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HomeMy WebLinkAbout26 Equipment Replacement 2018 � Cottagc J Grove �here FriGe andPtosDeriTy Meet To: Honorable Mayor and City Council Charlene Stevens, City Administrator From: Adam Moshier, Management Assistant Date: July 11, 2017 Subject: Equipment Replacement for 2018 Introduction For the 2018 budget, Public Works staff evaluated the equipment that was due to be replaced. The list consisted of over 1.3 million dollars. Staff has narrowed the list with the following pieces of equipment being recommended for replacement in 2018. The total effect on the general fund is $790,500.00. Equipment Recommended for Replacement Tractorwith Flail Mower-31-8408-06 �' -�� � �� t –� . The New Holland Tractor with a Flail � �+ � � ' � `l Mower and Snow Plow is due for �� , --, � � � replacement based on age, maintenance � ;E� costs, reliability and overall condition. This � '� �, tractor is 11 years old with over 3,300 I •.:_ hours. The recommended replacement is ��l � � � ����`' �� 10-12 years. This tractor assists with all of =�' � . 1 "'�I .r , the large cutting around ponds, right of �. ways and plows cul-de-sacs in the winter. - s ,, This trador has had a total life "�'" � maintenance cost of $133,584.00 and will be 12 years old in 2018. Maintenance rna���e�a��e co�� ae�vea, costs have been steady the past 5 years, —sa�e.�,�. averaging about $19,000.00 per year. _�.��� This tractor needs new rear tires and has =�a=� had significant ac problems due to the size � ����.�. of the cab. Parts are often hard to find . �:.�,�. which also creates longer down timea . �.,� Over 154 hours of city labor was charged .� to this tractor in 2015, another 102 city . - -"` -�" s'° �" . . ' :°'' �'� �°'� labor hours in 2016. There was an �° additional 70 hours of outside labor charged to fixing this tractor in 2016 as well. With the tractor having 326 hours of labor over a two year's span, it cannot be relied on to do the job without breaking down. Staff is requesting to replace this piece of equipment with a tractor and flail mower only. The tractor will only be used during the summer months to cut grass which should help decrease maintenance costs as snowplowing is hard on equipment. Staff will purchase an additional pickup plow and add it to the fleet to make up for the lost cul-de-sacs. The plow will come out of the snow plow budget. With the purchase of a new tractor, the shop will have an estimated 85-90 additional hours per year to spend maintaining other vehicles and equipment. This will go a long way in helping ease the shop's wnrkload and cut down on outside contractor costs. The estimated cost to replace this tractor is $123,500.00. Staff is estimating a trade in value of $35,000.00. This would be a net purchase of $88,500.00. Tandem Dump Truck-31 41 01-03 This tandem dump truck is due for replacement based on � - - '�T �� ��, age, reliability and maintenance cost. The tandem will be ' ' ' 15 years old and has over 103,000 miles on it. The + ,'��,� �� ��� recommended replacement is 15-20 years on dump �_._ ; � trucks. The main use of this tandem dump truck is snow �`� . �� �% ' �"`' � removal and hauling asphalt. It is a front line truck and relied upon heavily both in the summer and winter. This �._ ;� �� truck is in the worst of elements, the heat of the summer `� hauling asphalt and the cold of the winter plowing snow :�,�. and hauling salt. Other uses include hauling dirt/gravel, ' branches and debris. The life to date maintenance cost for this tandem is $273,000.00. The Ma��e�a�=e co��Pe,vea� maintenance cost average for the past five years is —«�-�*a�,:��,�,��� $27,600.00 per year. City mechanics have spent a total of 278 hours working on this vehicle the past two years. Replacing this tandem dump truck will � - free up a considerable amount of time for the - mechanics to spend on maintaining other vehicles � and equipment. The 278 labor hours does not , f , , ,, include time where the mechanics are waiting for �.� parts to arrive or overall downtime. This vehicle is essential in removing snowfrom the streets in a timely matter. If this dump truck is broke down, the snow plow route assigned to the driver does not get complete until all of the other drivers are finished with their routes and can assist the unfinished route. Snow removal then takes longer than 8 hours to make the roads passable. With the purchase of a new tandem dump truck, the shop will have an estimated 100-110 additional hours to spend maintaining other vehicles and equipment per year. The estimated cost to replace this tandem dump truck is $260,000.00. Staff is estimating a trade in value of $8,000.00. This would be a net purchase of $252,000.00. Small Loaders, Track 31-8202-04 and Tire 41-8203-04 The small loaders, both track and tire units are _� r � �� due for replacement based on age, maintenance �' costs and overall condition. Both of these units � � �,,,, � �q will be 14 years old with each machine having � ���� ��-� �,'.