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Home My WebLink About09/05/2006, C11 - FLEET ADDITION OF PICKUP FOR STREET AND SIDEWALK MAINTENANCE PROGRAM councit M�ftD� 9-5-2006 j agenda RepoRt h.N be CITY O F SAN LUIS O B I S P O C FROM: Jay Walter, Director of Public Works Prepared By: Dave Smith, Public Works Administrative Services Manager SUBJECT: FLEET ADDITION OF PICKUP FOR STREET AND SIDEWALK MAINTENANCE PROGRAM CAO RECOMMENDATION 1. Eliminate approved fleet replacement for an electric sign board. 2. Authorize the Finance manager to transfer $20,600 to the Equipment Replacement fund Completed Projects account. 3. Approve Fleet Addition of a three-quarter ton pick-up for the Street Maintenance Division 4. Authorize the Finance Manager to sign purchase order in the amount of $16,663.24 to purchase a Chevrolet Silverado standard cab, three quarter ton pickup through the California Multiple Award Schedule (CMAS). DISCUSSION The Streets Maintenance work group is unlike other maintenance work groups in that the work it performs requires staff to work in pairs or small teams using nearly 40 pieces of specialty equipment. As such, it is not necessary or practical to assign all 15 employees in that work group individual pickup trucks. In the last ten years there has been a series of personnel and vehicles changes within Public Works Engineering, Parks, Buildings and Streets divisions that have resulted in numerous vehicle reassignments. This has led to a shortage of pickups in some instances and use of sedans where pickups would be more appropriate in others. These issues will be addressed as part of the 2007-09 budget process; however, due to only having two general purpose pick up trucks in its inventory, the Streets division is experiencing excessive wear and tear and higher than necessary fuel usage from maintenance staff having to use oversized construction equipment (e.g., flatbeds, and dump trucks) when performing general purpose repair work, standby duty, and storm patrol. The Streets workgroup needs an additional pickup to function efficiently. This situation can be resolved now because an approved fleet replacement for purchasing an electronic message board is no longer needed. In the 2005-07 Financial Plan Appendix B on pages 128 to 130, approval was granted to replace the older of two portable electric directional sign units used by the Street maintenance crews. These units are typically towed to the needed location and parked to provide temporary traffic control. The newer unit is a solar powered LED directional arrow signboard. The older unit planned to be replaced is 20 years old, gasoline generator powered, and uses standard light bulbs e//-/ Report Title Page 2 for directional arrows. It is no longer cost effective or practical to use. Current replacement sign boards are solar/battery powered, LED based signs which can provide both programmable text messaging and directional arrows. The replacement purchase was scheduled to occur in 2005-06, however Streets maintenance staff delayed it for a couple of reasons. Over the course of the year Streets maintenance staff was able to share use of a new electronic message board which had already been purchased by the Utilities department. When it is not available, Streets staff is able to rent a suitable unit. These alternatives to replacement are practical based on frequency of use and cost for renting. In addition, renting a sign board means that as improvements occur on successive models of electronic message board equipment, Street maintenance staff will be able to take advantage of the most current models provided by rental yards. Streets staff proposes to cancel the approved electronic sign board replacement, move the funding to completed projects account of the equipment replacement fund, then use available funding to purchase a new fleet addition of a pickup through the CMAS process, which is the statewide cooperative purchasing program. CONCURRENCES The Fleet coordinator concurs with elimination of sign board replacement in favor of the fleet addition. FISCAL IMPACT Completed Projects Account(Arrowboard Replacement) $20,600 Standard three quarter ton pickup ($15,024) sales tax(7.25%) ($1,089) tire fee ($9) Delivery fee ($175) Amber safety light ($150) Headache Rack ($600) Bed Liner ($550) Tool box ($500) Radio ($900) Radio Installation $200 5%contingency ($1,030) 30 day payment discount $500 Remaining balance in completed projects $1,273 ALTERNATIVES Council could chose to leave the situation as is, however, by not purchasing the pickup now, Streets staff will continue to have to drive oversized equipment when performing general maintenance, standby, and storm patrol work resulting in unnecessary equipment wear and fuel costs. �� _2 Y / Report Title Page 3 ATTACHMENTS Appendix B pages 128-130 Description of Unit to be Replaced Description of Fleet Addition City Fleet Number: 8612 City Fleet Number: TBD Model Year: 1986 Model Year: 2007 Make: Chevrolet Make: Arrowboard Model: Silverado Model: Lear Siegl Description: Pickup Description: Traffic board Year To Enter Service: 2006 Year Entered Service: Jan-86 Recommended Replacement Year: 2019 Scheduled Replacement Year: 2006-07 Original Acquisition Price: $16,663 Projected Age at Replacement: 12 Recommended Replacement Year: 2006-07 Estimated Replacement Price: $20,600 Original Acquisition Price: $3,672 Estimated Surplus Value: $500 Odometer Reading at 12/04: NA Total Maintenance Cost at 12/04: $3,000 Projected Age at Replacement: 20 G:\Staff-Reports-Agendas-Minutes\_CAR\2006\Fleet\Arrowboard\_CAR arrowboard.doc - ATTACHMENT 1 TRANSPORTATION FLEET REPLACEMENT—STREET MAINTENANCE CIP Project Summary 1. Replacing the portable electronic sign board will cost$20,600 in 2005-06. 