HomeMy WebLinkAboutMemorandum - Vehicle and Equipment CIP EN HILLS
MEMORANDUM
DATE: June 15, 2009
TO: Mayor and City Council
Ron Moorse, City Administrator
FROM: Greg Hoag, Public Works Director
SUBJECT: Vehicle and Equipment CIP
BACKGROUND
The Public Works Department operates and maintains a fleet of more than sixty five pieces of
equipment of many types and sizes used for maintaining the City's infrastructure. This
equipment is typically classified as large, midsized, and small. Attached is a listing of this
equipment.
Staff has created a general guide of the expected life of the equipment. This guide is reviewed
and adjusted annually. Our current guide is attached. As a piece of equipment comes due in the
replacement cycle, it is further evaluated based on many factors including but not limited to:
current miles and/or hours, lifetime repair costs, overall vehicle condition, and current
usefulness. All equipment is evaluated on an annual basis with recommendations included in the
5-year Capital Improvement Program(CIP).
The Public Works Department has recently completed this annual review of the equipment and
has prepared the recommended 5 year equipment CIP plan. Equipment valued over$5,000 is
included in the capital equipment budget and equipment valued less than$5,000 is included in
the annual operating budget.
This year, the review of the equipment replacement plan and needs for the coming years, was
used an opportunity to evaluate equipment needs and priorities in relation to both general
operations and the transition that was made from separate Parks and Public Works crews to one
unified crew. This evaluation process resulted in a plan for equipment replacement that takes
advantage of the replacement opportunities to provide equipment that better meets operational
needs, and meets those needs at a reduced cost.
Page 2
Discussion
2010
Staff is recommending the replacement of vehicle #203, a model year 2000 one-ton two wheel
drive pick- up truck with a lifting crane attachment. There are currently 112,453 miles on this
vehicle, and the frame is twisted from the use of the crane. This truck is used on a daily basis by
the staff member who checks and maintains our fourteen lift stations. The crane is used for
removing pumps from lift stations as needed. A pick-up type truck is not the ideal type of
vehicle to mount a crane of this type onto. Staff is exploring a utility body style truck built on an
F-450 chassis as its replacement. With this type of a body we will be able to carry tools and
equipment in protected compartments. An estimated breakdown on the costs related to this
purchase are as follows; F-450 chassis $28,500, Steel Utility Body and Central truck hydraulic
system $16,000, Lifting Crane $14,200, Snow Plow$5,000, Lighting and safety equipment
$2,700 for a total estimated replacement cost of$66,400 plus tax. This cost is significantly
higher than the cost to replace our current vehicle with a similar vehicle.
To address this cost difference we looked ahead 2-3 years to when we would recommend
replacing vehicle #404 which is one of our four one-ton dump trucks. As a result of our review
of our current fleet primarily as it relates to the merging of our parks and public works
departments into one department, we can reduce the number of one-ton dump trucks needed on
our fleet from four to three. The recommendation is to purchase a heavier duty truck in 2010 to
serve as the utility vehicle and in 2012 purchase a pick-up truck at a cost of$35,000 which will
be a savings of$20,000 as a one-ton dump truck is estimated to cost$55,000. As a result of this
change in equipment types we would include installing a plow on our new utility body truck.
The vehicle will be used primarily as a service and repair vehicle for the utility departments, and
will have the ability to be utilized as a plow truck in our fleet.
As part of the 2009 CIP presentation to Council last year, staff was at that time recommending
the purchase of a sidewalk snow removal machine in 2010. We have continued to research
options for best option for this machine. Last year we anticipated this to be a new additional
piece of equipment for our fleet. Our research has led us now to recommend that this machine
become the replacement of our 1988 John Deere Tractor#406. We are recommending that this
tractor be replaced with a Bobcat Toolcat; A Toolcat is a multi use utility machine which is
capable of accepting similar types of attachments as the tractor can. The main difference is that
the attachments are quick mount to the front of the machine and are hydraulically operated.
