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ITEM 3.6 Purchase of Fleet Vehiclesf� F 5 y OtSegTY O o F MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Public Works Kevin Lamson, Streets February 27, 2017 Parks & Recreation Ross Demant, Parks Public Utilities Kurt Neidermeier, Utilities PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda Adam Flaherty, 3.6 Interim City Administrator AGENDA ITEM DETAILS RECOMMENDATION: Staff recommends the purchase of the following fleet vehicles and equipment: -Three pickup trucks from Midway Ford. -Asphalt roller from Ruffridge-Johnson Equipment Company. ARE YOU SEEKING APPROVAL OF A CONTRACT?I IS A PUBLIC HEARING REQUIRED? No No I BACKGROUND/JUSTIFICATION: Included in the 2017 CIP is the replacement of two pickups from the Streets and Parks and Recreation Departments and the addition of a pickup truck for the Utilities Department. Also included is the purchase of an asphalt roller for the Streets Department. Analysis for each of the vehicles is as follows: The first vehicle being recommended for replacement is BD17. This is a 2005 Chevrolet 1500 extended cab pickup with approximately.99,020 miles and a vehicle rating of 16/18. This truck has got some extensive rust related issues to the body, bumpers and frame. Staff estimates that it would need $5,300 to rehabilitate the vehicle. Staff has seen the benefits of streamlining our fleet with similar brands like Ford or Mack, therefore we requested quotes and trade-in pricing from Midway Ford which currently holds the State Contract for government purchases. Staff also made the recommendation in the 2017 CIP to purchase % ton pickups versus % ton pickups so they are capable of doing the required towing/hauling as needed. Midway Ford has offered the city $6,500 for the trade-in of this vehicle. Final purchase price minus the trade-in is $24,996.05. This amount is over the $23,773 budgeted for this exact vehicle because the estimated trade-in amount was more than what we were actually given for the truck. (Please see supporting pages 1-3). The second vehicle being recommended for replacement is 17. This is a 2005 Chevrolet 2500 crew cab with approximately 81,395 miles and a vehicle rating of 16/18. This vehicle has some interior/exterior issues and has got a number of seals going out on both the transmission and power steering components. Staff estimates that it would need approximately $4,240 to rehabilitate the vehicle. Staff also made the recommendation to replace this vehicle with a % ton crew cab vehicle. Again, Midway Ford has offered the city $9,000 for the trade-in of this vehicle. We received $2,500 more for this vehicle versus the %2 ton because the body is in slightly better shape, % ton, 6.0 motor and better tires. Final purchase price minus the trade-in is $22,568.91. This amount is under the $23,773 budgeted for the vehicle. The total purchase price for the two previously mentioned vehicles is $47,564.96 which is $18.96 higher than the $47,546 budgeted for the two vehicles. (Please see supporting pages 4-6). The third vehicle being recommended for purchase would be an addition to the Utilities Department. The Utilities Department currently only has four vehicles for five staff which creates transportation difficulties. Staff is recommending purchase of an identical truck similar to the truck that is replacing BD17. Midway Ford has offered us a state contract price of $31,918.55 for the vehicle which is under the $42,000 budgeted for the vehicle. Staff is planning on installing an additional v -plow on this truck and that is why there is an