet program and Gas Boy monitoring 4. Extension of vehicle and equipment life expectancy efforts. History The Equipment Matrix was initially proposed as a new element within the 1998 Capital improvement Program. At the time, more than 75% of the City's rolling stock exceeded the manufacturer's recommended life span. The dependability of the equipment was poor and on-the-job-breakdowns commonplace. Our previous finance method, "equipment certificates," simply could not keep up with our new and replacement equipment needs. A revolving equipment fund was created that would fund the Matrix and would eliminate the necessity to issue debt in the form of equipment certificates. The following advantages were identified: 1. A regular replacement schedule was established to maximize the life expectancy of city equipment. 2. Equipment maintenance service costs are reduced as a result of improved equipment quality. 3. Increased operational efficiencies could be achieved as a result of newer technology improvements at time of replacement. 4. Equipment reliability was improved which decreased costly downtime as equipment condition, hours and mileage were monitored as part of regular scheduled servicing. 5. Operational safety was increased thereby reducing the city's public and workers comp liability exposure. 6. Elimination of debt issuance costs. 7. Bond interest savings. 8. Revenue source stability. 9. Minimal annual property tax impact. 10. Positive community image is conveyed through quality equipment. R:\Council\Agenda Reports\2007\08 20 07\report of copl vehicle and equip fleet agenda,doc www.cityofpriorlake.com Phone 952.447,9800 / Fax 952.447.4245 Current Circumstances 1. The Vehicle and Equipment Replacement Matrix The equipment matrix is intended to identify the City's equipment needs on a long term basis (12 years), and to provide a regular replacement schedule. The equipment matrix is broken down into departments (Fire, Building, Engineering, Parks, Police and Public Works), and includes a summary sheet of expenditure and revenue totals with a running cumulative fund balance. Each piece of equipment has been assigned a life expectancy ranging from 8 - 20 years with the exception of generators which are identified for 30 years, and the Fire Department's equipment that does not experience typical usage. By establishing a regular replacement schedule, service costs and down time are reduced. Currently, there are 129 vehicles and equipment in the fleet. The total number of vehicles and equipment represent squad cars, fire equipment, pick up trucks, dump trucks, utility equipment, sweepers, mowers, loaders, skid loaders, trailers, tractors, street repair equipment, forestry equipment, utility vehicles and staff cars. The following is a break down of the pieces of equipment by departments or divisions that generally use them (equipment sharing is commonplace to maximize usage of each piece). Fire Department Vehicle # Year Vehicle 9200 2003 Ford Expedition 9201 2004 Ford F150 9202 2005 Ford F150 Super Cab 9211 ONAN qenerator 9215 1993 Peterbilt Rescue Truck 9218 1983 Chevrolet K-30 4x4 9220 1993 Peterbilt Pumper truck 9221 1996 Peterbilt Pumper truck 9222 2007 Peterbilt Fire Truck 9237 1937 GMC Fire Truck 9260 2001 Peterbilt Tank truck 9270 2000 Ford F3504x4 9271 2001 Ford F350 4x4 9272 2008 Ford V-10 9275 2000 Polaris 500 6x6 9280 2007 E-One Bronto 100' Aerial 9290 Boat BuildinQ De )artment Vehicle # Year Vehicle 0300 2000 Ford Crown Victoria 0304 2004 Ford Crown Victoria 0703 2003 Ford Crown Victoria Buildinq 1096 1996 Jeep Cherokee Buildinq R:\Council\Agenda Reports\2007\08 20 07\report of copl vehicle and equip fleet agenda,doc De artment Year Vehicle 1999 Chevrolet Suburban 2003 Ford Crown Victoria En Parks Department Vehicle # Year Vehicle 0401 Gas can Diesel 0402 Gas can Diesel 0404 Gas can -unleaded 0500 Gas can - unleaded 0501 2006 Bobcat 0502 2001 773 Bobcat 0503 1995 5800 Toro 0504 2001 5800 Toro 0505 1995 Case 4210 tractor 0506 1998 Holder 0507 2000 International CX 100 tractor 0508 2005 Ford Ranger 0510 1999 Vermeer Woodchipper 0511 1993 Toro Proline 36" walk mower 0518 2002 Sterlinq dump truck 0519 1996 Ford L8000 dump 0521 