Tractor attachments are typically mounted on the rear using a 3-point hitch system and PTO
power. This is a unique machine as it will accept any attachments that a regular skid steer can,
as well as it has a small dump type box on the back. We would recommend that a snow blower,
a"V"plow, bucket, and brush cutting mower deck also be purchased as attachments for this
machine. Estimated cost for the base Utility machine and recommended attachments is $50,000.
This cost is less than the anticipated costs to replace the existing tractor.
This new machine would also become our primary piece of snow removal equipment for our
trails and sidewalks. Currently we plow approximately 11 miles of trail and sidewalk each
snowfall, and we are continuing to add trails to the system. Depending on the depth of snow we
use four different pieces of equipment to remove snow from trails and sidewalks. These four
Page 3
pieces of equipment are also used to remove snow from parking lots and skating rinks. As the
amount of trail increases, we will need to remove snow from trails and sidewalks at the same
time we are removing it from rinks and parking lots.
2010 ESTIMATED TOTAL $116,400
2011
Staff is recommending the replacement of the 1987 Jetter truck#304. This vehicle will be 24
years old and the body is starting to deteriorate. The odometer on this vehicle quit working in
2006 at that time the vehicle had 16,999 miles on it. Currently the odometer reads 17,805 staff
believes that the odometer his intermittently working. In 2007 an hour meter was installed on
the truck. Since its installation the meter has 510 hours on it. Based on this level of usage it is
estimated that this machine has approximately 6,000 hours on it. An hour meter is a more
accurate measurement of the use of this type of vehicle as it operates at a stop the majority of the
time.
The Jetter has a 1 inch water powered hose for cleaning sewers. Staff is exploring options for
the replacement of this vehicle. The options include replacing it with a stand alone Jetter similar
to the existing vehicle. The cost of this option is estimated to be $175,000. The second option
would be to replace our current Jetter and Vactor trucks and consolidate both vehicles into a
single vehicle. Currently our sewer cleaning operation requires the use of both the jetter and the
vactor. The combination vehicle would allow us to eliminate the need for two large vehicles for
this operation.
Estimated cost for a combination vehicle is $350,000. The estimated cost to replace the Vactor
is $ 235,000. While the Vactor is not due for replacement until 2019, it would be beneficial to
replace both vehicles in 2011 thus being able to reduce our fleet by one large vehicle. The
replacement costs in future years would then be reduced from an estimated $410,000 for the two
vehicles to 350,000 for one vehicle in today's dollars. Also we will then have only one to
vehicle to maintain, thus long term maintenance costs should be greatly reduced The overall
final cost of the replacement vehicle should be reduced by the value of a trade or sale of the
Vactor.
The second piece of equipment scheduled for 2011 is the 1993 skid steer loader. Staff is
currently reviewing the option of a lease program for this equipment. Many government
operations have switched to the lease program for their skid steers as they do not put many hours
on them annually and they are then able to keep up with the newer technologies and options
available for skid steers. Also maintenance costs are reduced as you get a new piece of
equipment at about the time the tires and other major mechanical issues arise. Review of the
replacement of our skid steer loader will continue with a more firm recommendation made for
the 2011 budget cycle. If purchasing a new skid steer ultimately becomes the recommendation it
is estimated that this cost will be $35,000.
2011 ESTIMATED TOTAL $385,000
Page 4
The final three years of this 5 year CIP are still very fluid at this time. The items listed in each
year are as they currently sit in our guideline document. Closer review of our needs will be
made each year with recommended updates. All costs listed are preliminary estimates.