� over 3,000 hours. The recommended � �`--�---. replacement is 10-12 years. The attachments for --= � �• these machines will not need to be replaced with !`� � � the exception of the buckets. The small loaders � �., ') -- �l assistwith a variety of different projects in Public "�+�, Works. Moving gravel, wnodchips, snow and - asphalt are a few of the main uses. �. The track machine (8202) has had a total life maintenance cost of $85,826. Maintenance costs have been up and down the past five years averaging $10,600 per year. In the past five r•na�,<ena,�: c�:�Pe�vear years, the machine has had two bad years in —r.�,,,..����.,d�� regards to maintenance, 2012 and 2014, with ._,_. both years having nearly $20,000 in repairs. ._,_. The tire machine (8203) has had a total life .�,_� maintenance cost of $46,483. Maintenance ,__.� costs have been fairly steady the past 5 ,.� years averaging almost $5,300. . > � -- . - �� Staff has researched and calculated that � renting the machine would be cost effective compared to owning. The rental wnuld last 3 years at an estimated $640-$690 per month per ` machine. The machines wnuld be under full warranty with the only maintenance costs being _ yearly services. Owning one machine on average � ��. „3��. � , £' costs around $8,300-$8,800 based on previous _p , . �, • � S4l0 maintenance, purchase price, trade in costs and a 13 year life. Renting cost per year is $7,680- Naln[e�a�ce Los[Pe�Vear $8,280 per machine. Another benefit to _ - �� renting the machine is itfrees up labor ; ',� hours for shop staff to spend on other ., '.' equipment maintenance. All repairs would - � be done by the vendor and a replacement �'� � �- - � �� - � machine would be swapped. This will lead "'` to very small downtimes and the equipment readily available when needed. The total budget impact will come out of the streets and parks budgets. Staff has put in $7,680 in the rental line item of parks budget and $8,280 in the rental line item of the streets budget. This will have no impact on the equipment replacement fund. Tailgate Paver-31-8303-96 Staff will be renting a self-propelled paver again (pictured) to replace the tailgate paver in 2018. The current self-propelled paver has worked very nicely the past two years and staff �: '! � has become very efficient in ' � : 854�`�i � �s � i operating it. Thin overlays have 4'r. , r'� - - - become a huge part in extending the , `� ���= life of the roads while keeping them safe and drivable. This year the rent amount is $6,500 per month for 6 months for a total of $39,000. This � - - money can be applied to the purchase of the paver next year. This money is budgeted for in the rental line item of the streets budget. This rental will have no impact on the equipment replacement fund. Mower 11 ft-41-8511-10 The 11 ft. mower is due for replacement based on age, maintenance costs and reliability. The mower will be 8 years old with over 3,700 hours. The recommended ���� replacement is 8-10 years. This mower is used heavily in a,�—t the mowing of the larger parks throughout the city. � Without this mower, grass would not get mowed in a timelyfashion. �� `,� 4 This mower has a life to date maintenance total of almost r y:'�- � � -��, � $33,000. Maintenance costs the past 2 years have �- .� � � `� , averaged $6,200. This mower has been relatively good in " /�� , regards to repair costs but is starting to see a steady E� /. incline with respect to 2015. Staff does not recommend ���`i� keeping mowers past the replacement schedule of 8 years, as these mowers are relied on heavily in , maintaining the parks in a timely fashion. They cannot - � be down for long periods of time and need to be "a,°e,a^-`�°�°PrP`a- operational. The past two years shop staff have spent —e""' -"'"` a significant amount of time preparing this mow�r for the summer season. - Staff is requesting to replace the 11 ft. mower at an estimated cost of $65,000. Staff is estimating a trade in of $3,000 resulting in a net purchase of $62,000. Kawasaki Mule41-8702-OS "�� ..�YiaO�r¢'+. y � \ The Mule is due for replacement based on age, `�� i ����.�I. � �' �. �� � maintenance costs and reliability. The mule will be 13 years old with over 2,400 hours. The II -'� ' I ` recommended replacement is 10-12 years. Field �i � ��'� striping is an important piece of preparing fields for 1�_� -/�� � ` games/tournamen ts. I t is t he responsi bi li ty o f t he F�.�.� �.� mule to get this accomplished in a neat and r efficientway. � �� _. The mule has a life to date maintenance cost of ���� almost $32,000. Maintenance costs the last 5 years have averaged $2,600. Staff has been r��=��.--�_.-_ __-. _ -_� having problems lately with the clutch and —�-��-��^.�a,^��.,��r transmission. It was broke down for a long '"� period of time during the busiest time of the year - '�' in 2017. This piece of equipment cannot be out '� '� of service, as it is a one of a kind in the fleet. ;�'�' Staff is requesting to replace the mule for an ��� ,.