1991 Ford L8000 tanker 0522 1991 Misc qas enqine - tanker rear enqine 0523 2003 Toro 3280 0524 1998 Toro 3250 0525 1999 Toro 3250 0526 1999 Toro 3250 0530 1986 Trailer - Homemade 0531 1996 22' Low rider trailer 0532 1996 Standard utility trailer 0533 2000 JAA-F AB 0534 2007 2007 Utility trailer 0535 1997 Cushman 4w iunior turf 0536 1997 Cushman 4w turf 0537 2002 Cushman 0538 2005 Cushman 0539 2007 Kubota 0540 1996 Chevrolet 1500 0541 2006 Chevrolet 0543 1999 Ford F3504x4 0544 1999 Ford F350 4x4 0545 1999 Ford F350 4x4 dump truck 0546 1999 Ford F350 4x4 dump truck 0547 2001 Dodge Ram V10 0548 2003 Ford F350 0549 2002 Ford F550 0550 2007 Rayco Super Jr. Stump Grinder 0551 2007 JLG Electric Scissor Lift 0553 2007 Toro SR4 Mower 0603 2003 Ford Crown Victoria 0803 2003 Ford Crown Victoria 0665 Equipment w/o unit numbers R:\Council\Agenda Reports\2007\08 20 07\report of copl vehicle and equip fleet agenda,doc Police Department Vehicle # Year Vehicle 0205 2005 Ford Crown Victoria 0307 2007 Ford Crown Victoria 0405 2005 Ford Crown Victoria 0706 2006 Ford Crown Victoria 0806 2006 Ford Crown Victoria 0906 2006 Dodge Charger OH01 2003 Harley Davidson 1005 2005 Ford Crown Victoria 1184 1984 Ford Econoline F350XL 1292 1992 Ford Ranqer 1504 2004 Ford Crown Victoria 2005 2005 Jeep Liberty Sport 4 x 4 Detective 2106 2006 Oodqe Maqnum 9911 Generator 9940 2001 Ford Expedition Detective Public Works Department Vehicle # Year Vehicle 0101 2001 Ford Crown Victoria 0428 2002 Savage truck 0429 2003 Hot Patcher 0445 2006 Maintenance Ctr Generator 0446 2006 Wells 8 & 9 Generator 0447 2005 Olympia Generator 0448 2004 Olympia Generator 0449 2004 Olympia Generator 0450 2000 Ford F350 utility 0451 2001 Ford 350 SO 4x4 0452 2005 Ford F-550 0453 1997 Ford F250 4x4 0454 2003 Router 0455 2003 HW Sander 0456 1999 Ford F350 4x4 utility 0457 1999 Ford F350 4x4 0458 2004 Chevrolet 1500 4x4 0459 1994 Ford F350 4x4 0460 2005 Slide In Pre Wet 0461 2006 Featherlite Enclosed Trailer 0463 2007 Valve Exerciser 0465 2003 International 7600 dump 0466 2000 Sterling dump truck 0467 2000 Sterling dump truck 0468 2001 Sterlinq dump truck 0469 2001 Sterling dump truck 0470 1990 Serco flexible extend a iet 0471 2007 Tymco sweeper 0472 2003 Elqin sweeper 0473 2003 Sealer 0474 1994 EZ Roller Stone 0476 1996 Generic qenset 0477 1995 Cat generator - booster station 0478 2003 Estate Lift Station generator R:\Council\Agenda Reports\2007\08 20 07\report of copl vehicle and equip fleet agenda,doc 0479 1999 Towmaster trailer 0480 1987 Trailer 0481 2004 Bobcat 0482 2004 Trailer, Quipnet QY-18 0484 2002 Jetvac 0485 1995 JCB 214 Backhoe 0488 2007 Case 721 loader 0489 2001 Cat 938G loader 0490 2006 Slide in Sander 0491 2006 Flail Mower 0494 2000 Ford Winstar van 0664 Equipment w/o unit numbers 1457 64 Miscellaneous fuel tank 2016 2002 Infrared patcher 2. Vehicle and Equipment History, Analysis and Statistics: Yearly, as part of the Capital Improvement Program (CIP), the equipment fund is researched. At that time, projected life expectancy identified for each piece of equipment is analyzed. This process is performed by factoring in the age, condition, repairs needed and information available relating to the past history of repairs made to the equipment. This information helps staff to determine whether the particular piece of equipment should be replaced or retained until a later date. With the preventative maintenance program that is utilized, more times than not equipment is retained beyond its projected life expectancy. An example of this happened while conducting the proposed 2008-2019 equipment matrix; 26 pieces of equipment were extended additional years retaining them for a total of 66 additional years. Likewise, it was decided that 5 pieces of equipment should be moved up in the matrix to be replaced at an earlier date. 3. Jet Fleet Program and Gas Boy Monitoring: The Jet Fleet program monitors the mileage, hours, fuel expense, vehicle type, vehicle status, year, make, model, the preventative maintenance needed, DOT inspections and tracks all repair costs made to each piece of equipment. The past history documented in the Jet Fleet program is essential information used by staff to determine the replacement of equipment. The Gas Boy fuel system entries at the fueling station are integrated into the Jet Fleet program. Again, this information is utilized to do all the monitoring of equipment. 