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97-114 Resolution No. 97-114 RESOLUTION ADOPTING A CITY VEHICLE REPLACEMENT CRITERIA POLICY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that it hereby adopts a City Vehicle Replacement Criteria Policy dated April 23, 1997 as the City of Elgin' s policy for replacing motor vehicles, a copy of which is attached. s/ Kevin Kelly Kevin Kelly, Mayor Presented: April 23, 1997 Adopted: April 23, 1997 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN VEHICLE REPLACEMENT CRITERIA POLICY April 23, 1997 The city recognizes that at a certain point, it is more economically practical to replace, rather than repair, a given motor vehicle. The city will consider replacing a motor vehicle when the accumulated maintenance cost for the vehicle exceeds 65 to 75 percent of the vehicle ' s purchase price as continued repairs to the motor vehicle after that point will ultimately result in a greater cash outlay by the city. This cost analysis is commonly referred to as an "Equipment Life-to-Date (LTD) and Year-to-Date (YTD) Maintenance Cost Analysis . " The city' s vehicle replacement policy incorporates a LTD/YTD analysis as part of the replacement criteria and supplements that criterion with five additional factors for determining when it is more cost effective to replace, rather than repair, a motor vehicle. The five criteria are set forth below. A. Equipment Age - Every piece of equipment in the city' s fleet is on a time life schedule, which is the first criteria for scheduling for replacement. The breakdown by vehicle type is as follows : Class Life Fleet Size (Years) by Class 1 . Marked Squad Cars 2 35 2 . Other Police Operational Vehicles 4 39 3 . Administration Cars (all departments) 8 53 4 . Pickup Trucks and Utility Vans (all departments) 8 76 5 . Medium Duty Dump Trucks (all departments) 8 28 6 . Light Duty Dump Trucks (all departments) 8 10 7 . Ambulances 5 5 8 . Fire Apparatus 20 10 9 . Off-road Equipment (backhoes, tractors, loaders Varies 61 Total Fleet Size 317 B. Equipment Mileage and Hours - This is a major considera- tion in the marked squad cars . Eight hundred miles a e week is considered the normal miles driven for a squad. Also factored in is the cumulative engine hours for all equipment, especially the marked squads and the public works equipment, where hours are more important than miles . Although actual data relative to total hours is not available, staff will soon be implementing a pilot program to accrue a history of equipment running hours to use in future equipment replacement lists . C. Equipment Life-to-Date (LTD and Year-to-Date (YTD Mainte- nance Costs - Industry standards based upon American Public Works Association (APWA) case studies recommend that equipment turnover occur when accumulated mainte- nance costs reach 65-75 percent of the equipment ' s pur- chase price. In the case of squad cars, this usually happens after one and one-half years of service. Increas- ing the life of the vehicles most likely would result in a maintenance cost to purchase price ratio of well over 100 percent of the equipment purchase cost. Maintenance costs and equipment downtime tend to rise significantly in the later years of ownership as miles and hours accumu- late. With the majority of the other equipment, this standard usually occurs in the seventh, eighth or ninth year. Past experience shows major component failure in the seventh to tenth year of life, thus increasing repair costs and decreasing equipment availability. This is particularly true in public works equipment. D. Structural Integrity - The City Garage conducts an over- all inspection of the subject equipment, both body condi- tion and underbody condition (rusted floorboards and frames ) . Medium and light duty trucks used in salting and plowing operations are routinely exposed to road salt and calcium chloride are especially prone to premature cab and dump body deterioration, requiring major rebuild- ing or replacement. A more attractive fleet presents a more positive and professional image to the citizens and the operators are more likely to keep the equipment clean and in good working order. E. Future Projections of Equipment Repair Costs and Opera- tional Reliability (Safety) - As equipment ages, the availability is decreased due to the additional repairs needed. Exact data with actual downtime is not avail- able. However, based upon experience during the later years of a piece of equipment ' s life, more time is spent needing repairs and maintenance. Safety and reliability are also factored in the decision to replace equipment at the above-mentioned intervals . The light and medium trucks are subject to biannual state-required safety inspections which, as the equipment becomes older, re- quires more time and expense to pass . .