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5.h) Replacement of Pickup Truck with Plow and Snow Plow Report Meeting Date: 12/07/2010 Agenda Item: �! �� City Council Agenda Report City of Scandia 14727 209th St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Consider quotes for replacement of 1995 GMC pickup truck with snow plow. Deadline/Timeline: Background: • Replacement of this truck is included in the proposed 2011 budget and 2011-2015 CIP ($27,500, Equipment Replacement Fund.) It is one of 2 pickups equipped with snow plows that are used year- round by the Public Works Department. In the winter, pick-ups are used to plow parking lots, narrow streets in certain neighborhoods and to clear cul-de-sacs, freeing the 2large plow trucks for the main roads and speeding up snow removal efforts. In the summer one of the trucks is out patching asphalt or doing shouldering work to the streets. • The truck is in poor condition. Safety has been a concern as carbon monoxide leaks into the cab so it must be operated with windows open. • In the last couple of weeks staff has found that it needs brakes and ball joints. Now the running lights and interior cab lights have stopped working. We do not know what it would cost to repair the truck; the source of the electrical problem is not known. However, we are certain that cost of all of these repairs would likely exceed the value of the vehicle. • The recommended replacement vehicle is a 4-wheel drive, 3/ ton pick-up, equipped for towing and ready to accept a snowplow (which will be supplied by a separate vendor.) Large mirrors, heated mirrors and electric windows (snow accumulates in front of the mirrors) are almost a necessity for a plow truck. An extended cab would be preferred as the Ford pickup is a regular cab which requires 2 vehicles to attend training sessions. • The city may purchase new vehicles at favorable prices through the State of Minnesota's cooperative purchasing contract. Staff obtained quotes on several models of GMCs and Fords. The quotes for the truck (the snow plow and sales tax would be additional) were as follows: Page 1 of 2 12/03/10 . � �� -� � � g �,vy��..�-� �s �;,; � � w � � 1.-"Cy" �`TY 1 ReP 4soM kF`� ( a � J � � �!�'!!'R'�'T�:1� .. � � �. �ee��CpQ�'(n�nf 2228 College Waq• PO Bo$338 • Fergus Falls,MN 56538-0338 218-998-8866 • 800-477-3013 Ext. 8866 • Fsa 218-998-8813 •�vmw.nelsoafergusfalls.com �/�I�ICLE �ua-r� r�ur��E� s�a�a�a ��a�a� So{d To: City of Scandia Date: 12/02/2010 ', A,ttn: Steve Thorp Phone: 651-433-2274 I �4cidress: FAX: 651-433-5112 Scandia, MN Salesperson: Sue Kaden � Key Code:lgnition/Door. Stock hio. Year Make Model NevvlUsed Vehicle iD Number Scandia TK20943 20�1 GMC Sierra 2500 4VI,+D�eg Cab 133.7" New 0 Color: T8D Base Price of Vehicle Per MN Spec 3B $21,58�.74 Options& Extras $1,250.80 Snowplow prep package (\/YU) $24225 Power windows, locks& mirrors {5B5j $7$2.00 Heated camper mirrors (6P3) $206.55 Transit lmprovement Vehicle Excise Tax �20.OQ Subtota I �22.836.54 Trade-In Totai Cash Price Delivered $22,83f.54 �aur Purch�� Qrc��r� PrQ�ect# MN Contract 44394a �1�c�'M�� Otl",�f��° �3t1.�t1�'1�5�, Ship Ta/Lessee/End User: City o#5candia Phone: 651-433-2274 Steve Thorp FAX: 651-433-5112 Maintenance Dept Scandia. MN Signed and initialed Printed Name and Date Scandia 3B TK2�903.123 •Equa/Emp/aymenP Oppoilunity/Afi7imal/ve Action Emp/oyer• . � �� ,i�.� Aia.,,. �w- �--�- � � �. :y� 1 ��'IfM[tar t �`�. � � � . , .,_ _ � ! �i �� ,., n��+l . _ .. ., . .� . . ..... � .: � � .. _ ' � �: : .. � '. .�.. ,: M : �. �... .