STATEMENT OF ISSUE
Staff requests City Commission approval to purchase fourteen vehicles for Public Works Streets and Drainage. The vehicles will be purchased utilizing the Florida Sheriffs Contract #08-0908 and the City of Tallahassee contracts with Ward International Trucks #1285, WorkTrux Truck Bodies #1494 and Terex Utilities #1555. This purchase will be in accordance with pricing, terms and conditions of those contracts. There are currently 14 vehicles in use by Public Works/Streets & Drainage Division that are becoming more costly to maintain and operate due to their age and wear.
RECOMMENDED ACTION
Option #1 Approve the purchase of fourteen vehicles for Public Works Streets and Drainage at a total of $1,513,039.25.
FISCAL IMPACT
There are sufficient funds in the Fleet Capital Vehicle Replacement Project to cover this purchase. Funding Source (716-470101-550050-09047).
The offices of Budget and Policy and Procurement have reviewed this request for sufficient funding and compliance with procurement guidelines. Budget and Policy and Procurement have approved the request as meeting all criteria.
Hub City Ford per Sheriff contract #08-0908 for $22,969.00.
Ring Power per Sheriff contract for $131,623.00.
Flint Equipment per Sheriff contract for $161,732.64.
Ward International Trucks per City of Tallahassee contract #1285 for $767,572.09.
WorkTrux Truck Bodies per City of Tallahassee contract #1494 for $326,340.52.
Terex Utilities per City of Tallahassee contract #1555 for $102,802.00.
Total fiscal Impact is $1,513,039.25.
Terry Lowe, Superintendent, Fleet
Gabriel P. Menendez, Director, Public Works Department
Anita Favors Thompson, City Manager
For information, please contact: Gabe Menendez, Public Works (850) 891-8787
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
The City of Tallahassee, Public Works Department has approximately three million dollars worth of vehicles and equipment within the Department that meets or exceeds the administrative guidelines for replacement. Fleet Management and Public Works Streets and Drainage Division have jointly completed a comprehension evaluation of these vehicles/equipment. Only those vehicles for which the potential future cost of maintenance was determined to be more costly than replacement are recommended to be purchased in this agenda item.
The Department owns four dump trucks with seventeen years of in-service time and one excavator with over fifteen years of in-service time. Another four dump trucks, two Ford F800PB Loaders (asphalt patch truck) (each with over 140,000 miles) and one stone roller have over thirteen years of in-service time. In addition, one bucket truck and one low deck paver have over twelve years of in-service time. Twelve to fifteen years is considered a long life cycle by industrial standards for these vehicles. After the twelfth year, maintenance normally increases at a faster pace and replacement is recommended. Due to a progressive maintenance program, the City of Tallahassee has been able to keep the vehicles mentioned above longer than normal, but due to the present maintenance cost and evaluation of the potential future cost, it is recommended by Fleet that they be replaced at this time. The lead-time is six months from time of order to delivery. The need for these vehicles has been considered and both Fleet Management and Public Works agree this purchase is necessary for the Department to continue to provide the current service level.
One of the dump trucks will be replaced with a light duty F-150. This downgrade will initially save the City $55,958 difference between the cost of another dump truck and the F-150. Maintenance and fuel costs will also decrease. A Citywide search was performed that confirmed there are no other light duty vehicles available within the City fleet that would serve the use planned for the F-150. This vehicle is currently utilized by a foreman in the Right of Way Maintenance Unit to supervise multiple crews. This position’s responsibilities include meeting with customers to discuss service requests prior to the crew being assigned to the project.
The City of Tallahassee presently has an agreement with Ward International Truck and Terex Utilities that provides for a manufacturer-trained technician employed by the contractor, working in the City’s facilities at 400 Dupree Street. This technician will provide all warranty maintenance repairs on site. The warranties will cover repairs for eight years on the cab and chassis and five years on the Terex Body. This will minimize repair delays by eliminating the need to transport the vehicle and the City will maintain control over priority of assignments.
