City Council Packet 2021 11-09-21 supplemental packet
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
Mayor’s Report #2
Supplemental Information
Tracking Number
CC 2021-56
Parks and Recreation Vehicle Purchases
City Council – November 9, 2021
Supermajority (6 out of 8)
Approval
Tim Evans Parks and Recreation
Name Department
Supplemental Information – distributed 11/6/21
Subject
Parks & Recreation Trucks Purchase – Updated City Council Item
Background
As part of the of the approved FY 22 City budget, the City designated $400,000 in capital funds
for the Parks & Recreation Department. Additionally, the P&R Department rolled over $13,000
in capital funds from the previous year. This makes available a total of $413,000 in capital funds
to replace vehicles, playgrounds and equipment based on the Parks & Recreation Equipment &
Vehicle replacement schedule, which is attached.
The following is a list of capital purchases that staff anticipates purchasing this year:
Replace four (4) Parks trucks $170,000
Replace two zero (2) turn mowers $ 23,000
Three playground replacements (Fox, Price & Sleezer) $150,000
Old Public Works tractor $ 3,000
Recreation equipment $ 11,000
Tow-behind granular spreader $ 7,500
Beecher Park electrical improvements $ 20,000
Gator tractor $ 14,500
Steel safety barricades $ 12,500
Total $411,500
The department has already purchased the following:
1) Two (2) commercial mowers.
2) A used tractor from the Public Works Department.
4) New playground equipment for Price & Fox Hill Parks.
5) A tow-behind granular spreader
6) Beecher Park electrical improvements - As part of the Hometown Days Festival, the
Department spends nearly $10,000 a year renting power equipment from an outside source.
To meet the electrical demands of the festival, current and future park needs, staff eliminated the
yearly Hometown Days rental power fee and provided future power options at the park by
installing three new power cabinets at Beecher Park.
Over the past few weeks, P&R staff has been working with the City’s Purchasing Manager,
Shanel Gayle, on securing four (4) new parks trucks. As part of the P&R vehicle and equipment
replacement schedule, the department plans to purchase the following vehicles:
Memorandum
To: Yorkville City Council
From: Tim Evans, Director of Parks and Recreation
CC: Bart Olson, City Administrator
Date: November 6, 2021
Subject: Parks & Recreation Trucks Purchase – Updated City Council Item
a) One (1) F-350 regular cab 4x4 dump truck with plow.
b) One (1) F-250 regular cab 4x4 pickup truck with plow.
c) Two (2) F-250 regular cab 4x4 pickup trucks with the ability to add a plow.
On Friday Nov. 5th, staff received the attached quotes for the above requested Parks trucks.
These four (4) vehicles will replace truck unit numbers 5, 6, 7 & 8 on the attached vehicle
replacement schedule. We anticipate selling or trading-in truck unit numbers 5,6,7 & 8, after we
receive the new trucks. The trucks will have the ability to add a plow and, as part of the Public
Works snow removal operations, Public Works has requested plows for one (1) F-250 truck and
the F-350 truck.
The following is a summary of the attached quotes for the new Parks trucks:
1. One (1) F-350 regular cab 4x4 dump truck with plow at $62,181.40; ID Quote 18936 R3.
2. One F-250 regular cab 4x4 pickup truck with plow at $44,048.08; ID Quote 18934 R5.
3. Two (2) F-250 regular cab 4x4 pickup trucks, no plow, but plow ready at $70,269.36;
ID Quote 18986 R2.
Total Cost for all four (4) trucks, with one (1) plow for the F-350 and one (1) plow for one of
the F-250s is $176,498.84.
In summary and if approved, the following is the total cost that will be paid, respectively, by
Parks & Recreation and Public Works:
a. PW will pay for two plows ($8,1720.00 plow for the F-350 & $7,964.00 plow for the
F-250) for a total cost of $16,136.
b. The P&R will pay for the cost of four (4) trucks, without plows, at a total cost of
$160,362.84.
The vehicle quotes are available under the Sourcewell (Formerly known as NJPA) Contract
120716-NAF. The quotes have a cut off order date of November 12, 2021, and we anticipate up
to thirty (30) weeks for delivery of the trucks.