� � . .. .. " �fE��'�E�EfI�I�/ei�� 2228 College Way• PO Boz 338 • Fergus Falls, MN 56538-0338 218-998-8866 • 800-477-30i3 Est. 8866 • Fau�28-99g-8813 •www.nelsoafergusfalis.com ��f�� t�t��`� [�l!lV�E��f� � G��di� �K2�95� I �o(d To: City of Scandia Dat�: 12/02I2010 Atfin: Ste�e Thorp Phon�: 651-433-2274 Adc#ress: FAX: 651-433-5112 Scandia, MN Saiespersar�: Sue Kaden Key Code:lgnition/Door: Stock No. Year Make Model New/Ussd Vehicle l� fVumber 5candia TK20853 2Q11 G�ViC Sierra 2504 4WD E�ct Cab 158.2" fVew 0 Color: TBD Ease Price of Vehide Per MN Spec 3F $23,490.16 Options& Extras $1;317.95 5nowplow prep package (VYU) $242.25 Power v✓indows; locks& mir�ors (SBSj �849.15 Heated camper mirrors (6P3) �20�.55 Transit Improvement Vehicle Excise Tax $20.04 S u btota l $24,808.11 Trade-In Total Cash Price Delivered $24,808.'f 1 Y�ur F��rehase f�rc#e�## �r��ect� IVil� Contract#443944 �1�c'�f��' ��"�t�f��'�L��'€�1h'�� Ship To/Lessee I End User: C�ty of Scandia Phone: 6�1-433-2274 Steve Thorp FAX: 651-433-5112 Maintenance Dept Scandia, M1�i Siqned and initiaied Printed Name and Date SCandla 3F�TK209�3.i�3 •Eque/Emp/oymenf Oppatunity/ANirmet/ve.9etion Emp/oyer• Midway Ford Commercial , - rhwoitasCa�hotmail.com � Fleet and Government Sales ' emicek rosevillemidwavford.com �--� 2777 N. Sneliing Ave. `��"��' tswansonCc�rosevillemidwavford.com Roseville MN 55113 djensen(a�rosevillemidwavford.com Fax#651-638-4880 Renee Woitas Ed Micek Travis Swanson Dan Jensen 651-315-0960 612-987-5778 651-343-5212 612-998-8229 GROUP 3F E85 Gas Engine Contract#443070 F250 4X4- SuperCab- 8' Box 8650 GVWR + �-� Vehicle will include the following required OEM equipment if not part of standard base package. Automatic Transmission Split Bench Front Seat Seating Daytime Running Lights Engine Block Heater Standard Base Upholstery Base Package Floor Covering AM/FM Radio 4-Wheel ABS Brakes Limited Slip Differential Cruise Control Air Conditioning Front Tow Hooks Tilt Wheel Bumpers w/Rear Step Matching Full Size Spare Tire Skid Plates All Terrain Tires Automatic Locking Front Hubs Dual Front Air Bags Tow Hitch Rear Seat(s) Options Code Price Select Exterior Colors Select 2 Additional Programmed Keys 80 Dark Blue Pearl Metallic DX Brake Controller 526 184 x Vermillion Red F1 Cloth Seat 40/20/40 1 252 Forest Green Metallic GG � Snow Plow Pkg 473 68 x Pale Adobe Metallic LQ Upfitter Switches 66S 100 Tuxedo Black Metallic UH XL Value Grp 96V 476 Sterling Grey Metallic UJ Cmp Pkg (stable bar) 471 128 Ingot Silver Metallic UX Roof Clearance Lts 592 44 Oxford White Z1 Power Grp 90L 848 x Interior Colors Steel only�color for XL Extended Service Contracts Cost Select 5yr/100000m F250/350 Gas 4x2 885 5yr/100000m F250/350 Gas 4x4 1,015 5yr/100000m F250/350 Diesel 4x2 935 Option Total 1,100 5yr/100000m F250/350 Diesel 4x4 1,080 More time and mileage options available Base Price Totals You must have a active FIN code to participate in this 6.2 Gas $22,614.49 purchase contract : FIN code # Options Price Totals 1,100.00 Purchase Order required prior to or er p acement Extended Warranty Payment due upon agreed vehicle acceptance Transit Impr Excise Tax 20.00 Tax Exempt Lic Other Name of Organization Document fee 75.00 Sub total per vehicle 23,809.49 Address Number of Vehicles 1 Grand Total for all units 23,809.49 City, State,Zip PO# Contact Person/Phone# Acceptance Signature Contact's e-mail address and fax# Print Name and Title Date Midway Ford Acceptance Signature Date Midway Ford Commercial . ` rhwoitas@hotmail.com � ' Fleet and Government Sales l;= �' ��,�� emicek Ca�rosevillemidwavford.com 2777 N. Snelling Ave. �---�-`�'`•��" tswanson(cilrosevillemidwayford.com Roseville MN 55113 '_ _.