��OF F(C oCr :JyAgenda Item No. Nywra f — City of Elgin April 3, 1997 TO: Mayor and Members of the City Council FROM: Robert 0. Malm, Interim City Manager SUBJECT: Review of Vehicle Replacement Criteria PURPOSE The intent of this memorandum is to provide the Mayor and members of the City Council with information on a vehicle replacement criteria policy. BACKGROUND During the course of reviewing the City's proposed vehicle replacement schedule last September, the Mayor and members of the City Council sought information on the criteria used to guide decisions on vehicle replacement. A memorandum detail- ing the replacement criteria was distributed on September 20, 1996, and an interdepartmental committee was formed to evalu- ate that criteria. The proposed policy providing objective guidelines for replacing motor vehicles, as detailed in this memorandum, represents the consensus of the interdepartmental committee convened to analyze the City's vehicle replacement policies . Replacement Criteria The committee reviewed various industry standards establish- ing guidelines for motor vehicle and equipment replacement. Each study demonstrated that at a certain point, it is more economically practical to replace, rather than repair, a given motor vehicle. The committee's review determined that the most widely accepted standard advised replacing motor -2-j vehicles when the accumulated maintenance cost for the vehi- cle exceed 65 to 75 percent of the vehicle's purchase price; continued repairs to the motor vehicle after that point will ultimately result in a greater cash outlay by the City. This cost analysis is commonly referred to as an "Equipment Life- to-Date (LTD) and Year-to-Date (YTD) Maintenance Cost Analy- sis" . The proposed vehicle replacement policy set forth in this memorandum incorporates a LTD/YTD analysis as part of the replacement criteria and supplements that criterion with five additional factors for determining when it is more cost effective to replace, rather than repair, a motor vehicle. Vehicle Replacement Criteria April 3, 1997 Page 2 Descriptions of the five proposed criteria are set forth below. A. Equipment Age - Every piece of equipment in the City' s fleet is on a time life schedule, which is the first criteria for scheduling for replacement. The breakdown by vehicle type is as follows: Class Life Fleet Size (Years) by Class 1 . Marked Squad Cars 2 35 2 . Other Police Operational Vehicles 4 39 3. Administration Cars (all departments) 8 53 4 . Pickup Trucks and Utility Vans (all departments) 8 76 5 . Medium Duty Dump Trucks (all departments) 8 28 6 . Light Duty Dump Trucks (all departments) 8 10 7 . Ambulances 5 5 8 . Fire Apparatus 20 10 9 . Off-road Equipment (backhoes, tractors, loaders Varies 61 Total Fleet Size 317 Elgin' s vehicle time life schedule is generally comparable to the time life schedule being utilized in a number of neighbor- ing and Chicagoland communities (Exhibit A) . It is important to note the significant differences between Elgin' s staffing levels and equipment to mechanic ratios and those of the various communities surveyed. B. Equipment Mileage and Hours - This is a major considera- tion in the marked squad cars . Eight hundred miles a week is considered the normal miles driven for a squad. Also factored in is the cumulative engine hours for all equipment, especially the marked squads and the public works equipment, where hours are more important than • miles. Although actual data relative to total hours is not available, staff will soon be implementing a pilot program to accrue a history of equipment running hours to use in future equipment replacement lists. C. Equipment Life-to-Date (LTD and Year-to-Date (YTD .Mainte- nance Costs Industry standards based upon American Public Works Association (APWA) case studies recommend that equipment turnover occur when accumulated mainte- nance costs reach 65-75 percent of the equipment' s purchase price. In the case of squad cars, this usually Vehicle Replacement Criteria April 3, 1997 Page 3 happens after one and one-half years of service. In- creasing the life of the vehicles most likely would result in a maintenance cost to purchase price ratio of well over 100 percent of the equipment purchase cost. Maintenance costs and equipment downtime tend to rise significantly in the later years of ownership as miles and hours accumulate. With the majority of the other equipment, this standard usually occurs in the seventh, eighth or ninth year. Past experience shows major component failure in the seventh to tenth year of life, thus increasing repair costs and decreasing equipment availability. This is particularly true in public works equipment. D. Structural Integrity - The City Garage conducts an overall inspection of the subject equipment, both body condition and underbody condition (rusted floorboards and frames) . Medium and light duty trucks used in salting and plowing operations are routinely exposed to road salt and calcium chloride are especially prone to premature cab and dump body deterioration, requiring major rebuilding or replacement. A more attractive fleet presents a more positive and professional image to (ebb- the citizens and the operators are more likely to keep the equipment clean and in good working order. E. Future Projections of Equipment Repair Costs and Opera- tional Reliability (Safety) - As equipment ages, the availability is decreased due to the additional repairs needed. Exact data with actual downtime is not avail- able. However, based upon experience during the later years of a piece of equipment 's life, more time is spent needing repairs