The following itemizes the fourteen vehicles proposed for replacement:
4422 - 1992 International 4900 flatbed dump crew cab - Mileage 101189 (Downgrade Replacement).
Replace with 2009 F150 Regular Cab 4x4 per Florida Sheriffs Contract #08-16-0908 Hub City Ford Crestview, Florida.
Total cost $22,969.00. This vehicle is currently utilized by a foreman in the Right of Way Maintenance Unit to supervise multiple crews. This position’s responsibilities include meeting with customers to discuss service requests prior to the crew being assigned to the project.
4423 - 1992 International 4900 crew cab flat bed dump - Mileage 49834.
Replace with 2010 4400 4x2 crew cab International flat bed dump.
Purchase chassis per COT contract #1285 Ward International trucks - $67,528.60.
Purchase Body per COT contract #1494 WORKTRUX truck bodies Dothan, Alabama - $11,398.00.
Total cost $78,926.60. This vehicle is utilized to maintain right of way areas, including litter removal, mowing, brush trimming, sidewalk edging, and special events.
4425 - 1992 International 4900 crew cab flat bed dump - Mileage 59402.
Replace with 2010 4400 4x2 crew cab International flat bed dump.
Purchase chassis per COT contract #1285 Ward International trucks - $67,528.60.
Purchase Body per COT contract #1494 WORKTRUX truck bodies Dothan, Alabama - $11,398.00.
Total cost $78,926.60. This vehicle is utilized in the maintenance of right of way areas, including litter removal, mowing, brush trimming, sidewalk edging, and special events.
4579 - 1992 GMC WG64 Dump Truck - Mileage 82926.
Replace with 2010 International 7600 Dump Truck.
Purchase Chassis per COT contract #1285 Ward International Trucks Tallahassee, Florida - $108,563.00.
Purchase Body per COT contract #1494 WORKTRUX truck bodies Dothan, Alabama - $12,954.26.
Total cost $121,517.26. Used in conjunction with construction projects such as new sidewalks, ADA ramps, intersection improvements, etc. Besides hauling of material, it is utilized for pulling trailers, as needed.
4970 - 1994 Daewoo Excavator Hours 2288.
Replace with 2009 John Deere ZX27U2 Excavator per Florida Sheriffs Contract #08-16-0908.
Vendor: Flint Equipment Company Tallahassee, Florida.
Total cost $127,337.52. Used to replace sand filters in Stormwater Management Facility (SWMF), remove sediments from drainage conveyances and small drainage improvement construction projects.
4438 - 1995 Ford F800 with PB loader asphalt patch body - Mileage 159213.
Replace chassis with 2010 7300 4x2 Ward International per COT contract #1285 - $70,225.68.
Replace body with 2010 PB loader asphalt patch body per WorkTrux COT contract #1494 - $121,721.00.
Total cost $191,946.68. Truck is used for smaller projects needing asphalt repairs i.e. potholes or small utility cuts.
4439 - 1995 Ford F800 with PB loader asphalt patch body - Mileage 140632.
Replace chassis with 2010 7300 4x2 Ward International per COT contract #1285 - $70,225.68.
Replace body with 2010 PB loader asphalt patch body per WorkTrux COT contract #1494 - $121,721.00.
Total cost $191,946.68. Truck is used for smaller projects needing asphalt repairs i.e. potholes or small utility cuts.
4440 - 1995 International 4700 crew cab flat bed dump - Mileage 114426.
Replace with 2010 4400 4x2 crew cab International flat bed dump.
Purchase chassis per COT contract #1285 Ward International trucks - $67,528.60.
Purchase Body per COT contract #1494 WORKTRUX truck bodies Dothan, Alabama -$11,398.00.
Total cost $78,926.60. Used by the Out-fall ditch excavation crew. In addition to excavating out-fall ditches this crew will replace the sand filters in SWMF’s along with small construction projects.
4442 - 1995 International 4700 crew cab flat bed dump - Mileage 48391.