2012
Pick- up truck#202 $35,000
One-ton dump truck#404 (would be replace with a pick- up); $35,000
Asphalt roller#106 $10,000
J-Type portable compactor#109 $5,000
Brush Chipper#426 $50,000
Groundsmaster mower with snow attachment#407 $38,000
Turf Utility Cart with field lining spray tank #410 $28,000
Large Dump Truck with plow equipment#101 $150,000
2012 ESTIMATED TOTAL $351,000
2013
Street Sweeper#105 $130,000
Trailer#108 $10,000
One-ton dump truck#301 $60,000
Groundsmaster mower with snow attachment#409 $38,000
2013 ESTIMATED TOTAL $238,000
2014
Pick- up truck#201 $35,000
One-ton dump truck#302 $60,000
Turf Sweeper#412 $18,000
2014 ESTIMATED TOTAL $113,000
Attached is also a spreadsheet showing a comparison of replacing our vehicles and equipment as
recommended in this memo or replacing them as scheduled with vehicles and equipment
comparable to existing. Option A reflects as recommended, option B reflects a status quo
replacement.
RECOMMENDED COUNCIL ACTION
Staff is seeking City Council direction on the proposed 5 year equipment CIP plan.
2009 Arden Hills Equipment Listing
Type Quantity Estimated Year Notes
Life
Large Equipment
Dump Truck 2 15-17 1997,1998
Sewer Jetter 1 20-22 1987
Sewer Vactor 1 20-22 1999
Street Sweeper 1 13-15 1997
Tanker Truck 1 15-17 2009
Front End Loader 1 20-25 1993
Backhoe Tractor 1 15-17 2000
Skidsteer Loader 1 15-17 1993
Large Generator 2 25 2003,2004
Large Area Mower 1 8-10 1999 Aquired From MV Schools 2009
Sewer Video Trailer 1 15-17 2003
Farm Type Tractor 1 20-25 1988
1-Ton Dump Truck 4 10-12 2000,2001,2002,2006
Pick-Up Truck 5 8-10 2000,2002,2004,2006,2008
Midsized Equipment
Groundsmaster Mower 4 10-12 1998,1998,2001,2002 One of the four is used as a parts mower
Turf Utility Carts (Workman) 2 13-15 1997,2001
Asphalt Roller 1 15-17 1996
Air Compressor 1 18-20 1998
Equipment Trailer 4 15-17 1996,2005,2005,2006
Midsized Generator 2 25 1978*,1999 * Purchase Used
Brush Chipper 1 15-17 1996
Turf Sweeper 1 25 1989
Asphalt Hot Box Trailer 1 10-12 2004
Turf Aerator 1 20-25 1993
Trench Box 1 18-20 2003
Pavement Saw 1 18-20 2009
Cement Mixer 1 13-15 2002
Sewer Easement Machine 1 20-25 1999 Jointly owned with White Bear Lake
Small Equipment
J-Type Tamper 1 13-15 1997
Vibrating Plate Compactor 1 13-15 Unknown
Small Portable Generator 3 13-15 1983,1987,1988
Chain Saw 4 13-15 1994,1995,2003,2008
Weed Trimmer 5 5-7 2003,2004,2005,2007,2007
21" Push Mower 2 5-7 2003,2008
Back Pack Blower 2 8-10 1999,2002
Circular Chop Saw 2 13-15 1996,2002
Power Paddle Broom 1 10-12 2002
Power Hedge Trimmer 1 8-10 2000
Sod Cutter 1 20-25 1995
Power Pole Pruner 1 8-10 2001
Garden Tiller 1 15-17 2000
Walk Behind Snow Blower 1 5-7 2003
2009 Arden Hills Equipment Replacement Guidelines
5-7 Year Cycle
Weed Trimmers, Push Type Lawn Mowers, Walk Behind Snow Blower
8-10 Year Cycle
Pick-up Trucks, Power Hedge Trimmer, Back Pack Blowers, Power Pole Pruner, Large
Area Mower
10-12 Year Cycle
1-Ton Dump Trucks, City Hall Vehicles, Groundsmaster Mowers, Asphalt Hot Box,
Power Paddle Broom
13-15 Year Cycle
J Tamper, Plate Compactor, Chain Saws, Chop Saws, Cement Mixer, Turf Utility Carts,
Small Generators
15-17 Year Cycle
Large Dump Trucks, Street Sweeper, Tanker Truck, Skid Steer, Asphalt Roller, Backhoe,
Misc. Pumps, Sewer Camera Trailer, Brush Chipper, Tiller, Trailers
18-20 Year Cycle
Pavement Saw, Large Air Compressor, Trench Box
20-22 Year Cycle
Sewer Jetter, Vactor
20-25 Year Cycle
Front End Loader, Sewer Easement Machine, Aerator, Sod Cutter, John Deere Tractor
and Attachments,
25+Year Cycle
Large Generators, Mid Sized Generators, Turf Sweeper
d
E
7
0
O C
C E 1-
d 0 c
o L 0
: >,
0as
cn 0 0 U)
03
C � . L
O i° m Y $ e
L z b_ - Y
C4
Q
0
0
O m O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Cr)?
