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Home My WebLink About04-30-07 Item 4B, Water Tank Ad for Bids ~ ~HILLS Request for Council Action Prepared By: Greg Haag ~ Dept.: "_~_~I?IJ~_1f}!orks -~_.._.~-- ~i~~~~~~~~.~~~~d By: ---~-~~t~f~~:,~~~~~~ Agenda Item" 4.8. Budgeted AmO"nl: $105,000 Actual Amount: ..... ....... ....... ""$flfs,ooo Funding Source: _ _ _,,_.._......... .~,.~.~.~_~~CC;;~_'~_~!~J.J~,!..I~l.~,~.~.~" 1~~~!!~~~~~~~;tii!1~~!:!!,rOrEfids--for--a-re.I]"j'~i'ce'menfwafer--tank--ancficc'eiis'o'rJe's ~if~m~~:~Qfij!1tfu~:rlg_~t~J!t~~?ili~&Df:~B!IillIfill_________________________m_...'_'......,."."....._....._..___"_________________________________,._.__m......'.m......"."........._".._.._____________________n___n___..__',_,_............."",."."....._"___________________n_______n'__... !City Council Approval of a Motion Authorizing the Advertisement of Bids for a replacement water tank and accessories x r "~_~,, ~HM" Dated April 30,2007 from Public Works Director Greg Hoag r~~~~,"~;=~No": No.: II!:! Recommendation: Recommendation; r X IOther: August 17, 2006 Staff memo, August 21, 2006 City Council minutes, Pictures of existing truck ~ ~ EN HILLS MEMORANDUM DATE: April 30, 2007 AGENDA ITEM 4.B. TO: Mayor and City Council Michelle Wolfe, City Administrator Greg Hoag, Public Works Director .~ FROM: SUBJECT: Proposed Purchase of New Water Tank and Truck BACKGROUND The approved 2007 City of Arden Hills budget includes $105,000 for the proposed replacement of the 1990 International Water Tanker Truck. The proposed funding source is the General Capital (PIR) Fund. At the August 21, 2006 City Council Work Session City staff provided the City Council with a presentation regarding the current status of the water tanker. At this Work Session the existing tanker was also on display in the parking lot. The City Council was in agreement that the water tanker should be included in the 2007-2011 CIP and the 2007 budget. A copy of the August 17, 2006 staff memo, the August 21, 2006 City Council minutes, and pictures of the existing truck are attached for your review. Since last fall staff has been researching different accessories that we would like to see on the replacement vehicle, as well as various options for acquiring this vehicle. Staff has contacted the State of Minnesota purchasing agent responsible for these types of vehicles. Due to the infrequent need to purchase tanker trucks the State of Minnesota does not have a bid available for the tanks and accessories. At this time staff is exploring the option of purchasing the chassis from the State of Minnesota Purchasing Contract, and conducting a formal bid process for the water tank and accessories because these items are not currently available from the State of Minnesota Purchasing Contract. If Council authorizes staff to proceed, we will conduct the bid process for the tank and accessories. Once bids are opened, we will review the bids and bring a recommendation to City Council. If the decision is made to award a bid, then at that same time staff would request \\Metro-inet\ardenhills\PR&PW\Public Works\Greg\Equipment\2007 Water Tanker\4.30.07 Memo Water Tanker Bid Authorization.doc Page 2 authorization to proceed with the purchase ofthe truck chassis via the State of Minnesota Purchasing Contract RECOMMENDED COUNCIL ACTION Motion to Authorize the Advertisement of Bid for a replacement water tank and accessories not currently available through the State of Minnesota Purchasing Contract e e e ~ ~~HILLS MEMORANDUM DATE: August 17, 2006 Agenda Item 2.B. TO: Honorable Mayor and City Council Members Michelle Wolfe, City Administrator Schawn Johnson, Assistant City Administrator S~ Michelle Olson, Parks and Recreation Manager .m Jim Perron, Public Works Superintendent FROM: SUBJECT: Proposed Replacement ofthe City's Water Truck Background In the 2007 C1P, City staff is recommending the replacement of the 1989 International Water Truck. The City purchased the 1800 gallon water truck in 1990. The diesel truck currently has 26,704 miles. Although the truck has a minimal number of miles, the vehicle is constantly running or idling while in operation. Most diesel trucks have a gauge that is used to monitor the number of hours that the truck is being used. This velllcle does not have a gauge to monitor operating hours. Typically the number of hours the vehicle is in operation is a better indicator of long term wear and tear on a diesel truck. . The water truck is primarily used for flooding skating rinks, watering flower gardens, flushing manholes, street sweeping operations, and occasionally for hauling sewage. The following is a breakdown of the vehicle's hourly usage for the past three years; . 2004 368 Hours; . 2005 424 1.lours; . 2006 280 Hours (Through 7 months). On average, the water truck is used roughly 400 hours per year. City staff is concerned that the brake system on the existing water truck is not adequate for safely hauling large quantities of water throughout the City. Members of the Public Works Department reported that the brake pads, rotors, valves, springs and brake lines have all been replaced in the last three years due to wear and tear and corrosion on the vehicle caused by routinely transporting 1800 gallons of water. The following is a list of the items that have been repaired on the City's water truck: . Brake Repairs (2005 & 2006) . Pump Repair (2005) \\Metro-inetus\ArdenHilts\i\dmin\Assislant City AdministratorlMemo's and Letters\2006\Water Tmck-8-21- 06.DOC . Rear Auxiliary Motor . Water Valves (2003) e . Brake Lines (2003) . Light System (2006) . Front