��� �� ,a ,r� �o ,os ,�> ;o, ,,+ ,�s ,o ,.x ,�,� estimated cost of $25,000. Staff estimates a ... trade in of the machine at $1,500 resulting in a net purchase of $23,500. Staff can no longer rely on this machine and there are more efficient options available in regards to field striping. Pickup-33-1202-04 Staff is requesting to replace the shop truck with ��.: � � �,� � f a pickup and service body (service truck) to � � -��� better serve the maintenance shop needs. This � F _ vehicle will be 14 years old with 79,000 miles. � � /• The recommended replacement schedule is 12 — t*� years. Maintenance costs over the past 5 years �-�' have totaled just over $10,000.00. This truck `� serves the shop maintenance staff of four employees. This pickup has a truck bed fuel tank attached to help serve the fleet. The shop used to have a service truck years ago but was never Ma�,�e�a�=e co��Pe�vea� replaced after it broke down. If this truck is — ."�" .", replaced it will be moved down to the seasonal ;.;;;� fleet and an older seasonal vehicle will be sold. � There is an opportunity to increase efficiency •���� and decrease downtime by replacing the pickup `�� with a service truck. Currently, if a piece of . . , , , V�� equipment breaks down, shop staff are called to the jobsite to inspect the broken piece of equipment, see what tools are needed and the extent of the repair. Staff has to drive back to the shop to pick up the needed tools to complete the repair and drive back to the jobsite. The addition of a service truck would eliminate the need to take an extra trip to the shop and more repairs could be done in the field. Most of the tools needed to complete general repairs wnuld be readily available. Tools like a jack, impact wrench and air compressor will help replace a flat tire quick and easy in the field. Safety is also a huge part of repairing equipment. With the current truck, there is only one small strobe on the truck. The newtruck wnuld have many strobes that would illuminate the truck to traffic, keeping the driving public aware of the truck in the road. Staff wnuld spend less time in the street with a service truck, as the tools will be readily available and the repair will be completed much quicker. The current truck is small and cannot haul large trailers. Hauling a trailer is a must when a piece of equipment breaks down in the field and needs to be trailered back to the shop. The shop truck needs to have the ability to perform this task. Staff is recommending replacing this pickup with a service truck for an estimated cost of $95,000.00. Staff is estimating a trade in value of $2,500.00. This would be a net purchase of $92,500.00. This would not affect the Equipment Replacement fund, as it is budgeted for out of the fleet fund. John Deere Loader-31-8201-04 This loader is due for replacement based on age ����,� � " � and maintenance costs. This loader will be 14 , �.� �.� _ . 4 -_,., years old with over 4,300 hours. The ' � � ��"�' _ 7 � recommended replacement is 10-15 years. The � main use of a loader is to move or load materials ` such as snow, demolition debris, dirt, asphalt, gravel, logs or woodchips to a different location . _ or into a piece of equipment. Other uses in Public Works include plowing snow, loading salt, cleaning out ponds, assisting with spring clean- ��a��te�a�=e c��e Pe�vea� up day and emergency situations with Public —������ ^°^'�_^^ ^°^�• Safety and Fire Departments. This loader is a :_��,- front line vehicle during snow removal, plowing , -s�;= up to 50 cul-de-sacs per snow event. If this - ==� �� �;nm machine is down, the roads do not get plowed in ,�,,,, a timely manner which can create a safety =;���;� hazard for the traveling public. '' �, e q - .- , s 0 b . . ' ��'�,:� ,�, ,�' ,��' ,a' v�"-9' ,q' �s, ,d. The maintenance costs the past hnro years have �° been steady around $7,000. The loader has a life to date maintenance total of $121,600.00. Staff is requesting to replace this loader in the fall of 2017, with a 2 month lease (November and December), then purchase the loader in 2018. This will help with snow removal operations throughout the winter months. Staff wnuld also rent one additional loader each winter to assist in snow removal activities. With the increase in developments over the past few years, staff needs more equipment to keep up with the additional snow plowing needs in order to get the roads passable in an 8 hour period. In 2016, staff took a tractor out of snow removal duties with the plan that renting a third loader for the winter months would help alleviate the snow removal needs. To meet the snow removal demands, staff is requesting to lease a loader in the winter of 2017 (November and December) with the money going towards the purchase of a new loader in 2018. The cost to purchase a new loader is estimated at $213,000.00. Staff is estimating a trade in of $40,000.00 for a net purchase of $173,000.00. Escape-35-1702-11 �� � :ti�`- J. '� �'a� The escape is due for replacement based on mileage and age. This is an administration `� vehicle used by the Public Works Diredor. This � � escape has over 135,000 miles on it and has a ' w�� ��•� life to date maintenance cost of $14,000. This � vehicle has treated the city very well over the past 7 years. .d� _���,.