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Home My WebLink About04 Capital Outlay 2019 C.� Cottage � Grove �he�e Pride andP�pSPerity Meet To: Honorable Mayor and City Council Charlene Stevens, City Administrator From: Adam Moshier, Management Assistant Date: July 31 , 2018 Subject: Equipment Replacement for 2019 Introduction This memo outlines the equipment that is scheduled for replacement in 2019. The total net purchase for Public Works and Engineering/Inspections equipment out of the equipment replacement fund is $891 ,500.00. Equipment Recommended for Replacement Belos UtilityVehicle-31-8402-09 The Belos (4 wheel drive utility vehicle) is � �� . due for replacement based on maintenance ` "� 4� ''� cost, age and reliability. The Belos will be 10 �`��'' � � �,�'"�, : years old with 2,000 hours. The s� � � recommended replacement is 10 -12 years �-T�- . � � �-� � for this type of equipment. This is one of the � � � -- '„T,; front line machines in regards to sidewalk ?� ' ,,. / ��Rs snow removal and cutting grass around ��,. '� � ponds. The Belos also has a broom attachment that sweeps sidewalks and � ,;g, , assists in shouldering maintenance. ;i� . �;`` Currently, this machine has been out of service for the past 6 months. Parts are Maintenance Cost Per Year usually hard to get for the Belos in a timely —a��bE�o= fashion resulting in the machine being down ;,00� for long periods of time. Staff then loses ;,s�m production and it takes longer to clear the ; �o,o� snow from the sidewalks or cut the grass u ��s°� around the ponds. This machine has been '�°°°� unreliable the past few years as it is always `s'°�° s� broke down. Total life to date maintenance ,�,9 �oti� �o,ti �o,� �,1� tio,a ��,s ti�,b ��,� on the Belos is over $92,000 dollars. This ,�3 piece of equipment needs to be replaced with something that can be relied on and with parts that will be readily available if a breakdown occurs. Staff is requesting to replace the Belos utility vehicle with a MT Trackless machine at an estimated cost of$154,000. Staff is estimating a trade in of$8,000 resulting in a net purchase of$146,000 dollars. Rol ler-31-8301-06 The roller is due for replacement based on age and condition. This machine will be 13 years Maintenance cost Per vear old. The replacement life is 10-15 years. Life to —S3o1Ro��e� date maintenance is over $24,000. The roller s�,000 has over 2,000 hours on it. The Public Works _ s3,000 Department uses a roller to assist in patching, � s�,000 trail maintenance s�,000 and performing so t�'llll OVOf�ayS Wlt�'1 ,o°�tio°� tio°�tio°5 tio�°�o'��otiti;otia p1a o�g ove oy� � � the asphalt track vedf �o-� paver. This is one �7 of two rollers Public Works uses to perform thin overlays. Staff is � �V-' � � ' requesting this roller be replaced because it is currently out of ' ` service and needs over $4,000 in repairs. Staff rented a roller for �� w..� the summer while this one was out of service. Renting a roller � :�i. -A , =` for 3 or 4 months out of the summer is also an option instead of �"' " purchasing. Staff estimates renting a roller for 4 months would ---' � — cost $4,500. Estimated cost to replace the roller is a net purchase of$31 ,000. Mower 11 ft-41-8502-11 The 11 ft. mower is due for replacement rna�,cer,ar,�e cosc Per vEar based on age, maintenance costs and ,Rso,��MG,p reliability. The mower will be 8 years old with 5^�„� over 3,300 hours. The recommended replacement is 8-10 years. This mower is � �s°°° used heavily in the mowing of the larger parks ,;,�,� throughout the city. Without this mower, grass s� would not get mowed in a timely fashion. �, �,� o,: o,a ,,� �,o z�,, This mower has a life to date maintenance � dr total of over $33,000. Maintenance costs the past 2 years have averaged $6,821 . Staff does not recommend keeping mowers past the replacement schedule of 8 years, as larger repairs are needed to keep them running and these mowers are relied on heavily in maintaining the parks. They cannot be down for long periods of time and need to be operational. The past two years shop staff have spent a significant amount of time preparing this mower for the summer season. Staff is requesting to replace the 11 ft. mower at an estimated cost of$66,000. Staff is estimating a trade in of$2,000 resulting in a net purchase of$64,000. Gator- 60-8709-06 � � { _ The Gator is due for replacement based on age and ��-- _ - ' condition. This machine will be 13 years old. The City �T� '� purchased the Gator used in 2011 for $8,300 dollars. Life to - � - �° - � date maintenance is over $17,000. Staff is requesting this �� Gator be replaced because it needs over $5,000 in repairs. Maintenance Cost Per Year e�096<<°� �� ;s,000 � i ss,000 s�,000 0 53,000 Rather than put more money into the " sZ,000 Gator, staff is requesting this piece of s�,000 equipment be replaced. Estimated so COSt t0 f2p�8C2 th2 �iBtOf IS 8 Il2t ..oti' oL�' oi�' o�" o'�`' o'�� o'�� ti ti ti ti ti ti purchase of$11 ,000. This would Yea� come out of the stormwater fund and not affect the general fund. Bombardier-34-8708�5 _..,.