Replace with 2010 4400 4x2 crew cab International flat bed dump.
Purchase chassis per COT contract #1285 Ward International trucks - $67,528.60.
Purchase Body per COT contract #1494 WORKTRUX truck bodies Dothan, Alabama - $11,398.00.
Total cost $78,926.60. This vehicle is utilized to maintain of right of way areas, including litter removal, mowing, brush trimming, sidewalk edging, and special events.
4443 - 1995 International 4700 crew cab flat bed dump - Mileage 102058.
Replace with 2010 4400-4x2-crew cab International flat bed dump.
Purchase chassis per COT contract #1285 Ward International trucks - $67,528.60.
Purchase Body per COT contract #1494 WORKTRUX truck bodies Dothan Alabama - $11,398.00.
Total cost $78,926.60. Used by a drainage mowing crew to pull a large equipment trailer and transport crew members. The trailer is used to transport mowing equipment to maintain SWMF’s, open ditch sections and various other drainage conveyances.
4581 - 1995 International 4900 Dump Truck - Mileage 98959.
Replace with 2010 International 7600 Dump Truck.
Purchase Chassis per COT contract #1285 Ward International Trucks Tallahassee, Florida - $108,563.00.
Purchase Body per COT contract #1494 WORKTRUX truck bodies Dothan, Alabama - $12,954.26.
Total cost $121,517.26. Used by multiple drainage crews to haul excavated sediments from drainage conveyances.
4939 - 1995 Stone Roller AVR4000.
Replace with 2009 Dynapac CC122 Roller per Florida Sheriffs Contract #08-16-0908.
Vendor: Flint Equipment Company Tallahassee, Florida.
Total cost $34,395.12. Small roller used in conjunction with Utility repair crew. It provides for a quality final product with large utility cuts.
4449 - 1997 International 4900-Bucket Truck (Hours-9054) - Mileage 75949.
Replace with 2010 International 7400 Bucket Truck.
Chassis Vendor per COT Contract #1285 Ward International trucks - $72,351.73.
Body Vendor per COT contract.
#1555 TEREX UTILITIES Whitehouse Tennessee - $102,802.00.
Total Cost $175,153.73. Vehicle is the only dedicated tree removal and trimming truck in the City. This truck is used to assist the tree crew in the removal of hazardous trees and trimming of limbs along rights of way, cemeteries, City owned vacant property, and at City facilities.
4949 - 1997 Lee Boy 8500 low deck paver.
Replace with 2009 Lee Boy low deck paver per Florida Sheriffs Contract #08-16-0908.
Vendor: Ring Power Tallahassee, Florida.
Total cost $131,623.00. Public Works Streets and Drainage recently stopped in-house resurfacing projects, choosing instead to outsource that function. As a result of that decision a paver was no longer needed and was sold leaving this small paver available for utility cuts and other small scale paving projects.
CHARITABLE CONTRIBUTIONS
It is not Fleet’s intent to solicit, award, or claim any Charitable Contributions in regard to this purchase.
OPTIONS
1. Approve the purchase of fourteen vehicles for Public Works Streets and Drainage at a total of $1,513,039.25.
Pros:
• Reduce operational cost supporting maintenance of poor condition vehicles and equipment.
Reduce fuel cost and improve environmental impact by downgrading a vehicle.
• All vehicles and equipment have improved technology contributing to greater fuel mileage.
• All vehicles and equipment have Federally mandated technology relative to engine design that lowers the carbon footprint.Cons:
• Initial capital expenditure.
Option 2 – Don’t approve
Pros:
• No capital expenditure.
Cons:
• Potential for maintenance cost to continue to increase significantly. Not able to take advantage of technology to lower fuel cost and improve carbon footprint.
Option 3 – Provide alternative direction to staff.
Pros:
• Alternative solution staff may not have investigated.Cons:
• Time delay may increase cost due to poor condition of vehicles and maintenance requirements.
ATTACHMENTS/REFERENCES
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