SUBJECT: RESOLUTIONS
Consideration Of A Resolution Authorizing The Purchase Of 2017 Approved Units In The Amount Of $385,873.71, And Setting Forth Details In Relation Thereto.
Title
Body
DEPARTMENT: Public Works
PRESENTER/PREPARER: Gary Behlen, Public Works Director
Jody Lambert, Operations and Maintenance Manager
FISCAL INFORMATION:
Cost as Recommended: $ 65,000; $116,500; $220,000
Balance Available: $ 65,000; $145,900; $220,000 (with 2017 budget approval)
Fund: General
Budget Line Item Number: 100.70.450.601040.000000
100.70.450.601200.000000
100.70.710.601200.000000
New Appropriation Required: No
STAFF RECOMMENDATION: Approve Resolution authorizing said purchases, authorizing the Town Administrator to execute purchases, and authorizing Staff to expend funds.
Recommendation
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
The 2017 General Fund Capital Budget includes purchasing of one new unit for Patrol, three replacements mower units for Parks, and one replacement dump truck unit for Streets. Each unit has various lead times to be put in service. The plow truck has the longest lead time. By approving this purchase today, the Town can enter the order before some of the bigger entities (such as CDOT and City of Ft Collins) to hopefully speed up the process to get the unit in service before next winter. Per the Town’s Replacement Policy, each replacement unit meets at least two of the three criteria for age, mileage, or accumulated maintenance cost.
For Patrol, new unit to be used for neighborhood patrol.
• Unit for neighborhood enforcement teams that handle specific pattern crimes in neighborhoods etc.
The Town received the State Bid from Sill-TerHar Motors Inc for $31,725 plus accessories including patrol items, radio, graphics, computer, and safety equipment for $30,575.67 from various vendors. The total cost for the unit is $62,300.67. This unit will take approximately six months to put in service.
For Parks, replacement of a Gator and two mowers (units 307, 308, and 312).
• Unit #307 is a 1999 John Deere Gator and currently meets the Town’s replacement criteria. The replacement requested is a TORO Workman HDX Automatic utility vehicle and will be used for snow removal; hauling of mulch, soil, plant material, and other parks related supplies; field maintenance; horticultural activities; transportation and assistance with special events. The several utility vehicles assigned to the Parks Division are an essential transportation and utility component of the operation. These vehicles are used heavily from March - November by FT and PT staff.
The Town received a MAPO awarded bid (120535-MAPO) to LL Johnson Distributing Company for a total cost of $21,885. This unit will take approximately two months to put in service.
• Unit #308 is a 2000 Kubota mower and currently meets the Town’s replacement criteria. It has logged a high number of operational hours, maintenance costs are increasing and it no longer meets the needs of the Parks Maintenance Division. With the increase in trail miles and open space acres maintained, the Parks Maintenance Division finds itself in need of a replacement tractor to serve the needs of the growing open space acreage. The requested replacement tractor, a Kubota B3350SUHSD, would provide an additional open space tractor to meet the current and projected future maintenance needs of the division.
The Board approved the purchase of an additional John Deere tractor on November 15, 2016. With this approval, the scope for this replacement changed significantly which resulted in a lower cost compared to the budget. This savings will help cover the minor increases for the other two units as the prices increased from the quotes received for budgeting purposes to quotes received for actual purchase.
While unit #308 has met the replacement criteria it could be repurposed for use at the Water Treatment Facility, where the use of the unit would not be as demanding.
The Town received MAPO awarded bid (MAPO-EQUIP-14-01) to B&G Equipment, Inc for a total cost of $19,050.04. This unit will take approximately two months to put in service.
• Unit #312 is a 2002 John Deere mower and currently meets the Town’s replacement criteria. The requested replacement is a TORO 4500-D five-gang rotary contour mower with sunshade canopy. As a Tier IV mower this newer model is more environmentally friendly, will increase productivity, provide a more professional cut and appearance of mowed turf, and enhance the playability of the Town’s sports fields.
The Town a MAPO awarded bid (120535-MAPO) to LL Johnson Distributing Company for a total cost of $65,174. This unit will take approximately two months to put in service.
For Streets, replacement of unit 109.
• Unit 109 is a 1999 International 4900 Dump Truck and meets the Town’s replacement criteria. This unit is used in snow removal activities. This is the last of the three older units to be replaced. This unit will also be used for debris removal and hauling (from clean up and street sweeping), materials handling and spreading (road base, recycled materials, asphalt). Shouldering machine hook ups for using the existing shouldering machine on roads without curb & gutter.
The Town received the State Bid (CDOT 311000483) from McCandless International with a base bid price of $96,987 for the cab and frame only. Since the unit is used in the snow plow operations, it needs to be equipped with necessary equipment for snow removal: hydraulics, snow plow, dump box, and a sander with saddle tanks. The Town received a State Bid from Kois Brothers Equipment Company, Inc. for $120,477 for the snow removal equipment and accessories. The total cost for the unit is $217,464. This unit will take approximately nine months to be built and put in service.
Staff received pricing for units listed above. The following is a summary of those units listed above that will be purchased. Remaining units included in the 2017 budget are a replacement pickup for Engineering, a new Admin hybrid car, a new work van for Facilities and a new pickup for Code Enforcement. Finance is researching different funding options for these units so they will be brought to the Board later once all the details are worked out.
Division Type Budget Cost Account
Patrol 2017 Ford SUV Interceptor 65,000 62,300.67 450.601040
Parks 2017 TORO Workman HDX 21,500 21,885 450.601200
Parks 2017 Kubota B3350SUHSD 60,000 19,050.04 450.601200
Parks 2017 TORO 4500-D 64,400 65,174 450.601200
Streets 2017 International Dump Truck 220,000 217,464 710.601200
Total $430,900 $385,873.71
Cost Summary
Patrol $62,300.67
Parks $106,109.04
Streets $217,464.00
Contingency (4%) $15,626.29
Total $401,500.00
ATTACHMENTS:
a. Resolution