�, ,�� "�. This Bombardier is due for replacement based on ��'�� age, reliability and efficiency. The Bombardier will ; � � be 24 years old and was purchased used in 2002. � The recommended replacement is 10-12 years. � � �� ,,.., �, . �,:� This machine is strictly used for sidewalk snow z ``' T � .= , 1.,. removal purposes only. With the increase in ! sidewalks and trails in new developments, staff is in � :w _ - :<< �, ��', need of a 3�d front line sidewalk snow removal � � `�`' r„ `� machine. The Bombardier has been used as a - ' `'�•4 backup machine in years past when the two other machines would break down or P+7aintenance Cost Per Year —SI08 Bembardle' if there was a significant amount of snow. se,�aa s�,�� Maintenance costs on this machine vary o s�;�o depending upon the snow fall amount. In s��° 53�LJ0 the years we receive a lot of snow, this sz,�o machine tends to need more `�`°° s� maintenance as it is worked harder. ,�� ti+�� °��5,��.o�� ,�� ' ��°ti��2��3 ��^2��5�� Down time leads to the sidewalk and �=T� trails not getting plowed in a timely matter. Residents may have to walk in the road if the sidewalk is not plowed which is a safety hazard. If a sidewalk machine is down, staff have to work longer to make up for the missing piece of equipment. Since the City has owned the machine, there has been a life to date maintenance cost of $54,000 dollars. The cost to replace this vehicle is $152,000.00 with an estimated trade in of $2,000.00 resulting in a net purchase of$150,000.00. Pickup with Service body-80-1601-07 __ ---_ rJ�� 1 � � The pickup with service body in the Sewer l �r� � .' ,'-� Division is due for replacement based on age and ��-s.� � - maintenance cost. The truck will be 12 years old �; • , , �� with over 141,000 miles. The recommended �i. , � replacement for pickups is 12 years. The life to �- — , . °" date maintenance cost is $33,000. This has been .��• a good vehicle for staff and it fits the application. Staff does not recommend keeping front line vehicles that have over 100,000 I'T11�2S. Maintenance Cost Per Year Staff is requesting to replace this pickup —1601 Picku p with Service Body with a service body at an estimated cost of tlZ,000 $87,000. Staff is estimating a trade of <lo,000 $5,000 resulting in a net purchase of � 5800° � ss,000 $82,000. This does not affect the general <-,000 fund as the money is budgeted for out of `Z°°° so th e sewe r fu n d. Jo, �s �a o�o 0�1 p1ti p13 o�a o�s o�b o,� "�, 'I- 'L 1 1 1 1 'L 1 1 1 Year Three Pickup Trucks-41-1405-07, 31-1004-07, 35-1703-06 The three pickup trucks, 1405, 1004 and 1703 are due for replacement based on age and maintenance cost. 1405 will be 12 years old, over 96,000 miles and over $40,000 in maintenance costs. 1004 will be 12 years old, over 95,000 miles and over $29,000 in maintenance costs. These are two front line vehicles used in the Parks and Streets Divisions. Both trucks are also used in the winter for plowing cul-de-sacs which puts a significant amount of wear and tear on the vehicles. Staff does not recommend having pickups over 12 years old as front line trucks as they are more prone to breakdowns especially when snowplowing. Both trucks are approaching 100,000 miles which is also another factor in replacing the pickups as more repairs rather than just maintenance is usually needed. Maintenance Cost Pzr Yzar Maintenancz Ccst Pzr Year —1905 PickuP —1(M14=i,ku� ilO.011i $?OOG $6,OOG Stl.WU � � $S,OOG � 5E.0'JO � $4�W0 Sa.000 S�,00a Sz000 Ss,00a Si,00a >o �(1 Sa 1" 1�$ 1�9 1�y� 1�ti, 'L�1y 'L�� l�p 'L�lh 'L�hb 1�h� .�CF� yC4�p .��9 �O''� yOl� .�C�' y01�' .�Jtid .�0�� yO1F .�G1' Yem Vea 1703 is used as an administration vehicle. This truck has over 112,000 miles, will be 13 Ma�ntenan�e cosc Per vear years old and has over $24,000 in —1'°3"`k°° maintenance costs. There are signs of `'°°° heavy rust along the wheel wells, ss,°°° underneath the frame and along the tailgate. � $4'�� $3,000 Major repairs will be needed to the truck in sZ�o part due to the rust. s�000 so Staff is requesting to replace three pickups ti�°� ti�°' ti�°g ��°� ��° ��' ,o�ti �0�3 tio�° tio�s tio�� tio�� at an estimated cost of$110,500 total. Staff Yea� is estimating a trade in of $2,500 per pickup truck resulting in a net purchase of$103,000 dollars. Tailgate Paver-31-8303-96 Staff is requesting to purchase the self-propelled paver in 2019. The � City has rented this machine the past 3 years. Staff has been very pleased with the perFormance of the ,�`� iw � .