C O 0 O C:) O O o 0 0 0 0 0 0 0 O O O O O 0 C:) O O 0 O 0
U o rn a� ,rioo 00000000co- 00000ac 000 () � � ao
= Q NO ' r t e- o IC) O O CO O IC) CO CO O O - Co Q) IC) O Co - CO C") N
O if) 1[) - CO N IC) CO CO LC) CO1- N el ,- r- CO CO CO N CO CO N N
.471
0 0 Ef3 40) ER ER ER (A 63 63 EA 63 EA U3 Efl ER EH 63 Efl EA EA 4o to- too- ER 49 Ef3 ER ER
a
O (13
• 0
a u, o
U C D F-
a
r @ E U ? L
_ Las 0 3
E Q) U f O
Q a O Q - ca O
C CO C > N
•= a) a) c O L C
CT E o_ c° 'co- - ID
W E ~ U U
N OU y U L N (°
,C a) - O E Q
Q
j - 0 3 F- 0 0 X
0
•C.) Q O 0 o 0 0
0 0 0 0 0 0 O O o 0 0 0 0 0 O O o O 0 0 0 0 0
,Q c co 0 O O O O co O O O O O co O co O co 0 CD O 0 M
= O 0 0 CD- C) u O O O O O O - O 0 0 O CDC) O CD00 M N
a Q O CO- O r CO CO O CO O CO O lf) N N CO O O CO- CO cf) O a0
CO (n CO M CO M CO L(� M ( .-- ( M ,- .-- (CD CO N CO (0 e- r
O V to to- 4R K3 Ef3 4R to- 64 H3 ER ea Ef3 E!3 EA ER ER ER Ef3 ER 43 63 63 ER 4R ER
N- 0)
CD CD
C -E-
a) a)
E O _ E
U a O _co O
co co)
as
a) @ - 4t
C ¢ 0 O
N c° V C d o d
E - O (I) U 0)
Y (° U
U L i L
a) 3 v 0-) Y 5 ID F- CO '- It
U o
_ �_ # 2 O � O LE Lc.) E
J (n '- I- N U O Y >� e 7 L U 7 N
O (1 (0 U > *k 0 O c° 0
N 0 E ,_ E *L � c i CUE Ca J
0 Q N 7 N U O F- C° [1 O �- O L Q
co V J EN0 Qc o0 a) (o ~ F- 2 OF- a)
0 0 O L O C C O a) O a) C N O 0
a) * L E � C a) *k a) F-
Y `mm° Q (n -1 a� a 1- � � � 0 _I cn * 0 a) � J 0-O 3 _1 _1 a
o 2 o 0 o a) Y O o ff- S 8 2 `o UU) a) : 0 o E o 0 o o Tr 2 -t 3 o o cca o
NF- - F- N - U) I- N -) d mF- Q ,-- F- F- N (nF- LL - F- F- cv LL LLF- F- NSF- 0