and maintenance. Safety and reliability are also factored in the decision to replace equipment at the above-mentioned intervals . The light and medium trucks are subject to biannual state-required safety inspections which, as the equipment becomes older, requires more time and expense to pass . All the above-mentioned criteria are projections based on normal driving and routine driver care. Other factors, such as vehicle accident history, could alter these projections significantly. Applying the Criteria in Elgin To test our above-mentioned criteria, each of the pieces of equipment approved for replacement in the 1997 budget process was subjected to an in-depth analysis comparing real data to rik our replacement criteria. The results are detailed in at- tached Exhibit B. The first page is the list approved for replacement in 1997 and the following pages are details pertaining to each individual piece. • Vehicle Replacement Criteria April 3, 1997 Page 4 Utilizing our present policy, the City Garage recommended 71 vehicles , totalling $2 . 3 million to the Budget Committee and approval by City Council was for 32 vehicles totalling $1 . 01 million. The proposed replacement schedule using the crite- ria in 1996 was 68 vehicles totalling $2 .08 million, whereas the actual replacement funds available for equipment was $1 . 13 million. Thus, half the equipment which was scheduled for replacement in 1996 and 1997 was delayed for at least another year. This, in turn, increases the recommended life cycle. In addition, the creation of additional City programs requiring vehicular support - ROPE officers and graffiti removal, by example - has made it necessary to reallocate vehicles that have been slated for replacement to these new programs , further increasing operational costs . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Vehicle Replacement Criteria Committee. The members are as follows: Terry Podzimek, Garage Manager Michael Sarro, Purchasing Director Dennis Ahrens, Deputy Fire Chief Eric Stuckey, Budget/Public Information Officer Jack Darr, Deputy Police Chief Richard Kozal, Assistant Corporation Counsel Eric Bahe, Accounting Supervisor Roger Dahlstrom, Planning Director FINANCIAL IMPACT There are sufficient funds specifically set aside for the 32 pieces of equipment scheduled for replacement in the 1997 Equipment Replacement Fund (Account No. 601-4800-796 . 91-48 under various project numbers, total budget - $1,005,700) . LEGAL IMPACT Afrkone. ALTERNATIVES Regardless of whatever vehicles meet the replacement criteria test, the purchase of vehicles must be included in the budget and contracts for purchase must be authorized by the City Council . Equipment is reviewed from the Equipment Replacement Schedule each year for its remaining life. Equipment from that list is then examined and inspected to see if it does, in fact, meet the above criteria. It is then placed on the equipment replacement list for the current year budget process . If a piece is found to be in unusually good condition, it may be deferred. Vehicle Replacement Criteria April 3, 1997 few Page 5 RECOMMENDATION The recommendations are as follows : - To approve the establishment of the City' s Vehicle Replacement Criteria Policy as outlined in this memoran- dum, subject to availability of funds . - To authorize the 1997 replacement of all 32 pieces of equipment scheduled this year, as detailed on Exhibit B, except for vehicles #803, 807 , 887, 40 and 215, which, although technically meeting the replacement criteria, should be held for further analysis . Respectfully submitted, 0046*,4( 4J c)60.(J Terryodzimek Richard Kozal Garage Manager Assistant Corporation Counsel cli•-•••*"# Michael A. Sarro Eric Bahe Director of Purchasing Accounting Supervisor 44,,At4i Dennis Ahrens Roger K. Dahlstrom Deputy Fire Chief Director of Planning iva.., Eric Stuckey / J 'ck Darr Budget/Public Deputy Police Chief Information Officer Rob -rt 0. Malm Interim City Manager amp • • EXHIBIT A A survey was conducted to compare our policy and length of equipment life cycle with surrounding communities. The following spread sheet represents the result of the above mentioned survey. The results demonstrates that our fleet policies are at or above the average in three categories and slightly below in two categories. Our mechanic to equipment ratio is thirty pieces higher than that of the highest result of the survey. Even when our soon to be hired fourth mechanic is factored in, our ratio will still be the highest in the survey. The municipalities that have a low mechanic to equipment ratio generally tend to retain their equipment longer The following categories are in years, except for the fleet size, number of mechanics and ratio column. VEHICLE LIFE CYCLE and MECHANIC / FLEET SIZE SURVEY Municipality Squads/ >29,900 G.V.W. 1 Ton Pick-Ups/ Admin/Code Fleet Number of Equipment to Interviewed Detective Dump Trucks Dumps Vans Cars Size Mechanics Mechanic Ratio Mt Prospect 2 13"" 10 7 6 160 4 40.00 Mundelein 3 7 9 8 10 140 3 46.67 Buffalo Grove 2 15' 6 6 6 200 4 50.00 e'ta"' Arlington Hts 3 12 15 6 4 271 6 45.17 Glenview 2 10 5 5 5 170 4 42.50 Naperville 3 10 7 6 6 542 11 49.27 Des Plaines 0"' 8 7 7 10 360 6 60.00 Schaumburg 2 10 8 6 5 360 10 36.00 St Charles 2 10 10 10 10 300 4 75.00 Geneva 3 10 10 12 10 150 3 50.00 Deerfield 2 10 7 7 5 55 2 27.50 Libertyville 2 20" 8 6 8 100 3 33.33 Hanover Park 3 10 8 6 6 115 3 38.33 Streamwood 2 14 10 10 5 160 3 53.33 Hoffman Est. 1.5 15 8 9 10 167 4 41.75 Average life 232 11.60 8.53 . 