� Weiler paver. ' ;`j ��385A�� ,��s � � �.. Roughly about 72% of the rent 1� ' � �_ money the City has paid in the last 3 years will be applied to the purchase � of the machine. Staff is recommending to purchase this machine now that everyone has � — � become familiar with the operation and they know this will work for years to come. It is a reliable piece of equipment and perForms the thin overlays the City needs to help extend the life of the roads. The cost to purchase was $156,000 but after the rent money is applied the total cost would be $87,000. After trading in the old pull type paver, the cost is estimated to be $85,000. Single Aule Dump Truck-31-4003-04 This single axle dump truck is due for replacement J ' '""'"' �- -� yy� �, i based on age and maintenance cost. The dump ' �'! '_ truck will be 15 years old and has 50,300 miles on + ��`"` it. The recommended replacement is 15-20 years _�'� R on dump trucks. The main use of this dump truck J , � i � � � ,R is snow removal and hauling class 5. The life to �-- � � date maintenance cost for this truck is -= � "- _;i� $176,703.00. The maintenance cost average for � ;:�.�� r the past five years is $15,361 per year. This �� vehicle is essential in removing snow from the streets in a timely matter. If this dump truck is Maintenance Cost Per Year broke down, the snow plow route assigned to the driver does not get complete until all of the —4003Tandem DumpTruck $350� other drivers are finished with their routes and 530,0� can assist the unfinished route. Snow removal � SZS,°°° then takes longer than 8 hours to make the V S�O,O00 515,0� roads passable. sio,000 � Ss,000 So The estimated cost to replace this dump truck ti°°°ti��°°��°°' ti�$ti°°�ti°'°ti°''ti°'�ti°'�ti°�°ti°'�ti°'�ti°'� is $225,000. Staff is estimating a trade in value Yedf of$25,000. This would be a net purchase of $200,000. Tractor-41-8406-03 The New Holland Tractor is due for replacement ' I ' ' ! ! � � r - =_' � based on age and overall condition. This tractor is -a ,,v„�� i; ,� 15 years old with 2,300 hours. The recommended �� __ �,�.,�� lS,,;— 1 replacement is 10-12 years. This tractor assists - _ ��:i� ;t, - .� with all ofthe dragging ofthe ball fields and regular ' r"�'''' ''�T' _�--.� •-_--- maintenance of the turf. This tractor has been � 1 - � � � �.-;� s really good in regards to maintenance costs. d�� However, the tractor has seen maintenance costs � � __ 1 ,�� Maintenance Cost Per Year � � —8406Tractor - $5,000 , � $4,000 � � $3,000 � s�,�� increase on average to $3,100 over the past si,000 so two years. The replacement cost is $62,000 tioo°��Sti�� .��9tio�� .o��tio�titio�3�o�a .o��,,,��,,ti� with an estimated trade of$8,000 resulting in ,ra a net purchase of$54,000. P icku p-13-5004-08 This pickup is used in the Engineering Maintenance Cost Per Year —S��P��k�P Department. This truck will be 11 years old "'°°" with over 84,000 miles. This truck was already �o replaced in 2017 and was being used as a - �>�o seasonal vehicle. However, the Engineering ` Department added a new full time staff `'"°° member and they needed a vehicle for the , e m ployee. T h is ve h icle is n ow be i ng used as ti�°ro ti�°� -�ti° tio�� -o�� tio�'� tio�" tioti`' tio�� tio�� a front line truck year round again. Ve�� Staff is requesting this pickup be replaced with a new vehicle. The pickup is rusting out and has a life to date maintenance cost of$18,000. With the additional staff member, staff is recommending this pickup be replaced with an escape. The escape will be more economically and fuel friendly than a pickup. The total net purchase is estimated at$25,500. Prius-13-5002-10 Maintenance Cost Per Year —soozP�� sz,000 This Prius is used in the Community s�soo Development Department. The Prius will be 9 years old with 52,000 miles on it. This has � `l°°° been a great vehicle for staff with life to date s5oo maintenance at$4,000 dollars. Staff is to requesting to replace this vehicle to try and ,O,��l O,�'L O,y� �h O,y9 OT6 ,019 avoid the cost of the hybrid battery which will Yedf cost thousands of dollars. Staff is recommending replacing this vehicle with an escape for a net purchase of$25,500. Float Trailer 08-7022-92 This trailer is due for replacement based on age and condition. This trailer will be Maintenance Cost Per Year �ozzr��ae� 27 years old next year. It is used for `s°°° s�,soo hauling the float to different parades t-,�� 53,500 � around the community. This needs to be t3,000 safe and in great working condition. This ° S200o trailer needs to be replaced as it is s�,5oo showing signs of wear and tear after 27 st°°° years. Many items on the trailer should be t° replaced but staff is not recommending ti��y ti��b ti�u^ ti�u� ti�u� ti�1O ti�1~ ti�1ry ti�1� ti�1n ti�1y ti�1� ti�1� putting the money into the trailer but rather Yedf recommending it for replacement. Staff is requesting to replace this trailer for a net purchase of$7,500. Conclusion Staff has taken a considerable amount of time to form this equipment replacement recommendation for 2019. 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. Staff believes these fifteen 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 $891 ,500.00.