�._ _�_._. diensen(a�rosevillemidwavford.com Fax#651-638-4880 Renee Woitas Ed Micek Travis Swanson Dan Jensen 651-315-0960 612-987-5778 651-343-5212 612-998-8229 TRUCK 4H E85 Gas Engine Contract#443070 F350 4x4- Dual Rear Wheels- SuperCab-8' Box GVWR 9600 �� I Vehicle will include the following required OEM equipment if not part of standard base package. I Automatic Transmission Split Bench Front Seat Seating Daytime Running Lights Engine Block Heater Standard Base Upholstery Base Package Floor Covering AM/FM Radio 4-Wheel ABS Brakes Limited Slip Differential Cruise Control Air Conditioning Front Tow Hooks Tilt Wheel Bumpers w/Rear Step Matching Full Size Spare Tire Skid Plates All Terrain Tires Automatic Locking Front Hubs Tow Hitch Dual Front Air Bags Rear Seat(s) Options Code Price Select Exterior Colors Select 2 Additional Programmed Keys 80 Dark Blue Pearl Metallic DX Brake Controller 526 184 x Vermillion Red F1 Snow Plow package 473 68 x Forest Green Metallic GG Cloth Seats 1 80 Pale Adobe Metallic LQ Upfitter Switches 66S 100 Tuxedo Black Metallic UH XL Value Group 96V 476 Sterling Grey Metallic UJ Power Group 90L 848 x Ingot Silver Metallic UX Cmp Pkg(Stable Bar) 471 128 Oxford White Z1 Roof Clearance Lights 592 44 Interior Colors On the Fly 4X4 213 148 Steel only color for XL Extended Service Contracts Cost Select 5yr/100000m F250/350 Gas 4x2 885 5yr/100000m F250/350 Gas 4x4 1015 5yr/100000m F250/350 Diesel 4x2 935 Option Total 1,100 5yr/100000m F250/350 Diesel 4x4 1080 More time and mileage options available Base Price Totals You must have a active FIN code to participate in this 6.2 L E85 Gas $24,412.49 purchase contract : FIN code # Options Price Totals 1,100.00 Purchase Order required prior to or er p acement Extended Warranty Payment due upon agreed vehicle acceptance Transit Impr Excise Tax 20.00 Tax Exempt Lic Other Name of Organization Document fee 75.00 Sub total per vehicle 25,607.49 Address Number of Vehicles 1 Grand Total for all units 25,607.49 City,State,Zip PO# Contact Person/Phone# Acceptance Signature Contact's e-mail address and fax# Print Name and Title Date Midway Ford Acceptance Signature Date Print` http:Umyfox9.carsoup.com/used/detailPrint.asp?usedvehicleid=10781... . � �� p , '`+ Print This Paqe �arSoup.GQm Back to Details � � 8�r; R��sr,�rch C2; � � Lupient Chevrolet of Bloomington � � 1601 Southtown Dr. Bloomington, MN 55431 CNf�ROIfT�OF BlQ�hiIHCTQN 877-726-8080 Chevrolet o#Bloomin ton 2008 CHEVROLET Silverado 3500HD SRW � • � Work Truck �� Price: $32,986 Color: Silver Birch Metailic �� ' � Miles: 28,362 w+�.�.��m. � �f��:. ��r "" Fuel: Gas , t__. Body Style: Pickup �� - .,. `' '-" 'r•'• Tonnage: 1 Ton - ,`�' � Engine: 6.0 8 Cyl. - .: ^- . . ..��^`' Transmission: 6-Speed A�T � . , ,,, . . . , , pf:'�`. Drive: Four Wheel Drive Stock#: HP3004 VIN: 1 GCHK34K68E104601 Equipment/Features Power poor Locks,Tilt Wheel, Cruise Control,Tachometer,Tire-Pressure Monitoring System,AM/FM Stereo, CD Player,Audio Input Jack,Additional Power Outlet(s),Air Conditioning, Seats-Front Bench-Split, Seats- Reclining, Center Arm Rest, Cloth Seats, Map Pockets, Mirrors-Vanity-Passenger,Wheels-Steel, Body Side Molding, Headlights-Auto-Off, Headlights-Auto-On, Console, Cup Holders,Trip Odometer, Reading Lamps-Front, Reading Lights, Clock, Short Bed, Snow Plow,Air Bag-Driver,Air Bag-Passenger, Child Seat Anchors, Power Steering, Power Brakes, Brakes-ABS-4 Wheel,4 Wheel Drive,4 Wheel Disc Brakes, On-Star System, Intermittent Wipers, Daytime Running Lights 1 of 1 12/1/2010 3:02 PM . �� - � v;� j ' :�s /'"`°` � �� '� �.` � ��. �....�'w t� � SC.��N�IA Memo � To: Mayor and City Council cc: Mayor and Council-Elect From: Anne Hurlburt,City Administrator , Steve Thorp,Building OfficiaUMaintenance Supervisor Date: December 2,2010 Re: Status Report on Snow Plowing Winter has arrived early and hard,with three snow and ice events in a two-week period. The first storm,with about 10 inches of heavy wet snow, set a 20-year record. We've been getting a lot of calls, as have some of you. So we thought a status report might be helpful. , • Staffing with 2 full-time maintenance workers Mike E elkraut&Jeff Anderson is in lace. � g ) P This is Je�'s first year so he is still learning the job. The lack of consistent staffing has been an issue over the last several years. • On-call