approximately $10,000 gap in the pricing. (Please see supporting page 7). The fourth vehicle being recommended for purchase is a new blacktop roller for the Streets Department. The current roller is a 1999 Multi -Quip VR -36H asphalt roller that was purchased used in 2005 from Wayne Pike Auctions for $3,000. Our fleet software shows that staff has spent approximately $1,123.20 on repairs and maintenance for the roller. This roller has reached its useful life and it is becoming increasingly difficult to find replacement parts for this roller when we have breakdowns. Staff plans on using this roller until it is no longer operational. In addition to our current asphalt roller staff has been renting an additional Bomag asphalt roller from Ruffridge-Johnson Equipment Company in order to complete patching projects. We have been renting their Bomag model BW90 AD which is very similar in size to our roller but far more efficient. Ruffridge- Johnson has offered the city the opportunity to apply 90% of our 2016 rentals towards the purchase price of that vehicle. Our 2016 rentals were $3,000 so we are able to apply a $2,700 credit towards the $31,900 base price of the vehicle for a final purchase price of $29,200. This amount is under the $32,000 that was budgeted for the purchase of a roller. Staff is recommending that we purchase the Bomag BW90 AD asphalt roller from Ruffridge-Johnson Equipment Company for $29,200. (Please see supporting page 8). The Public Works Subcommittee was presented with this information at the Feb. 15th, 2017 meeting and recommended that these items be placed on consent agenda. Funding for these budgeted purchases will come from the 206 Capital Revolving Equipment Fund. SUPPORTING DOCUMENTS: ATTACHED NONE • Replacement Pickup Trucks — Quotes & Vehicle Rating Sheets (pages 1-6). • Pickup Truck Addition — Quote (page 7). • Asphalt Roller —Quote (page 8). POSSIBLE MOTION Please word motion as you would like it to appear in the minutes. -Motion to approve the purchase of three pickup trucks from Midway Ford and an asphalt roller from Ruffridge-Johnson Equipment Company. BUDGET INFORMATION FUNDING: BUDGETED: #206—Capital Equipment Revolving Yes Midway Ford Commercial Fleet and Government Sales 2777 N. Snelling Ave. Roseville MN 55113 T-70 2017 F250 04- Super Cab. 6.76' Box Automatic Transmission Dual Front Air Bags AM/FM Radio Tow Hitch Tilt Wheel Travis Swanson 651-343-5212 tswanson c@rosevillemidwayford.com, Fax # 651-604-2936 40/20/40 Vinyl Front Seat Front Tow Hooks Standard Base Upholstery Rubber Floor Covering 4 -Wheel ABS Brakes Black Bumpers w/Rear Step Air Conditioning Matching Full Size Spare Tire LT245/76r17 E All Season Tires 6.2L V8 E86 Options Code Price Select Exterior Colors Code Select Upfitter Switches 668 $152 x Blue Jeans Metallic N1 240 Amp Alternator 67D $79 x Race Red PQ Cloth Seat 40/20/40 1 $92 x Caribou Metallic LQ XL Value Package 96V $663 x Shadow Black G1 (Cd Player Cruise, Chrome Bumpers) Magnetic Metallic J7 Shift on Fly 4x4 213 $171 x Ingot Silver Metallic UX Spray in Liner $456 x Oxford White Z1 x LT245/75r17E AT TBM $152 x Snow Plow Prep 473 $79 x ` Power Equipment Group 90L $841 x Extended Service Contracts Cost Select Rear View Camera 871 $341 x 7 year/75,000 mile PremiumCare Warranty (Bumper to Bumper) $2,570 Option Total $3,026 ia,:t �.h_,vy.D.': You must have a active FIN code top articip ate in this purchase contract : FIN code # Purchase Order required prior to order placement PO # Base Price Totals 6,2 Gas Options Price Totals Trade In Unit BW71500 Transit Impr Excise Tax Tax Exempt Lic 6.5% Sales Tax Document fee Sub total per vehicle Number of Vehicles $26,817.00 $3,026.00 ($6,500.00) $20.00 40,75 $1,517.30 $75.00 $24,996,05 1 Name of Organization Address Grand Total for all units $24,996.05 City, State, zip Acceptance Signature Contact Person/ Phone # Print Name and Title Date Contact's e-mail address and fax # N 'SrehlcXeiquipxnenL+vaIuaion .Voxm Item # Rn P7 year:, 5 maim.. Ok U Y Model.