Recommendation
Staff seeks City Council approval to purchase four (4) parks trucks, with two (2) plows, for a
total amount of $176,498.84 from National Auto Fleet Group as part of the Sourcewell
(Formerly known as NJPA) Contract 120716-NAF. Also, staff seeks City Council approval of
the disposal of Parks truck unit numbers 5, 6, 7 & 8 on the P&R vehicle replacement
spreadsheet, once the City receives the four (4) new Parks trucks.
Parks & Recreation Vehicle Replacement Schedule
Unit Number Year Vehicle Type VIN FY Replacement Vehicle Type Cost
3 2007 F-350 Pickup 1FTWF31548EA08413 2021 Same/Like $38,000
5 2003 F-150 Pickup 2FTRF17273CA61524 2021 Same/Like $30,000
6 2004 F-150 Pickup 2FTRF17224CA79916 2022 Same/Like $30,000
7 2005 F-350 Flatbed 1FDWF36Y95EC7003 2022 F-350 Pickup $40,000
8 2006 F-350 Dump 1FDWF37Y57EA13941 2023 F-350 Dump $55,000
9 2008 F-350 Pickup 1FTWF31528EA08412 2023 Same/Like $38,000
10 2008 F-350 Pickup 1FTWF31568EA08414 2024 Same/Like $38,000
11 2008 F-350 Pickup 1FTWF31528ed44867 2024 Same/Like $38,000
12 2015 F-350 Dump 1FDRF3G68FED09773 2025 F-350 Dump $55,000
13 2016 Ford Transit 1FTYE1ZMY6KA79591 2025 Same/Like $30,000
15 2019 F-350 Utility 1FDRF3B65KEG51813 2026 Same/Like $42,000
16 2019 F-350 Utility 1FDRF3B65KEG518134 2026 Same/Like $42,000
17 Purchased 1/2021 2019 F-450 Dump 1FD0X4HY7KEG09696 2026 Same/Like $55,200
Rec 2006 Dodge Caravan 1D4GP24E66B731334 2022 Same/Like $30,000
Rec 2017 Ford Transit 1FTYE1YM9HKB18372 2028 Same/Like $30,000
Mowers & Equipment
Year Make Model VIN FY Replacement Vehicle Type Cost
2007 Toro Z Master 270000275 2020 Same $12,000
2007 Terex RL4000 light tower RL407-1080 2027 Same $13,000
2012 Toro Workman 270000798 2020 Same $12,000
2013 Daktronics Message Board Digital Board @ Town 2028 Same $25,000
New John Deere 4066 HST New Purchase 2021 Same $51,000
2013 Toro Z Master 313000254 2021 Same/Like $12,000
2013 Toro Z Master Diesel 313000181 2021 Same/Like $12,000
2015 Kubota ZG1275 10218 2022 Same/Like $12,000
2015 Kubota RCK60P 17211 2022 Same/Like $12,000
2015 Kubota RCK60P 16185 2022 Same/Like $12,000
2015 John Deere Gator TS 1M04X2SJCFM100516 2022 Same/Like $12,000
2002 United Trailer 2022 Same $7,000
New JD Gator XUV835M 2022 Same $23,000
2008 Doolittle Trailer 1DGRS1227PMO79941 2023 Same/Like $5,500
2008 John Deere 3320 Utility Tractor 140285 2024 Same/Like $25,000
2015 New Stripe Paint Sprayer 1700 2025 Same/Like $15,000
2015 Taceuchi T8 Skid Steer 200801830 2025 Same $66,000
2015 Force Trailer 5NHUAS627G1056585 2030 Same $4,000
1999 Richland Trailer 1JWTU1823KK000107 2025 Same $6,000
2006 Hyster Fork Truck F187V11673F 2026 Same/Like $20,000
2017 Quick Attach Utility Brush Mower none 2027 Same $4,000
2017 Toro GM 4000 31600849 2027 Same/Like $65,000
2018 Quick Attach Power Angle Broom None 2028 Same $5,500
2018 Toro Z Master 403014778 2023 Same $12,000
2020 Toro GM 4000 407357590 2030 Same/Like $65,000
2016 PJ Trailer 4P5CC182G1241100 2031 Same $6,000
2018 PJ Trailer UL14 3CVUL1429K2585971 2033 Same $4,000
2020 Rhino 20’ Trailer 1R9RU2028ME912291 2035 Same $5,000
2005 Trairem message Trailer 1M9US111OSDS97034 2025 Same $1,000
2006 Partronics Message Board 04120303 2025 Same $25,000
2021 Reinders Lely Spreader WRF Same $7,300