and Rear Springs . Exhaust System . Shift Selector Handle . Parking Brake . Battery Cables The following is a list of items that are in need of repair: . Front and Rear (6) Tires (Estimated Cost-$1200.00) . Drive Shaft (Estimated Cost-$500.00) . Water Level Equipment-(Indicator System-$300.00) City staff is estimating $2,000.00 worth of additional repairs that will be needed this up-coming faIl or early winter for this vehiclc to bc operationaL Also, a number ofthe U-boIts that are attach cd from the water tank to the truck chassis are beginning to rust away and the timbers locatcd bctween the tank and truck body are showing signs of rotting. Mcmbcrs of the Public Works Department have expressed concerns that the vehicle's brake system may not be adequate for stopping the vehicle safely on icy, wet, or hilly conditions. At this time, members of the Public Works Department do not feel safe driving this vehicle on roadways that have speed limits over 40 MPH.. e The City of Shore view recently purchased a new water truck for $105,000. Public Works Superintendent Jim PelTon has been in contact with the Shoreview Public Works Department and has requested a copy of the specifications for their new water truck. City staff will attempt to provide members ofthc City Council with a copy of the truck specifications at the work session meeting. City staff has also been reviewing different price quotes tor replacing the chassis on the City's existing water truck: . I-State Truck Center-Freightliner M 106 Single Axle Chassis-$50,878.00; . Boyer Trucks-Sterling AetelTa-$56,814. City staffis estimating that it will cost an additional $20,000.00 to retmfit the old water tanker onto the new chassis. The estimated total cost for a new chassis, retrofitting the old tanker onto the new truck, and replacing the tankers valve and plumbing hardware is roughly $70,000.00. For your review, City staff has attached a copy of the bid specifications. The two price quotes were from the Statc of Milmesota purchasing contract City staff will also have the City's existing water truck available for a visual inspection prior and ..- during the work session meeting. . e . e Recommendation At this time, City staff is seeking clarifieation from the City Council regarding which of the following options City Council would like to pursue at this time: L Purchase a ncw water truck for approximately $105,000.00. 2. Replace the chassis on the existing truck for $50,878.00. Additional $20,000 for retrofitting the old water tank onto the new chassis. 3. Postpone the purchase of a new water truck or chassis. Ai!achments: Price Quotes from I-$tatt: Truck Center and Boyer Trucks for a Replacement Chassis{price Quotes from the State of Minnesota Purchasing CORtmct) . Pic!.Urcs ofth~ City's W<tlerTruck ARDEN HILLS CITY COUNCIL - AUGUST 21, 2006 6 City Administrator Michelle Wolfe said that the City has placed the lift station project in the unassigned project list until 2012. City staff will review the need for a new SCADA system prior to recommending the reconstruction of the four remaining lift stations. Assistant City Administrator Schawn Johnson provided the City Council with a status report regarding the current condition of the City's 1989 International Water Truck. City staff is concerned that the brake system on the existing water truck is not adequate for safely hauling large quantities of water throughout the City. Members of the Public Works Department have reported that the brake pads, rotors, valves, springs and brake line have all been replaced in the last three years due to wear and tear and corrosion on the vehicle caused by routinely transporting 1800 gallons of water. Also, a number of the U-bolts that are attached from the water tank to the truck chassis are beginning to rust away and the timbers located between the tank and the truck body is showing signs of rotting. Members of the City Council were in agreement that the City should budget $105,000 for a new water truck in the 2007 CIP. Civil Engineer Kris Giga stated that at the last work session, members of the City Council requested additional information from staff regarding the proposed County Road E sidewalk improvement proj ect. City staff anticipates submitting an application to the State of Minnesota for Cooperative Agreement funding for installing a new sidewalk along County Road E. Councilmember Grant asked about Ramsey County's future plans for County Road E. Civil Engineer Kris Giga said that County Road E is listed as eligible for funding in 2008, but the earliest funding available would 2011 and only if the County applies for federal funding. Councilmember Larson said that the County Road E sidewalk issue has been a divisive issue amongst the City Council. Members of the City Council will have to openly discuss this issue and see if we can get public support for this project. He recommended that the County Road E sidewalk issue be discussed at a future public hearing. Councihnember Holden noted that it is important for the City Council to review the engineering reports for this project. City Administrator Wolfe said that City staff has kept the project figures for County Road E up- to-date and it should be fairly easy for staff to complete the cooperative agreement funding application information. Mayor Aplikowski stated that the City Council must also address utility issues and the relocation of a garage prior to making any final decisions. Councilmember Grant noted that the utility lines run on both sides of County Road E. Arden Hills Water Tanker Photos '.~,~;'" ,ill -~jNNtSOT.l f..4.~:9.~