- / S 0 D 1VZileage; T� / LJ�i usingDept,/biv.: Date o%EYaluaijen: 2, Zi.k111 C DiagnoPfs Code Ca�exlescrzpiiatt Gbod By&tdmis fun o4foningwall, M4 no roajarrep air expected Fairrcmi+rr�a . Majorover�au7isueeded,butsysfemaanionationPorav�hilelongerbefore • over7�aulis Poor. .Major repair is required as soon as possible to Bwme.yaWola&Tcnda'bz7.iiy ' Evaluators Commeafs: Vehicle/Equipment Evaluatiou Summaq Report .item Evaluation/Report Data: I� r DeparimentAssignment: / 'I/dlG IA1601.S Year: G6 Make:' 6y Model: C) , Descripfinz�Use A16A ;5umrrmz-y'V'altiss • • • , Age Buse Aga from Policy % Points: Mileage/IL% Baso NIIeage: %S .0o a 7 Point: Maintenance Cost, (Attach.Elst&yReport from IFAST,ER) Purchase Cast.,• 19?06 Total M&R: S 130 D Points: ConditibnBvoluaffon (fxomReverse) ` Boalo Value �� ©E5 Est Rapair Cost: 30 4'% , Points. Total Points Comments and othm cnnsidezations: Fleef 117anager's Recoznmendad6n: Midway Ford Commercial Fleet and Government Sales 2777 N. Snelling Ave. Roseville MN 55113 T-72 2017 F260 4X4- Crew Cab- 6.76' Box Automatic Transmission Dual Front Air Bags AM/FM Radio Tow Hitch Tilt Wheel Travis Swanson 651-343-5212 tswanson u,rosevillemidwayfarcLcom Fax # 651-604-2936 NIMIMMOMMINSIM 40/20/40 Vinyl Front Seat Front Tow Hooks Standard Base Upholstery Rubber Floor Covering 4 -Wheel ABS Brakes Black Bumpers w/Rear Step Air Conditioning Matching Full Size Spare Tire LT246/7607 E All Season Tires 6.21- V8 E86 Options Code Price Select Exterior Colors Code Select Upfitter Switches 66S $152 x Blue Jeans Metallic N1 240 Amp Alternator 670 $79 x Race Red PQ Cloth Seat 40/20/40 1 $92 x Caribou Metallic LQ XL Value Package 96V $663 x Shadow Black G1 (Cd Player Cruise, Chrome Bumpers) Shift on Fly 4x4 213 $171 x Magnetic Metallic J7 Ingot Silver Metallic UX Spray In Liner 456 x Oxford White z1 x LT245/75r17E AT Power Equipment Group Rear View Camera TBM 90L 871 $152 $1,035 $341 x x x s= { ;;� �:� Y _.n' s r 3 rT. Extended Service Contracts Cost Select 7 year/75,000 mile $2,570 PremiumCare Warranty (Bumper to Bumper) You must have a --active FIN code to participate In this purchase contract ; FIN code # Purchase Order required prior to order placement PO # Option Total $3,141 Base Price Totals 6.2 Gas Options Price Totals Trade in Unit 17 250OHD Transit Impr Excise Tax Tax Exempt Lic 6.5% Sales Tax Document fee Subtotal per vehicle Number of Vehicles $26,923.00 $3,141.00 ($9,000.00) $20.00 $40.75 $1,369.16 $75,00 $22,568.91 1 Name of Organization Address Grand Total for all units °$22,568.91 City, State, Zip Acceptance Signature ]Contact's Contact Person/ Phone # Print Name and Title Date a -malt address and fax# 'Vehicle/.IiquiprnentEvaluation Am 'efyt� r�Make:_ C;I�� v Model' S�� �l C� • Mileage; ��% UsingDept.IDiv,:__f�'S Date ofEvaT.uation. system Diagnosis D+ sthated Repair Cosi ' FIlgII79 ���7. Transmiasian 6c� O G Fik ^J -tel DrivBLine• C CACI 1� Differenusl ExbaustSysEe� �'� rJ � , I Pumping System. Hydraao- System Brakes �� D } Body 7 tertoraderiax FmntL�IIB FA/ R. FiC1 13iL' 'Q 70 Suspension System CFr4P' Air Cnndifionmg. U . GeIIeral CiVeraIl Canditioxt ' ' Tot hl esfiZziafad. apair'cost^ Diagnagis Code- CodeDesa4pgaxr- Obod . Systdm is fan