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HomeMy WebLinkAboutBudget Amendment ENCt.OSURE SaJ,t Oak Park Heights. Request for Council Action Meeting Date November 28. 2006 Agenda Item Title Transfer Budaet and Purchase Boom Mower for Kubota Tractor Time Required 5 min Agenda Placement New Business Originating Department /Requestor Public orks Director/ Tom Ozzello Requester's Signature �s Action Requested Authorization to Transfer Budaet and Proceed with Purchase Background /Justification During development of the 2006 budget in 2005, Public Works looked at work load and equipment needs to better discharge job duties. Among the items evaluated and researched was a boom mower to allow trail, tree and right of way trimming. It was thought that the major use for such equipment would be for brush and shoulder trimming along trails. Additional use would be for trimming along sewer, storm sewer and water service lines and trimming around storm water ponds and the incoming and outfall structures in sloped and rough right of ways within the city. Original 2005 budget prices quotes were for a small, basic boom flail head mower (similar to a backhoe) that could be attached to the city's Kubota Tractor. Costs at that time for a basic unit for our tractor were $9000. It was assumed that part of the costs would be drawn from operating expenses in Parks, Streets, Street lighting and the various Utilities based on cost saving of not contracting out some of the city work needed. Specifically we had allocated $1000 in Storm water for equipment rental to service storm water and, in the much larger parks, wager and sanitary sewer funds, there is money allocated in contractual services and in equipment rental that would be saved by purchase rather than recurring contractor charges. In discussion with the Finance Director, I was reminded that the Council would need to authorize any request for transfer of operational budget money to Capital Equipment purchase money before we could request authorization to purchase this equipment. Equipment Discussion Upon pursuit of updated costs and options for this purchase, we found our original equipment selections are no longer available. The low cost option was a re- branded boom mower from an Italian manufacturer that is no longer readily available and is not supported for parts. Other options and expanded criteria were also added to our search and evaluation. We wanted to extend the reach of the boom to allow trail trimming as was contracted in Valley View this year and to clear brush and weed interference from storm water structures on the sloped areas of the storm water ponds. The previous units evaluated had minimal down reach (ability to extend down a hill to clear around a structure). We also wanted to find an option to trim along some of the `outside the fence line" areas south of Brekke and in the area west of the playground area at Swagger, We have also spent many days this year trimming back buckthorn, lilacs, brush and growth that is interfering with street signs, safe vision at intersections and around street lights, encroachment on streets and parks and weed control in right of ways. We found a unit from VMC Corporation we had evaluated last year (RBI 11) was now at the top of our list. Upon discussion with the manufacturer we found they had a new unit now available for order that has much better reach and balance, a wider mower head (42 inch instead of 36 inch) and can handle heavier (3 inch) brush and trees. The previous RB 113 from the same company would have overburdened the weight handling of our tractor. The new unit (RB114) we are recommending is built on the lighter weight frame of the 111, has better counterbalance of the extendable boom and comes with the desired 42 inch power head of the 113. This option was not available last year and is not yet fully featured on tl nipe f'ss fM site. Funding The City of Oak Park Heights Council allocated $7,000 in the 2006 Park's budget for this equipment purchase. Public Works had planned to allocate additional money from Streets, Parks, Water and Sanitary Sewer operational budgets, out of equipment rental and/or contracted services, to meet the total cost. We assumed an additional 10% over our 2005 estimate for the purchase in 2006 or about $10,000 and would need about $1,000 per division. We did not originally see the great use this unit would be for storm water pond service and did not originally plan on storm water allocation. That has been re- evaluated. Based on the current costs of available and acceptable equipment we would request Council authorize transfer from related and appropriate line items in various operational budgets to Capital Equipment Purchase. A list of operational cost line items and suggestions for transfer amounts to this purchase cost are listed below. These items were selected for the direct future savings that are anticipated by having appropriate equipment to maintain our infrastructure rather than hiring additional contracted services. Not only will we save contract service costs for storm water structure maintenance, street right of way clearing, trail clearing, and manhole and water access in off street locations, we will be finally able to make some gains in trimming back invasive growth both in and around parks, fences, sweets, street lights and valuable growth trees. Bid evaluation and recommendation Two vendor representatives responded to our Request for quotes for a boom mower to use on our Kubota tractor