seasonal staff is also in place. We have 3 people who can operate the large plows (Bob Lindbloom,Bruce Swenson and Roger Rydeen)plus Gregg VanDerScheagan on the roster. • This year most attended training offered by our safety consultant,plus simulator training with MnDOT. • The group has met to discuss routes and assignments,and will continually adjust them as we go. The goal is to route plows ef�'iciently and to cover the most densely populated areas and higher-traffic roads(collectors)first(to the extent practical)while minimizing backtracking and saving fuel. • The most recent snow event was a"typical"snow storm(2-3 inches of relatively light-weight snow.) Completing the snow removal effort on our 90 miles of roads took about 10.5 hours, with a full staff available and no equipment breakdowns. Operations generally begin when the snowfall is ending. We do not have enough resources to plow the entire city twice in one day. • We are continuing the practice of using the 2 large plow trucks on main routes,and using the 2 pick-ups for narrow streets, cul-de-sacs,parking lots and clean-up after the main plowing operation is complete. • With every storm,we get questions from residents about when their roads will be plowed. Some have suggested that we publish route maps. Because each snow event is different, routes sometimes are altered. For example,if one route takes longer than the other,equipment may be shifted and the route may change. Publishing a map might create expectations that could not be met. 12/2/2010 Page 3 of 3 other communities,based on the road miles we maintain. Some of these cities are different in character than Scandia. But many are comparable,with a large rural area and smaller pockets of higher-density development. The current and proposed Capital Improvement Programs(CII')do not include any new equipment for snow removal. Other than adding city staff and equipment, another option for adding resources would be to contract some of the snow removal operations. Unfortunately,contractors with large plow trucks are generally not available when we need this service. Some cities do find it advantageous to contract with smaller operators(such as landscaping companies that provide snow removal in the winter months) for defined geographic areas. For example,the city could contract for snow removal in the higher density areas around Big Marine Lake,or other logical clusters of streets. The contract(s)would need to clearly specify the performance standards and be closely monitored. More research would be needed to determine what the costs might be compared to the city adding staff and equipment, and the potential benefits. We might also consider negotiating ageements with neighboring municipalities to contract or trade snow removal on certain streets,if it would provide better service. We look forward to working cooperatively with the Council and the community to explore ways to � improve this important service. Attachments: • Snow and Ice Control Policy • Survey Data City of Scandia, Minnesota Snowplowing and Ice Control Policy Adopted October 7,2008 and Amended January 20,2009 1. Introduction The city of Scandia, Minnesota, finds that it is in the best interest of the residents of the city to assume basic responsibility for control of snow and ice on city streets. Reasonable ice and snow control is necessary for routine travel and emergency services. The city will attempt to provide such control in a safe and cost effective manner, keeping in mind safety,budget, personnel, and environmental concerns. The city will use city employees, equipment and/or private contractors to provide this service. This policy does not relieve the operator of private vehicles,pedestrians,property owners, residents and all others that may be using public streets, of their responsibility to act in a reasonable,prudent and cautious manner, given the prevailing street conditions. 