�<ec�s�ae-oe:� It is starting to show signs of rust in the wheel —'m�=a.< wells and with the high miles, other parts will "' need replacing. Staff does not recommend - �,,, keeping vehicles over 100,000 miles especially ��.� when it is a front line vehicle. -�"�� � . � � . �" . �� Staff is requesting to replace the escape with a ,,,, small pickup for an estimated cost of $34,000. Staff estimates a trade in of $2,500 resulting in a net purchase of $31,500. Bombardier-34-8708-95 ��� ;.�- -. � ���- ea�. o� , � .: This sidewalk machine is due for replacement �. , � i ., , based on age, reliability and efficiency. The �� ;.� bombardier will be 23 years old and was urchased used in 2002. The recommended .fi„' ;� �.a ` � '� p � replacement is 10-12 years. This machine is � . . strictly used for snow removal purposes only. � .;�. , . With the increase in sidewalks and trails in new v;:� � � _ - "� '� developments, staff is in need of another � � - � reliable snow removal machine. Maintenance . . .., _. . . � ..'° � ' costs on this machine vary depending upon the snow fall�amount. In the years we receive a lot of snow, this machine tends to need more maintenance as it is wnrked harder. A machine used only for snowplowing needs to Mai�Te�a��e coscPe�vea- be very reliable. Down time leads to the x,��r-�������a����=_^���«����_ sidewalk and trails not getting plow�d in a timely _ matter which can create a safety hazard for the residents. People will want to walk in the road if the sidewalk is not plowed which creates the ..=s� ,�s'+,a�`,��s'',a"�",�,�,•,�,:,�>',�",�v .�,` .�a- potential of getting hit by a vehicle. Another disadvantage to staff when this piece of equipment is broke down involves the entire snow removal crew. Other employees in other vehicles have to work longer to make up for the lost route. Since the City has owned the machine, there has been a life to date maintenance cost of $40,800.00. Staff is requesting to replace this sidewalk machine with another sidewalk machine to be used in snow removal. There are also better machines in the market capable of removing snow more efficiently and effectively from the sidewalk. The cost to replace this vehicle is $160,000.00 with an estimated trade in of $4,000.00 resulting in a net purchase of $156,000.00. Staff is willing to push the replacement of the sidewalk machine to the year 2019 if the equipment replacement fund does not allow for the replacement in 2018. Trailers, 41-7007-98, 41-7008-98, 41-7011-98, 41-7012-99, 41-7014-90 Staff is recommending to replace 5 trailers in the parks department. The trailers are used for a variety of tasks. Some include hauling picnic tables, mowers, skid steers and utility vehicles. The recommended replacement schedule for a trailer is 12 years. All of these trailers are older than 12 years and have been pushed back in previous years to purchase other pieces of equipment. Wear and tear over the years is making some of them inoperable. Life to date maintenance costs range anywhere from $5,000 to $15,000 per trailer. There are currently two trailers out of service due to safety concerns. Staff is recommending replacing these 5 trailers for a grand total of $33,000.00. Trade in of the old trailers is estimated at $2,500.00 resulting in a net purchase of $30,500.00. Conclusion Staff has taken a considerable amount of time to form this equipment replacement recommendation for 2018. If the City is to push back equipment past the recommended replacement schedule, maintenance costs will continue to increase, putting more pressure on our shop staff to keep them in service. Down time becomes a bigger factor which then leads to staff being less efficient and not having the equipment needed to complete the job. If equipment continues to get pushed back, the maintenance shop will need to increase staff to keep up with the demand of the older equipment and breakdowns. As the City continues to grow, more equipment will need to be added to the fleet in order to maintain the City of Cottage Grove. So as equipment is pushed back, additional equipment requests will also be added in the near future to keep up with the added maintenance requirements of the newdevelopments, trails, sidewalks, streets, right of ways, cul-de-sacs, medians, landscaping and parks throughout the City. Staff believes these sixteen pieces of equipment need to be replaced to increase efficiency, decrease maintenance costs, decrease down time and enhance the fleet for a total net purchase out of the equipment replacement fund for $790,500.00. If the equipment replacement fund does not allow for the total amount, staff is willing to push back the replacement of the sidewalk machine to 2019 ($156,000.00). This would bring the net purchase to $634,500.00 for equipment replacement in 2018.