7.40 7.07 216.7 4.67 45.92 cycle for above Elgin Proposed 2.00 8.00 8.00 8.00 8.00 321 4 80.25 t Elgin Actual 3.36 8.42 8.20 9.15 8.55 317. 3 105.67 • EXHIBIT A Page 2 The numbers directly above represent the current age of vehicles due or past due for replacement and current fleet size and mech/fleet ratio * - specifies stainless steel dump bodies which adds initial cost, but eliminates the rust and deterioration problem later. ** - doesn't use the trucks in the summer- only used for plow operations *** - doesn't maintain squad cars - not included in fleet size **** - has in-house body shop and body man on staff Average for other municipalities for all types of equipment - 7.35 yrs Average for Elgin for all types of equipment ( actual ) - 7.54 yrs Our overall"all vehicle average life.cycle" is slightly higher (.19 years)than the average for all the other municipalities interviewed. Most municipalities base their cycles on age, with mileage or hours used being the second criteria utilized if a piece of equipment doesn't meet the age criteria. The cumulative hours on the squads and detective vehicles are a major factor in the decision to replace. Most of the individuals interviewed also stated if a certain vehicle is exceptionally poor(a lemon), or in exceptionally good shape, its life cycle will be adjusted accordingly. Elgin also follows this policy. • EXHIBIT A Page 3 A survey was conducted to compare our policy and length of equipment life cycle with surrounding communities, in regards to fire suppression equipment. The following spread sheet represents the result of the above mentioned survey. The results demonstrates that our fleet policies are above the average in two categories and below in one category. The following categories are in years, except in fleet size and number of mechanics. FIRE SUPPRESSION / AMBULANCE LIFE CYCLE and MECHANIC / FLEET SIZE SURVEY Municipality Years of Service" Mechanics Fleet AeriatLadder Interviewed Ambulance Engine Truck Civilian Firefighter Size Mt.Prospect 6 15 15 X 23 Mundelein 9 20 20 13 Buffalo Grove 6-8 20 20 X-Public Works 19 Arlington Hts. _ 8 15 20 x-Public Works 23 teak Glenview 12 15 20 X-Public Works 25 • Naperville 7 20 20 X 35 Des Plaines 8 15 20 X 25 Schaumburg 7-12 12 12 X 23 St.Charles 6-7 20 25 X 22 Geneva 6-7 18-20 20-25 X X 10 Deerfield 8 15 20 X 13 Streamwood 7-10 15 20 X-Public Works 18 Hoffman Estates 10 20 20 X 24 AVERAGE LIFE • CYCLE FOR ABOVE 8.15 17 19.57 21 ELGIN 5 20 20 X 27 C:\OFFICE\QPWWPPROVED.WB2 EXHIBIT B • VEHICLES APPROVED FOR REPLACEMENT IN 1997 DEPT.NAME EQP# DESCRIP/MODEL INV# YEAR CURR.AGE EST LIFE REM LIFE REPL COST • STREETS MAINT. 147 FORD DUMP 8016 1987 10 8 -2 $70,000 CONSTRUCTION 23 CHEV. DUMP 8726 1989 8 8 0 $70,000 STREETS MAINT. 14 FORD DUMP 8030 1989 8 8 0 $80,000 POLICE 845 GMC JIMMY 8464 1992 5 1 -4 $25,000 POLICE 803 CHEV.CAPRICE 8488 1993 4 3 -1 $20,000 POLICE 807 CHEV CAPRICE 8736 1990 7 4 -3 $20,000 POLICE 887 CHEV. CAPRICE 8338 1993 4 4 0 $20,000 FIRE 949 CHEV CAPRICE 8400 1991 6 6 0 $20,000 POLICE 809 CHEV. CAPRICE 8491 1993 4 4 0 $20,000 POLICE 810 CHEV. CAPRICE 8490 1993 4 4 0 $20,000 POLICE 884 CHEV.CAPRICE 8412 1991 6 4 -2 $20,000 STREETS MAINT. 28 GMC DUMP 8395 1989 8 8 0 $32,000 SEWERS 108 GMC DUMP 8238 1989 8 8 0 $32,000 SEWERS 126 GMC DUMP 8327 1989 8 8 0 $32,000 STREETS MAINT. 226 GMC DUMP 8326 1989 8 8 0 $32,000 PARKS 905 JACOBSEN MOWER 8022 1988 9 8 -1 $50,000 TRAFFIC SIGNALS 135 FORD AERIAL 8128 1988 9 8 -1 $75,000 ENGINEERING 48 CHEV. CAVALIER 8732 1987 10 8 -2 $11,000 PARKS 967 DODGE PICKUP 8690 1988 9 8 -1 $19,000 TRAFFIC SIGNALS 45 DODGE VAN 8677 1987 10 8 -2 $19,000 WATER 35 GMC VAN 8121 1989 8 8 0 $19,000 CODE ENFORCEMENT 166 PLY. SUNDANCE 8715 1989 8 8 0 $11,000 CODE ENFORCEMENT 96 PLY. SUNDANCE 8714 1989 8 8 0 $11,000 ENGINEERING 40 DODGE VAN 8679 1987 9 8 -1 $11,000 FIRE ER41 FORD AMBULANCE 8381 1990 7 6 -1 $90,000 FIRE 215 CHEV. SUBURBAN 8122 1989 8 6 -2 $36,000 PARKS 903 GMC PICKUP 8644 1986 11 8 -3 $20,700 CEMETERY 416 FORD TRACTOR 4275 1970 27 15 -12 $25,000 PARKS 217 FORD TRACTOR 5632 1971 26 15 -11 $25,000 PARKS 222 FORD TRACTOR 5420 1969 28 15 -13 $25,000 PARKS 931 FORD TRACTOR 6104 1976 21 15 -6 $25,000 STREETS MAINT. 131 LIMB CHIPPER 8114 1987 10 10 0 $20,000 TOTALS FOR 1997 $1,005,700 EXHIBIT B Specific problems and reasons the following vehicles were included in the replacement list are listed below. #147- FORD DUMP A. The dump truck is 10 (1987)years old, based upon our age cycle, the vehicle is two years overdue for replacement. B. Current mileage is 44,619. Accumulated hours are not available. C. The purchase price of the vehicle was $40,635. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $24,612. This is already 60.5% of the purchase cost. If you average the cost per year and extend it out for 10 years the total LTD maintenance is estimated to be $49,224. This is 121.1% of the purchase price of the vehicle. D. Structural Integrity is poor. In need of paint, minor body work and dump body sandblasting, repairs and paint. E. Probable increased maintenance due to increasing age. This is a snow route salt and plow truck which is exposed to salt and chloride all winter . #23 - CHEV DUMP rik A. The dump truck is 8 (1989) years old, based upon our age cycle, the vehicle is due this year for replacement. B. Current mileage is 25,645. Accumulated hours are not available. C. The purchase price of the vehicle was $45,339. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $18,506. This is already 40.8% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $29,610. This is 65.3% of the purchase price of the vehicle. D. Structural Integrity is poor. In need of paint, minor body work and dump body sandblasting, repairs and paint. E. Probable increased maintenance due to increasing age. Very problematic in the brakes. Recently the vehicle was involved in a incident where South Elgin Fire Dept, responded to a brake fire. This is a snow route plow truck and is exposed to severe use all winter. #14- FORD DUMP A. The dump truck is 8 (1989) years old, based upon our age cycle, the vehicle is due this year for replacement. B. Current mileage is 54,270. Accumulated hours are not available. C. The purchase price of the vehicle was $60,808. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $24,598. This is EXHIBIT B PAGE 2 • already 40.4% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $39,357. This is 64.7% of the purchase price of the vehicle. D. Structural Integrity is poor. In need of paint, minor body work and dump body sandblasting, repairs and paint. E. Probable increased maintenance due to increasing age. This is a snow route plow truck and exposed to severe use all winter. #845 - GMC JIMMY A. The glazer is 5 (1992) years old, based upon our age cycle, the vehicle is one year overdue for replacement. B. Current mileage is 77,929. Accumulated hours are not available. C. The purchase price of the vehicle was $20,405. The accumulated L.T.D. maintenance cost is $14,188. This is 69.5% of the purchase cost. D. Structural Integrity is good. High Miles - reoccurring history of anti-lock brake problems and onboard computer problems - resulting in expensive and lengthy repairs. rah' E. Potential for major component failure (engine, transmission) due to miles and hours. #803 - CHEV. CAPRICE A. The car is 4 (1993) years old, based upon our age cycle, the vehicle is due for replacement this year. B. Current mileage is 42,926. Accumulated hours are not available. C. The purchase price of the vehicle was $15,294. The accumulated L.T.D. maintenance cost is $5,425. This is 34.5% of the purchase cost. D. Structural Integrity is good. Old police chief's car-transferred to M.I.D. Was involved in two accidents. E. Potential for major component failure (engine, transmission) due to miles and hours. #807 - CHEV. CAPRICE A. The car is 9 (1988) years old, based upon our age cycle, the vehicle is five years overdue for replacement. B. Current mileage is 56,119. Accumulated hours are not available. C. The purchase price of the vehicle was $10,920. The accumulated L.T.D. maintenance cost is $3,338. This is 30.5% of the purchase cost. If you average the cost per year and extend it out for 9 years the LTD maintenance is estimated to be $6,008. This is 55.0% of the purchase price of the car. D. Structural Integrity is good. Old city manager's car- not a police package equipped car- non A.B.S and four wheel anti-lock brake vehicle. E. Potential for major component failure (engine, transmission) due to miles and hours. • EXHIBIT B PAGE 3 #887- CHEV. CAPRICE A. The car is 4 (1993) years old, based upon our age cycle, the vehicle is due for replacement. B. Current mileage is 39,803. Accumulated hours are not available. C. The purchase price of the vehicle was $14,798. The accumulated L.T.D. maintenance cost is $6,967. This is 47.0% of the purchase cost. D. Structural Integrity is good. Has been historically problematic in premature tire wear and frequent need of brakes E. Potential for major component failure (engine, transmission) due to miles and hours. #949 - CHEV CAPRICE A. The car is 6 (1991) years old, based upon our age cycle, the vehicle is due for replacement. B. Current mileage is 91,317. Accumulated hours are not available. C. The purchase price of the vehicle was $12,905. The accumulated L.T.D. maintenance cost is $3,938. This is 30.5% of the purchase cost. If you average the cost per year and extend it out for 6 years the total LTD maintenance is estimated to be $4,726. This is 36.6% of the purchase price of the vehicle D. Structural Integrity is good. E. This car was a rental car when the Fire Department received it. It has high mileage with short runs which creates a greater risk of increased maintenance. #809 - CHEV. CAPRICE A. The car is 4 (1993)years old, based upon our age cycle, the vehicle is due for replacement this year. B. Current mileage is 70,318. Accumulated hours are not available. C. The purchase price of the vehicle was $16,124. The accumulated L.T.D. maintenance cost is $15,541. This is 96.3% of the purchase cost. D. Structural Integrity is good. E. Potential for major component