this spring, Carlson Tractor and Lano Equipment. Both independently selected and quoted the VMC compact mowers as the best match for our needs and both recommended the RB I I 1 as a better alternative than the RB 110 we had used for budget purposes in 2005. The RB 111 has a longer reach and more powerful cutting head and would handle 2 inch brush rather than the 1 to 1 %z inch limits of the RB 111. Selection and recommendation to the Council was delayed with significant work from several construction projects and the quotes required an update in case the prices had changed after 30 days. Public Works also contacted the Vendor (VMC Corporation) directly to clarify some of the weight, attachment and versatility issues. During this discussion the vendor mentioned the RB 114 unit that was not available earlier this year and had not been described in their literature yet. With that information I contacted both Carlson and Lano and asked for updated costs and evaluation of the new RB 114 for our needs. Both companies affirmed the new unit as a better and more versatile unit for our needs and both have subnnilted new quotes (attached). Total costs from the two local representatives are $10,835.31 from Carlson Tractor and $11,651.10 from Lano Equipment, If Council is willing to transfer operational nnoney.to Capital Equipment, we would strongly recommend the purchase of the VMC Corporation's RB 114 from Carlson Tractor for the amount of $10,835.31. We suggest Council authorize transfer of budget from the following operational accounts to the existing $7,000 in Parks -- Equipment Purchase funds to allow the purchase of this piece of equipment. Storm Water Equipniz -nt"RentaT- Allow brush onfrol in ponds attd on strtrslure without the manual labor and backhoe•{ental. 707- ya'l.?1;+ - 1103 � 70-7 `/ 9 3 oo —S ° • $ 500.00 Water — Egwprfient =Alto "w off & treeYtrimming - aroun'd - flrf - liyd"ran`ts and right of way y� shirt off valves to maintain access ro/ y�o3A S $1,000.00 Street Lighting — Clear growth around street lights and brush that limit desired visibility. J :v - -- — - -- • 10 Streets — Clear encroachment in right of ways, unrestrained hedges and bushes that interfere with lbI- 1/ � --- t ` stop sign and road intersection visibility and control buckthorn or other noxious weeds that have overgrown right i� + - 50 S of way tree lines ---- - • $ 335.31 Sewer — clear brush and junk tree starts around manholes in the ditches, right of ways, trails and abandoned roadways that will keep us from flushing, cleaning and televising sewer lines Attachments: t� Quote from Carlson Tractor and from Lano Equipment ` U Similar equipment pictures and specification from VMC Corporate Website v � lo! SUS- i, uad.vv Y — / V OL) �sx Page 62 of 64 /0 ,�3s 3/ 11- 15 -06; 1:42PM;Cer190 actor :3 u 2i 2 ARLSON i RACTOR & EGUIR CO. Tel 651 - 423 -2222 Fax 651- 423.4551 Tel 763 -428 -5099 Fax 763- 428 -5051 Hwy 3 & Cly Rd. 42 North of 1 -94 on Hwy 101 (Rogers Exit) 15125 So Robert Trail 14375 James Road Rosemount, MN 55068 Rogers, MN 55374 TO: City of Oak Parks Heights DATE: November 15, 2006 14168 Oak Park Boulevard N PHONE: 651439 -4439 Oak Park Heights, MN 55082 FAX: 651 -439 -0574 MOBILE: 651 -485 -3138 ATTENTION: Tom Ozzello SALESMAN: Fred Senger Here is our quotation on the goods names, subject to the conditions noted below QTY DESCRIPTION PRICE AMOUNT 1 VMC Compact Mowers Model R131 14 It will out up to 3 in. Per Manufacture Specs Horizontal Boom Reach 13 ft. Reach Up 16 ft. 4 in. Reach Down 7 ft. 5 in. Cutting Width 42 in. $10,174.00 1 i add for'sales tax � QUOTE VALID F OR DAYS To confirm order, sign and return acceptance copy CONDITIONS: The prices and terms on this quotation are not subject io verbal changes or other agreements unless approved In writing by the dome Office of the Ulay. All quotations and agreements are contingent upon strikes. accidents, fires, availability of materials and all other causes beyond our control. Prices are based on costs and conditions existing on date of quotation and are subject to change by the Seller before final acceptance. Typographical and stenographic errors subject to correction. Purchases agrees to accept either overage or shortage not in excess of ten percent to be charged for pro-rem. Purchaser assumes liability for patent and copydght infringement when goods are made to Purchaser's specifications. When quotation specifies material to be furnished by the Purchaser, ample allowance must be made for reasonable spoilage and material must be of suitable quality to facilitate efficient production. Conditions not specifically stated herein shall be governed byestatillshed trade customs. Terms inconsistent wn'th those state herein which may appear on Purchaser's formal orderwill not be binding on the Seller. sates — Parts — servico — Rental Page 63 of 64 carisontractancom EQUAL OPPORTUNITY EMPLOYER 11/17/2006 14:21 FAX 7634223 LANO ANOKA 0002/002 E,stabtisW in 1946 L Ot Bobcat. �,r�,flNQ ® � cwe+ISiwoo 6140 Hwy. 10 NW • Anoka, MN 5530`3 • Phona 763/323 -1720 • Fax 763/422 -390 • www.lanoequlp.com NAME ll INQUIRY BUSINESS �i v F PJa �t✓ l�- �1�C /��r ADDRESS f DATE - - C" STATE, ZIP - TERMS- .: n PH N Curl - 3 9 =7-� DELIVERY /C7 a l S Aq a CELL PH N FAX q y y _ Cr 7H PRICES QUOTED ARE F.O.B.: (EMAIL � �o L ✓ , Ca \ L WE ARE PLEASED TO QUOTE ON YOUR INQUIRY AS FOLLOWS: C _ � QUANTITY DESCRIPTION PRICE I AMOUNT �r 30D - 711" /0 4 I I 1 Subtotal Tax Fees Do Ad nf r%,4 Totes . QUOTED BY: ff' f I1r y ACCEPTED BY.