2. Replacing four trucks($122,700)and one street sweeper($155,000)will cost$2771700 in 2007-08. 3. Replacing two dump trucks($130,000)will cost$130,000 in 2008-09: Background The 1994 GMC pickups (#9515 &#9516) were pan of a group of vehicles that were originally purchased as an alternative fuel vehicle (compressed natural gas —.CNG), but are no longer being used as an alternative fuel vehicle. The technology at the time of purchase was new and numerous repair problems 'developed with the vehicles. The technology did not advance and the repair problems were unable to be resolved. The vehicles are dual-fuel vehicles and are currently run on gasoline. Project Objectives 1. Maintain fleet reliability 2. Keep maintenance costs reasonable 3. Improve.employee productivity Existing Situation The decision to replace a fleet unit is based on a combination of the following factors: 1. Actual miles or hours.of operation compared to expected miles or hours 2. Actual years of operation compared to expected years 3. Possible unsuitability of the equipment for future operations 4. Evaluation of mechanical.condition by Fleet Maintenance Supervisor 5. Evaluation of maintenance costs by the Fleet Maintenance Supervisor Goal and Policy Links 1. Fleet Management Policy(Section 405_ of the Management Manual) 2. 2603-05 Financial Plan,Pages 36-40 Project Work Completed 1. Public Works has evaluated the mechanical condition and maintenance.history of the units to be replaced 2. Public Works has met with the Streets Supervisor to ensure that the replacement units have been correctly specified Environmental Review: No environmental review required. 128 --ATTACHMENT 1 TRANSPORTATION FLEET REPLACEMENT—STREET MAINTENANCE Project Phasing and Funding.Sources Pro'ect Costs by Type Project Costs To-Date 2005706]. 2W6-01-1'- 2007-08 2W9-09-1 Total Equipment Ac ui_sition 20,600 27,700 130,000 428,300 Total 10,6001 1 277,7001 130,0001 428,300 Project Funding by Source: Fleet Replacement(General)Fund Depai trnent Coordinator and Project Review/Support Department Coordinator: Gary Keavney,Streets Supervisor,Ron.Holstine,Fleet Maint. Supervisor Project Review and Support: Ron Holstine„Fleet Maintenance Supervisor;Pam King,Admin. Services Alternatives 1. Deny the Project. Streets Division will continue,to use vehicles that have reached expected miles or hour and risk use of possible unreliable/unsafe vehicles and or equipment. 2. Defer or Re-phase the Request. Continue to accumulate miles and/or hours on vehicles due for replacement. Operating Program General(Sidewalks/Signs)50300 Project Effect on the Operating Budget Requesting Department. Fleet Maintenance Supervisor=20 hours Project Support Regular maintenance by Fleet Maintenance staff. 'L 29 �//_ ATTACHMENT 1 TRANSPORTATION FLEET REPLACEMENT-STREET MAINTENANCE Description of Units to be Replaced: ill. ftIMM milld ! I I i 111011111111111 City Fleet Number: 8612 9515 9516 9812 9813 9701 Model Year: 1986 1994 1994 1997 1997 1996 Make: Arrowboard GMC GMC Ford Ford Tymco Model: Lear Siegl 1500 1500 F450 F450 600 Description: Traffic Pickup Pickup Pickup Pickup Sweeper board Year Entered Service: 01/86 02/95 02/95 09/97 09/97 08/96 Target Replacement Year: 2005-06 2006-07 2006-07 2006-07 2006-07 2007-08 Recommended Replacement Year: 2005-06 2007-08 2007-08 2007-08 2007-08 2007-08 Estimated Replacement Price: $20,600 $16,500 $16,500 $53,600 $36,100 $155,000 Original Acquisition Price: $3,672 $19,325 $19,325 $47,492 $47,492 $106,193 Estimated Surplus Value: $500 $1,500 $1,500 $2,000 $2,000 $8,000 Odometer Reading at 12/04: NA 60,764 41,249 64,984 49,538 9,629 hrs. Total Maintenance Cost at 12/04: $3,000 $5,300 $5,000 $10,200 $6,100 $62,400 Projected Age at Replacement: 20 13 13 10 10 11 Projected Mileage at Replacement: NA 71,812 48,747 81,230 61,922 11,767 hrs wyl 111 City Fleet Number: 9106 9107 Model Year: 199I 1991 Make: GMC GMC Model: Topkick Topkick Description: Dumptruck Dumptruck Year Entered Service: 04/91 04/91 Target Replacement Year: 2008-09 2008-09 Recommended Replacement Year: 2008-09 2008-09 Estimated Replacement Price: $65,000 $65,000 Original Acquisition Price: $46,094 $46,094 Estimated Surplus Value: $8,000 $8,000 Odometer Reading at 12/04: 18,038 25,681 Total Maintenance Cost at 12/04: $9,900 $10,628 Projected Age at Replacement: 17 17 Projected Mileage at Replacement: 21,902 31,183 130 � //