2. When will city start snow or ice control operations? The Public Works Supervisor will decide when to begin snow or ice control operations. The ' criteria for that decision are: A. Snow accumulation of two (2) inches or more; B. Drifting of snow that causes problems for travel; C. Icy conditions which seriously affect travel; and D. Time of snowfall in relationship to heavy use of streets. Snow and ice control operations are expensive and involve the use of limited personnel and equipment. Consequently snowplowing operations will not generally be conducted for snowfall of less than three (2) inches, and will typically not be commenced until the snowfall has stopped. Between major snow events, snow and ice removal will continue during regular work shifts subject to the availability of personnel and equipment. 3. How snow will be plowed Snow will be plowed in a manner so as to minimize traffic obstructions. The center of the roadway will be plowed first. The snow shall then be pushed from left to right on two-way streets. The discharge shall go onto the boulevard area or ditch of the street. Snow on cul- de-sacs may be plowed to the center in an attempt to provide the largest turning radius possible for emergency vehicle ingress and egress. When a plow goes on a bridge, the driver shall slow down so snow does not go over the bridge, if possible. In times of extreme snowfall, streets will not always immediately be able to be completely cleared of snow. The city will not assure a completely bare roadway. The city will endeavor to make all roads passable within a reasonable amount of time after snowfall has stopped. such laws. The privileges granted herein to operators of snow removal and ice control vehicles shall apply only if the vehicle is equipped with one lighted lamp displaying a flashing,oscillating, or rotating amber light placed in such a position on the vehicle as to be visible throughout an arc of 360 degrees. 8. Weather conditions Snow and ice control operations will be conducted only when weather conditions do not endanger the safety of snowplow operators and equipment. Factors that may delay or suspend snow and ice control operations include: severe cold, significant winds, and limited visibility. 9. Use of sand,salt, and other chemicals The city will use sand, salt, and other chemicals when there are hazardous ice or slippery conditions. The city is concerned about the cost and the effect of such chemicals on the environment and will limit its use for those reasons. The city will not be responsible for damages to any turf or personal property caused by the application of salt or other chemicals. 10. Sidewalks The city will maintain some of the sidewalks in the city. The list of those sidewalks is attached, and may be updated from time to time by the Public Works Supervisor. As there are a limited number of personnel available, the city will only maintain these sidewalks after the streets have been plowed. It is the responsibility of the resident and/or property owner to remove all accumulated snow from all other sidewalks along public streets adjoining their , property. This includes any snow plowed from public streets onto the sidewalk. � Some of the sidewalks maintained by the city are on county roads. Snowplowing of these roads may deposit snow and ice on the sidewalks. The city will attempt to clear these sidewalks of snow but cannot assure that removal will be possible. 