4. Extension of Vehicle and Equipment Life Expectancy Efforts There are several means that staff utilizes to extend the life of the equipment: 1 )the most important being the ability to analyze the history and dollars spent on the particular piece of equipment; 2) proper and timely preventative maintenance; 3) proper operator training, and; 4) most importantly, the initial purchase of quality equipment. Additionally, staff has constructed a paint booth to refurbish equipment resulting in additional equipment longevity. R:\Council\Agenda Reports\2007\08 20 07\report of copl vehicle and equip fleet agenda,doc ISSUES: FINANCIAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: Vehicle and equipment purchase costs tend to increase. Even with the purchase of quality equipment, a preventative maintenance program and experienced and well trained operators, equipment ages and wears out. Staff is proposing to research the following potential alternatives to extend the life of our fleet and to help reduce purchase costs: => An aggressive refurbishing program => Lease and rental options => Operating select pieces of equipment to zero value => A more intense operator training and awareness program => Alternative fuels and upgraded fueling site => Vehicle and equipment scheduling procedures => Continued or increased equipment partnerships => Investigation of used vs. new Staff proposes to research these areas and prepare a report for the January 2008, City Council meeting. The revolving equipment fund is supported through investment earnings, annual incremental property tax increases of $10,000 on the equipment levy and enterprise fund contributions. By utilizing these revenue sources the revolving equipment fund has become self-sustaining and the equipment matrix is fully funded beyond the 12 year period shown in the CI P. Properly balancing future equipment needs becomes important to maintaining the revolving equipment fund balance. A critical component to ensuring the continuing success of the Equipment Matrix is to critically examine each year the scheduled replacements to prolong the useful life if economically feasible. The alternatives are as follows: 1. Approve a resolution of a report relating to the City of Prior Lake's vehicle and equipment fleet. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. Alternative #1. Steve Albrecht, Public Works Director/City Eng. R:\Council\Agenda Reports\2007\08 20 07\report of copl vehicle and equip fleet agenda. doc /'~"~~-P-iDO~"\ ( , I ... (', It )0' '! lu ~! \ h1! \' \ I '<11!.rvNESO'\~/ -..,..-----" 4646 Dakota Street S.E, Prior Lake. MN 55372-1714 RESOLUTION 07 -XX A RESOLUTION ACCEPTING A REPORT RELATING TO THE CITY OF PRIOR LAKE'S VEHICLE AND EQUIPMENT FLEET Motion By: Second By: WHEREAS, The vehicle and equipment matrix identifies the need to budget for new and replacement equipment; and WHEREAS, Yearly, as part of the Capital Improvement Program, the equipment is analyzed for additional longevity; and WHEREAS, The Jet Fleet program and Gas Boy monitoring system are critical components for staff to determine the replacement of equipment; and WHEREAS, Proper and timely preventative maintenance, proper operator training and the purchase of quality equipment are essential factors to the equipment matrix; and WHEREAS, Staff recommends preparing a report for the Council researching alternative possibilities to extend the life of the fleet; 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 research alternatives to extend the life of the fleet in accordance with the staff report. 3. The staff report relating to the City of Prior Lake's vehicle and equipment fleet is hereby accepted. PASSED AND ADOPTED THIS 20TH DAY OF AUGUST 2007. Haugen Haugen Erickson Erickson Hedberg Hedberq leMair leMair Millar Millar YES NO Frank Boyles, City Manager R:\Council\Agenda Reports\2007\08 20 07\report of copl vehicle and equip fleet reso,doc www.cityofpriorlake.com Phone 952.447,9800 / Fax 952.447.4245