Title
Consider and take action on a resolution authorizing the purchase of three (3) public works equipment replacement units in an amount not to exceed $542,235 (Director of Public Works)
Background:
Approval of this resolution will authorize the purchase of three (3) replacement public works equipment units to meet the City’s current, future growth, and operations in an amount not to exceed $542,235.
The FY2024 budget authorizes funding to replace one E450 CCTV Van, one dump truck, and one tractor with boom mower to meet the needs of Public Works in an amount not to exceed $542,235.
Line Repair - (2) $386,692
Unit 606 is a 2006 Ford E450 van with 56,265 miles and is equipped with a CCTV pipeline inspection system used for performing camera inspections on approximately 700 miles of sanitary and storm sewer lines. The current CCTV system is 17-years old and unsupported and obsolete. This unit will be replaced with a 2024 or later E-450 Van chassis and upfitted with a 14-ft commercial box with an updated CCTV system with camera tractors, cameras, 1,000-ft camera cable with reel, Onan generator, and other related miscellaneous equipment from Essential Equipment for a total cost of $225,055 using Sourcewell Contract #120721-RVL.
Unit 613 is a 2003 Sterling LT8500 14 cy dump truck with 42,115 miles used daily for hauling spoil and materials. This unit will be replaced with a Kenworth T480 14yd dump truck, purchased from Cleveland Mack (Performance Truck), for a total cost of $161,637 using BuyBoard Contract #601-19.
Street Stormwater (1) $155,543
Unit 868 is a 2014 John Deere 5100M tractor with a boom mower with 3,399 hours used for mowing roadside ditches and City rights-of-ways. This unit will be replaced with a John Deere 6105E-4 cab tractor with a 22’ diamond boom for a total cost of $155,543 from Deere & Company using BuyBoard Contract #706-23.
The capital replacement schedule was approved in the FY2024 after an annual inventory audit was conducted on all fleet vehicles and equipment. The inventory list consisted of current miles/hours, purchase year, estimated useful life and the targeted year of replacement. Vehicles and equipment were then placed through a scoring system evaluating five measures: age, mileage, type of service, general overall condition, and maintenance repair costs. Vehicles and equipment scoring points ranging in the replacement consideration group were then moved to the next phase whereas the last three years of maintenance costs were compared to the depreciation of acquiring new vehicles and/or equipment.
In an effort to identify the most effective purchasing efficiency to ensure best price, along with prompt delivery, of the FY2024 capital replacement vehicles, staff thoroughly evaluated procurement methods (ITB vs. Cooperative Purchasing) for this project. Future fleet purchase packages will continue to be evaluated for best value procurement processes.
To ensure the best pricing and benefit to the city, quotes for the above vehicles were obtained from cooperative purchasing contracts, state contract and local retail with the following results:
• E-450 Van with camera inspection (Line Repair Unit 606): BuyBoard (None), Sourcewell ($225,055), Local Retail ($239,287)
• Kenworth Dump Truck 14-yard (Line Repair Unit 613): BuyBoard ($161,637), Sourcewell (None), Local Retail ($195,326)
• John Deere Tractor/Boom Mower (Stormwater Unit 868): BuyBoard ($155,543, Sourcewell (None), Local Retail ($201,825)
Based on the results, staff recommends procuring these purchases through the BuyBoard and Sourcewell Cooperating Purchasing Programs.
The total purchase cost for replacement vehicles will not exceed $542,235.
The purchase list is attached with additional details including the make, model, and cost of each unit to be replaced. Units will be purchased the various cooperative purchasing contracts. The utilization of these contracts meets formal bidding requirements.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Capital Replacement List (items needing replacement)
4. Operating Costs vs. Depreciation
5. Unit Scores
6. Unit Quotes
7. Fleet Replacement Criteria Memorandum
8. Unit Images
9. Vendor Report Cards
CONTRACT ORIGINATION: Staff
FUNDING
{X} Funds are available from the following departments in the Vehicle Accounts: Capital Replacement Vehicles ($386,692) Account 40203600-55520 and Capital Replacement Equipment ($155,543) Account 40203600-55730
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #3 - Safe and Desirable Community