failure(engine,transmission) due to very high miles and hours. Old squad car which was transferred to R.O.P.E. officer-high miles, significant hours on vehicle. #810- CHEV CAPRICE A. The car is 4 (1993) years old, based upon our age cycle, the vehicle is due for replacement this year. • B. Current mileage is 73,068. Accumulated hours are not available. C. The purchase price of the vehicle was $16,124. The accumulated L.T.D. maintenance cost is $14,082. This is 87.3% of the purchase cost. EXHIBIT B PAGE 4 D. Structural Integrity is good. E. Potential for major component failure (engine, transmission) due to very high miles and hours. Old squad car which was transferred to R.O.P.E. officer- high miles, significant hours on vehicle. Reoccurring vehicle electrical problems #884 - CHEV CAPRICE • A. The car is 6 (1991) years old, based upon our age cycle, the vehicle is two years overdue for replacement. B. Current mileage is 65,650. Accumulated hours are not available. C. The purchase price of the vehicle was $17,608. The accumulated L.T.D. maintenance cost is $12,683. This is 71.7% of the purchase cost. D. Structural Integrity is good. E. Potential for major component failure(engine, transmission) due to very high miles and hours. Old squad car which was transferred to R.O.P.E.-officer-high miles, significant hours on vehicle. #28- GMC DUMP A. The dump truck is 8 (1989) years old, based upon our age cycle, the vehicle is due this year for replacement. B. Current mileage is 44,200. Accumulated hours are not available. C. The purchase price of the vehicle was $19,052. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $13,014. This is already 68.3% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $20,822. This is 109.2% of the purchase price of the vehicle. D. Structural Integrity is poor. In need of paint, minor body work and dump body sandblasting, repairs and paint. E. Probable increased maintenance due to increasing age. This is a route plow /salt truck and exposed to severe use all winter. #108 - GMC DUMP A. The dump truck is 8 (1989)years old, based upon our age cycle, the vehicle is due this year for replacement. B. Current mileage is 47,200. Accumulated hours are not available. C. The purchase price of the vehicle was $20,052. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $6,328. This is already 31.6% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $10,125. This is 50.4% of the purchase price of the vehicle. EXHIBIT B PAGE 5 D. Structural Integrity is poor. In need of paint, minor body work and dump body sandblasting, repairs and paint E. Probable increased maintenance due to increasing age. This is a route plow/ salt truck and exposed to severe use all winter. #126- GMC DUMP A. The dump truck is 8 (1989) years old, based upon our age cycle, the vehicle is due this year for replacement. B. Current mileage is 47,300. Accumulated hours are not available C. The purchase price of the vehicle was $21,052. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $14,952. This is already 71.0% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $23,923. This is 113.6% of the purchase price of the vehicle. D. Structural Integrity is poor. In need of paint, minor body work and dump body sandblasting, repairs and paint. E. Probable increased maintenance due to increasing age. This is a route plow/ salt truck and exposed to severe use all winter. #226- GMC DUMP A. The dump truck is 8 (1989)years old, based upon our age cycle,the vehicle is due this year for replacement. B. Current mileage is 49,200. Accumulated hours are not available. • C. The purchase price of the vehicle was $20,052. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $18,918. This is already 94.3% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $30,269. This is 150.9% of the purchase price of the vehicle D. Structural Integrity is poor. In need of paint, minor body work and dump body sandblasting, repairs and paint. E. Probable increased maintenance due to increasing age. This is a route plow/ salt truck and exposed to severe use all winter. #905- JACOBSEN MOWER A. The tractor is 9 (1988) years old, based upon our age cycle, the vehicle is one year overdue for replacement. rik B. Mileage and hours not available. C. The purchase price of the vehicle was $32,285. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $34,355. This is EXHIBIT B • PAGE 6 already 106.4% of the purchase cost. If you average the cost per year and extend it out for 9 years the total LTD maintenance is estimated to be $61,839. This is 191.5% of the purchase price of the tractor. D. Structural Integrity is poor. E. Very high maintenance .Due to the extremely poor condition of this piece of equipment and the urgency of getting it replaced in time for mowing season a bid was solicited and open on March 7th. Purchase of a new mower was awarded by City Council on March 26th. #135 - FORD AERIAL A. The aerial line truck is 9 (1988) years old, based upon our age cycle, the vehicle is one year overdue for replacement. B. Current mileage is 79,000. Accumulated hours are not available. C. The purchase price of the vehicle was $34,352. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $13,336. This is • already 38.8% of the purchase cost. If you average the cost per year and extend it out for 9 years the total LTD maintenance is estimated to be $24,005. This is 69.8% of the purchase price of the vehicle. D. Structural Integrity is good. E. Probable increased maintenance due to increasing age. This vehicle is subjected to an annual safety and di-electric inspection and is increasingly more difficult to certify each year. # 48- CHEV CAVALIER A. The car is 10 (1987)years old, based upon our age cycle, the vehicle is six years overdue for replacement. B. Current mileage is 68,200. Accumulated hours are not available. C. The purchase price of the vehicle was $6,399. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $2,889. This is already 45.1% of the purchase cost. If you average the cost per year and extend it out for 10 years the total LTD maintenance is estimated to be $5,778. This is 90.2% of the purchase price of the vehicle. D. Structural Integrity is poor. E. Potential for major component failure(engine, transmission) due to very high miles and hours. #967 -DODGE PICKUP A. The pickup truck is 9 (1988) years old, based upon our age cycle, the vehicle is two years overdue for replacement. B. Current mileage is 55,300. Accumulated hours are not available. C. The purchase price of the vehicle was $9,094. The accumulated L.T.D. maintenance cost(with • EXHIBIT B PAGE 7 less than five years of history in the HTE fleet maintenance program) is $3,857. This is already 42.4% of the purchase cost. If you average the cost per year and extend it out for 9 years the total LTD maintenance is estimated to be $6,943. This is 76.3% of the purchase price of the vehicle. D. Structural Integrity is poor. E. Potential for major component failure (engine, transmission) due to very high miles and hours. # 45- DODGE VAN A. The van is 10 (1987) years old, based upon our age cycle, the vehicle is two years overdue for replacement. B. Current mileage is 74,500. Accumulated hours are not available. C. The purchase price of the vehicle was $10,573. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $4,250. This is already 40.2% of the purchase cost. If you average the cost per year and extend it out for 10 years the total LTD maintenance is estimated to be $8,500. This is 80.3% of the purchase price of the vehicle. D. Structural Integrity is poor. E. Potential for major component failure (engine, transmission) due to very high miles and hours This vehicle was recently designated to be the graffiti removal vehicle and is not the proper vehicle for the job: but due to the fact it was the only vehicle in the department available it was modified to do the job. • #35 - GMC VAN A. The van is 8 (1989) years old, based upon our age cycle, the vehicle is due for replacement this year. B. Current mileage is 71,000. Accumulated hours are not available. C. The purchase price of the vehicle was $9,020. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $3,954. This is already 43.8% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $6,326. This is 70.1% of the purchase price of the vehicle. D. Structural Integrity is poor. E. Potential for major component failure (engine, transmission)due to very high miles and hours. #166- PLY. SUNDANCE A. The car is 8 (1989) years old, based upon our age cycle, the vehicle is due for replacement this year. B. Current mileage is 45,135. Accumulated hours are not available. C. The purchase price of the vehicle was $6,368. The accumulated L.T.D. maintenance cost (with EXHIBIT B PAGE 8 less than five years of history in the HTE fleet maintenance program) is $2,696. This is already 42.2% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $4,314. This is 67.5% of the purchase price of the vehicle. D. Structural Integrity is fair. This vehicle was purchased"used" from a rental fleet. E. Potential for major component failure(engine, transmission) due to very high miles and hours. # 96 - PLY. SUNDANCE A. The car is 9 (1988) years old, based upon our age cycle, the vehicle is one year overdue for replacement. B. Current mileage is 46,911. Accumulated hours are not available. C. The purchase price of the vehicle was $6,368. The accumulated L.T.D. maintenance cost(with less than five years of history in the HTE fleet maintenance program) is $4,126. This is already 64.6% of the purchase cost. If you average the cost per year and extend it out for 8 years the total LTD maintenance is estimated to be $6,601. This is 103.3% of the purchase price of the vehicle. D. Structural Integrity is fair. This vehicle was purchased"used" from a rental fleet. E. Potential for major comr onent failure(engine, transmission) due to very high miles and hours. #40 - DODGE VAN A. The van is 10 (1987) years old, based upon our age cycle, the vehicle is two years overdue for replacement. B. Current mileage is 37,686. Accumulated hours are not available C. The purchase price of the vehicle was $11,294. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $1,086. This is already .9% cf the purchase cost. If you average the cost per year and extend it out for 10 years the total LTD maintenance is estimated to be $2,172. This is 19.2% of the purchase price of the vehicle. D. Structure: Integrity is fair. E. A four v.heel drive vehicle is the desired replacement, due to the off road inspections in new construction areas. #ER41 - FORD AMBULANCE A. The ambulance is 7 (1990) years old, based upon our age cycle, the vehicle is two years overdue for replacement . B. Current mileage is 41,260. Accumulated hours are not available. C. The purchase price of the vehicle was $53,210. The accumulated L.T.D. maintenance cost is $7,032. This is already 13.2% of the purchase cost. D. Structural Integrity is good. EXHIBIT B PAGE 9 E. This vehicle is an emergency ambulance which responds to alarms in a short notice with no warm-up time, long periods of idling. This unit has a rough ride which the patients notice due to the design. #215- CHEV. SUBURBAN A. This Suburban is 8 (1989) years old, based upon our age cycle, the vehicle is due for replacement this year. B. Current mileage is 49,512. Accumulated hours are not available. C. The purchase price of the vehicle was $17,558. The accumulated L.T.D. maintenance cost is $1,583. D. Structural Integrity is good E. This vehicle has served in all facets of the Fire Department, including command response vehicle, training vehicle, maintenance vehicle and presently is utilized as a snow plow. Snow plowing is hard on a vehicle which creates a higher risk for increased maintenance costs. The interior of this vehicle is a little rough and is starting to develop rust on the exterior. #903- GMC PICKUP A. The pickup truck is 11 (1986) years old, based upon our age cycle, the vehicle is three years overdue for replacement. B. Current mileage is 61,283. Accumulated hours are not available. C. The purchase price of the vehicle was $11,400. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program)is $2,892. If you average the cost per year and extend it out for 11 years the total LTD maintenance is estimated to be $6,363. This is 55.8% of the purchase price of the vehicle D. Structural Integrity is average. In need of paint and minor body work. E. Probable increased maintenance due to increasing age. #416- FORD TRACTOR A. The tractor is 27 (1970) years old, based up on our age cycle, the vehicle is twelve years overdue for replacement. B. Current mileage is not applicable and accumulated hours are not available. C. The purchase price of the vehicle was $2,275. D. Structural Integrity is very questionable due to the age of the vehicle. E. Reliability and dependability are very questionable and parts availability is becoming a major consideration due to the age requiring time-consuming fabricating. The replacement unit will be equipped with a plow to assist in plowing operations. #217 -FORD TRACTOR EXHIBIT B PAGE 10 A. The tractor is 26 (1971) years old, based up on our age cycle, the vehicle is eleven years overdue for replacement. B. Current mileage is not applicable and accumulated hours are not available. C. The purchase price of the vehicle was $2,774. D. Structural Integrity is very questionable due to the age of the vehicle. E. Reliability and dependability are very questionable and parts availability is becoming a major consideration due to the age requiring time-consuming fabricating. The replacement unit will be equipped with a plow to assist in plowing operations. • #222 - FORD TRACTOR A. The tractor is 28 (1969) years old, based up on our age cycle, the vehicle is thirteen years overdue for replacement. B. Current mileage is not applicable and accumulated hours are not available C. The purchase price of the vehicle was $2,669. D. Structural Integrity is very questionable due to the age of the vehicle. E. Reliability and dependability are very questionable and parts availability is becoming a major consideration due to the age requiring time consuming fabricating. The replacement unit will be equipped with a plow to assist in plowing operations. #931 -FORD TRACTOR A. The tractor is 21 (1976) years old, based up on our age cycle, the vehicle is six years overdue for replacement. B. Current mileage is not applicable and accumulated hours are not available. C. The purchase price of the vehicle was $5,560. D. Structural Integrity is very questionable due to the age of the vehicle. E. Reliability and dependability are very questionable and parts availability is becoming a major consideration due to the age requiring time-consuming fabricating. #131 - LIMB CHIPPER A. The limb chipper is 10 (1987)years old, based up on our age cycle, the vehicle is two years overdue for replacement. B. Current mileage is not applicable and accumulated hours are not available C. The purchase price of the vehicle was $9,395. The accumulated L.T.D. maintenance cost (with less than five years of history in the HTE fleet maintenance program) is $2,169. If you average the cost per year and extend it out for 10 years the total LTD maintenance is estimated to be $4,338. This is 46.1% of the purchase price of the vehicle. D. Structural Integrity is fair. E. Reliability and dependability are very questionable and parts availability is becoming a major consideration due to the age. The design of this limb chipper is not the most current. Newer chippers owned by the city have more operator safety devices and this machine is rarely used • due to safety concerns.