11. Mailboxes and personal property in rights-of way Snow plow operators will make every effort to remove snow so as to provide access to mailboxes for the Postal Service. However, it is not possible to provide perfect condirions and minimize damage to mailboxes with the size and type of equipment the city operates. Therefore,the final cleaning adjacent to mailboxes is the responsibility of each resident. Coming into contact with a mailbox is a common obstacle snowplow operators face during storm activities. The city will conduct a review of each mailbox incident to deternune whether the city will replace or provide reimbursement for the mailbox. Only mailboxes that were properly installed and located,which were damaged by physical contact with city equipment will be the responsibility of the city. The city will not be responsible for damage to mailboxes or support posts caused by snow or ice coming into contact with the mailbox. At the mailbox owner's request, the city will replace the mailbox with a standard size, non- decorative metal mailbox and replace the support post as necessary with a 4"x 4", decay resistance wood support post, both installed by the city. Alternatively,the city will reimburse the mailbox owner$50.00 for the replacement of the mailbox and post by others. The Public Works Department may provide a recommended design for mailbox supports and promote its use by city residents to reduce damage from snowplowing operations. 3 City of Scandia List of Sidewalks Maintained October 7, 2008 Olinda Trail(County Road 3) from 209�' Street to Highway 97 Oakhill Road(County Road 52) from Oakhill Court to Olinda Trail(County Road� s Survey of Public Works Staffing&Equipment for Snow Removal,2010 City Pop. Road Miles Number of PW Employees Equipment Circle Pines 5,211 17 5 2-single axle dump trucks w/plow&wings;two-l-ton pickups w/boss V plows Lindstrom 4,600 27 3 FT,2 FT in summer mow parks 2 single axle plow,front reversible plow w/wing;CAT front end loader w/reversible plow&wing;small bobcat/skid steer w/broom&blade; 2 pickups-no plows; i-ton truck w/plow-not used much anymore 1984 Stewartville 5,842 28 7 FT, 1-PT 1 loader w/12'plow;one-4 wheel drive tractor w/12'plow;2 skid loaders;3 trucks w/plows&wings;1-ton truck w/plow Arden Hills 9,796 31 8 FT,no PT in winter 2 single axle dump trucks w/plow,wing&sanders; 1 tractor loader w/plow&wing;4 one ton dumps w/front plows&sanders;2 pickups with V plows;several smaller tractors w/attachments for trails&sidewalks Annandale 3,005 32 4 FT,2 PT on call 2 single axle plow trucks;one loader plow;a leased farm tractor w/plow St. Paul Park 5,293 32 7 FT 1-JD front end loader; 1-tandem dump w/12'two-way plow, 12'side wing under body blade,stainless steel sander; 1-single axle dump w/12'two-way plow, 10'side wing under body blade,stainless steel sander;2-single axle dump w/1-way plow w/10'side wing,stainless steel sander; 1-ton dump w/Boss Power V plow and 400 gal.liquid de- icer sprayer;two-3/4-ton pickup w/Boss Power V plows; 1-Cat skid steer w/quick attach boom-blower; 1-JD 1145 4x4 tractor w/blower Glencoe 5,760 33 3 FT,2 park guys,haul out downtown two 1-ton pickups for alleys&parking lots;grader w/wing;single dump to sand snow,clear airport runway 2 guys-2 behind grader;2 single axle dump trucks;loader w/reversible plow&a wing, blows hrs., 15 mi.walking paths(8 guys=8 downtown snow into trucks hrs) Blue Earth 3,395 35 4-FT,3 to 7 PT 2-tandems;2-single axle truck plows;5441D plow;2 graders, 1 w/a wing, 1 w/a snow gate Jordan 5,418 35 6 FT,4 PT 4-single axle dump trucks w/12'plows,wings&sanders; 1-single axle dump truck w/11' plow&sander;2-544H Deere loaders w/12'plows; 1-5210 JD tractor w/7' blower, broom,&9' plow; 1-1445 JD tractor w/plow,broom, blower for trails& sidewalks; 1-Bobcat Toolcat w/plow,broom,&blower for trails&sidewalks Victoria 6,665 41 8 FT, 2PT summer 3—Dump trucks with front plows&wings and sanders; Five 1-ton pickups with plows; 1—Front end loader with plow&wing; 1—Road grader uvith wing(used as back up or for winging back); 1—Bobcat Afton 2,899 50 6 3 dump trucks;2 pickups;one ton pickup;4 have sanders \\SERVER\SharedDocs\Departments\Public Works\Salt Shed\Cities Page 1