To: Honorable Mayor and Members of Town Council
From: Paul Colell, Fleet Services Manager, Public Works Department
Title
Resolution Approving the Purchase Agreement Between the Town of Castle Rock and Faris Machinery Company for the Purchase of a 2016 Elgin Eagle Street Sweeper
Body
________________________________________________________________________________
Executive Summary
As part of the Department’s Fleet Replacement Program, our current four wheeled street sweeper, Unit # 066 a 2006 Elgin Eagle, is scheduled for replacement. This unit is replacing our current sweeper of the same make and model and has met all the requirements for replacement as outlined in the Vehicle Replacement Policy and has been approved through the 2016 budget process. The Fleet Replacement Program has sufficient funds to purchase this vehicle, and since the cost is over $250,000, we are seeking Council approval to move forward with the purchase
Discussion
The Public Works Department vehicle replacement program was developed to ensure the Town has reliable vehicles and equipment in good working order that are essential to the many community services provided by the Town’s varied departments such as Public Safety, Utilities, Public Works, Parks and others. Eventually, all equipment wears out. As they wear, they become increasingly expensive to operate and maintain and less reliable and safe to use. They become more expensive because component failures tend to be unpredictable, and unplanned repairs are more likely to interfere with vehicle use, impose uneven demands on maintenance resources, exacerbate parts acquisition difficulties and ultimately may lead to disruption and delay of Town services. In order to determine which vehicles and equipment are in need of replacement the Fleet Services Division has set up vehicle replacement criteria based on input from the American Public Works Association (APWA) as a baseline. The Fleet Services Division staff also uses our Fleet software system to track all costs and repairs related to each individual piece of equipment. The fleet software system assigns a point value for replacement based on life of unit, cost of repairs to date and mileage or hours accumulated. When equipment is due for replacement a review is completed by Fleet Services staff and the user department to verify this piece of equipment should be replaced. Each department contributes to the replacement fund similar to a car payment to ensure the funds are available when the vehicle or equipment is ready to be replaced.
After review of this street sweeper it was determined that the normal replacement date of 2016 should be maintained. The current sweeper has met the majority of recommended replacement criteria within our software and we have spent over $105,000 in repairs and maintenance with additional heavy repairs anticipated in the next couple of years. In addition newer technology has been developed which will make the new sweeper easier to operate and with considerable less pollution from the diesel engines and less sweeping dust. A specification and quote was obtained from Faris Machinery for an Elgin Eagle street sweeper using the CDOT bid # HAA IFB 14-201, and the Department is ready to move forward with this purchase.
While already conceptually approved in the Fleet Replacement Program budget for 2016, the department is seeking formal Council approval as the expenditure exceeds the $250,000 authority limit of the Town Manager.
Budget Impact
The current 2016 budget has funds approved for this expenditure. It is part of the annual vehicle replacement program in which we have previously contributed money to ensure that adequate funding is available for replacement of this sweeper. The cost of the sweeper and subsequent expenditure from the Fleet Replacement Program totals $260,460 and is well below the planned expenditure amount of $281,483.
Staff Recommendation
Staff recommends approval of the purchase and expenditure of funds
Proposed Motion
“I move to approve a Resolution Approving the Purchase Agreement between the Town of Castle Rock and Faris Machinery Company for the Purchase of a 2016 Elgin Eagle Street Sweeper.”
Attachments
Attachment A: Resolution
Attachment B: 2016 Schedule of Vehicle & Equipment Purchase