aiioning we] 1, m4na majpr repair eax-)eate a Fair ' Majoroyerhaulisneeded, but sysfemcan ftwotion, hrawhile, 2angerbefore �ver7�au1 ss rerp,;*pd . poor majorrepEdrisrequired as samz 08 Possible to ensure vChfale dependaba" y Evaluator's Commeafg: Vehide/Equipmcux•Evaivafion Summary Report Item: #: f r7 Evaluaiion/Rep DA Date: 541,7 Departiuent Assignment; Year: Maka., CO/y ti-, Modal: :2SG,o li n Age Base Age from Policy Painfs: F7 Mileage %�f%6 Basallliteage: �S dad Points: Maintenance Cost-, (Aitaciz?risfozyRoport from �ASTRR.) Purchase Cosi; •.13 9S3 Total M&R: • Points- . Conditidn.Evaluation (from Ruverse) • ' • Bpok Vglua: �� • `v'�- Est Repair Coy Gt � Points: Total Points / C Comments and other mmsidmidons: Fleet Mnuager's Recommandatidn: Midway Ford Commercial Fleet and Government Sales 2777 N. Snelling Ave. Roseville MN 55113 T-70 2017 F260 4X4- Super Cab- 6.75' Box Automatic Transmission Dual Front Air Bags AM/FM Radio Tow Hitch Tilt Wheel Travis Swanson 651-343-5212 iswanson a roseyillemidwayford.com Fax # 651•.604-2936 MIMENNINUMEM 40/20/40 Vinyl Front Seat Front Tow Hooks Standard Base Upholstery Rubber Floor Covering 4 -Wheel ABS Brakes Black Bumpers w/Rear Step Air Conditioning Matching Full Size Spare Tire LT245/76r17 E All Season Tires 6.2L V8 E86 Options Code Price Select Exterior Colors Code Select UpfitterSwitches 66S $152 x Blue Jeans Metallic N1 240 Amp Alternator 67D $79 x Race Red PQ Cloth Seat 40/20/40 1 92 x Caribou Metallic LQ XL Value Package 96V $663 x Shadow Black G1 (Cd Player Cruise, Chrome Bumpers) Magnetic Metallic J7 Shift on Fly 4x4 213 $171 x Ingot Silver Metallic UX Spray In Liner $456 x Oxford White Z1 x LT245/75rl7E AT Snow Plow Prep473 TBM $152 $79 x x �;� UROU 61A'";�N ° Power Equipment Group 90L $841 x Extended Service Contracts Cost Select~ Rear View Camera 871 $341 x 7 year/75,000 mile PremiumCare Warranty (Bumper to Bumper) $2,570 Option Total $3,026 You must have a active FIN code to participate in this purchase contract : FIN code # Purchase Order required prior to order placement PO # Base Price Totals 6.2 Gas options Price Totals Trade In Unit BD171600 Transit Impr Excise Tax Tax Exempt Lic 6,5% Sales Tax Document fee Sub total per vehicle Number of Vehicles $26,817,00 $3,026.00 $20,00 $40.75 $1,939.80 75.00 $31,918.55 1 Name of organization Address Grand Total for all units $31,918.55 City, State, Zip Acceptance Signature Contact Person/ Phone # Print Name and Title Date Contact's e-mail address and fax # N Ruffi•idge-Jobrison Equipment Co Inc 3024 41" Street SE, Minneapolis, MN 55414 TEL 612 378 9558 FAX 612 378 9385 January 24, 2017 City of Otsego, PWD Attn: Kevin Lamson Otsego, MN We are pleased to quote the following; One 2416 Bomag Model BW90 AD Equipped As Follows; • Kubota Diesel • Serial number ending in 11642 • Fxont/Rear vibrating drum offering 3822lbs each of centrifugal force • Hydrostatic travel and vibration drives • Bolt -on oscillating/articulation joint • Hydrostatic articulated steering • Spring -Applied, hydraulically -Released parking brakes • 2 scrapers per drum • Hour meter / Fuel level indicator • Automatic shutdown at low oil level • Lockable engine cover • Vandal protected insti wnent panel • Transport lifting points front(reai/central • Emergency stop button • Pressurized sprinkler system • 26 gallon water tank • Corrosion and weather protected ignition switch • ROPS with seat belt YOUR PRICE FOB MPLS, MN...................$31,900,00 Less 90% of 2016 paid rentals of $3000.00 <$2700.00 Price for roller after applied rent .................. $29,200.00 By; Marls Bjoralt RJ, Inc