Capital Equipment Reserve Fund

(CERF) - CAPITAL EQUIPMENT RESERVE FUND AGENDA FOR MEETING Date: April 17, 2013 Time: 1:00 P.M. Location: Mayor’s Conference Room Attendance: Approval of minutes of the March 20, 2012 meeting CERF Balance Update: Currently the CERF account has $2,823,090.36. After the approvals for this meeting the balance will be approximately $1,753,090. STANDARD REQUESTS Requests from CERF – Police Department 2013 a) Request the transfer of available CERF funds in the amount of approximately $40,000 - $45,000 to replace two Police Package (unmarked) vehicles under State of NH contract or similar to be purchased from authorized dealership. One Buick Lesabre and one Chevrolet Impala will be replaced as follows. • The purchase of one vehicle is to replace one 2003 Deputy’s Buick Lesabre vehicle #1632990 - VIN 1G4HP52K73U239631 having mileage as of April 2nd , of 88,982 and listed on the FY2013 CERF replacement schedule. This vehicle has extensive rust issues due to the age of the vehicle. It is expected to receive a minimum trade-in value. This unit was originally scheduled to be replaced in FY 13. • The purchase of the second vehicle is to replace the 2005 Chevy Impala in the Domestic Violence Unit vehicle #G22291 – VIN 2G1WF55KX59378056, having mileage of 100,536 and on the CERF schedule for replacement since FY2012. This unit was originally scheduled to be replaced in FY 12. b) Request the transfer available CERF funds in the amount of approximately $57,000 - $60,000 for the purpose of purchasing two Ford Police Interceptor Utility Vehicles (SUV), under State of NH contract or similar to be purchased from authorized dealership. One Chevrolet Tahoe and Ford Crown Victoria will be replaced. • One vehicle will be a replacement of K9 vehicle. The police would like to keep the current K9 vehicle as a backup, which is the 2002 Chevrolet Tahoe #G11726 - VIN 1GNEK13Z02J239665, with mileage of 141,497. This unit will be used as a backup if multiple dogs will be traveling to training etc. The Tahoe will be used as a backup unit as long as it is useful, but will no longer be on the replacement schedule. This unit was originally scheduled to be replaced in FY 12. • The second vehicle is the replacement for unit 17, which is the 2010 Ford Crown Victoria (uniform patrol) #G12122 - VIN 2FABP7BVXAX126199. This vehicle was totaled in an accident in October. We intend to transition a supervisor’s current vehicle into the Patrol Fleet and assign the use of the new all wheel drive utility vehicle with the larger cargo area for equipment to the Supervisors. The Police Department has been looking for a pursuit rated utility vehicle and have had the opportunity to test and evaluate this vehicle prior to purchase. The newer cruisers being offered are all smaller than  the old Crown Victoria, so we will be gaining more room for additional gear carried only in the Supervisor’s vehicles such as shields, bomb blanket, beanbag gun, pepper spray fogger etc. through this purchase. Risk Management will be able to supply the funding available as a result of the accident involving unit 17, which occurred in October. The balance of the Fleet will be addressed at a later date after the completion of the test and evaluations of the Dodge, Ford and Chevrolet Police Package Vehicles: Requests from CERF – Fire & Rescue Street Department Fire & Rescue Department: FY 13 a) Request the transfer available CERF funds to replace Unit #17119 – a Ford F-350 utility truck used by the Fire Alarm Division as reflected in the 2013 CERF funds. The unit has accumulated 49,595 road miles since it’s in service date, the current condition of this vehicle is described as average. The above mentioned vehicle is shown signs of rusting both on the visible sides and under carriage. This vehicle is in need of brakes, tires, and body repair to pass state inspection. More importantly this vehicle was purchased with a first generation motor that has been underperforming since day 1. We have recently experienced several motor related issues, most recently was a partial rebuild of the thicket valve. The lead time on a replacement will be dependent on stock availability and time to perform needed up fit for emergency lighting and radios. This request is consistent with the Department’s developed equipment replacement schedule. The Board of Fire Commissioners and Fire Administration anticipated purchasing a replacement vehicle in FY2013. The proposed vehicle will replace the utility vehicle which is at end of regular service life and will most likely be traded to the local dealer. The total cost for a new vehicle will be approximately $30,899.00. This request is consistent with the vote of the Board of Fire Commissioners supporting the purchase of a new utility truck at the September 10, 2012 meeting. b) Request the transfer available CERF funds to replace Unit #17153 – Ford Explorer as reflected in the 2013 CERF funds. The unit has accumulated 58,264 road miles since it was placed in service. This vehicle is showing normal wear with components rusting and needing replacement (brakes, exhaust, window controls, and tires). This vehicle was also found to have very poor fuel usage compared to other NFR vehicles. The lead time on a replacement could be up to about 4 months depending on stock for current model year. This request is consistent with the Department’s developed equipment replacement schedule, the Board of Fire Commissioners and Fire Administration anticipated purchasing a replacement vehicle in FY2013. The proposed unit will replace the unit described also known as T-37 which is at end of full service life. Fire Rescue would likely option to use the vehicle as a trade to a local dealer for additional savings. The total cost for the new vehicle we be approximately $33,705.00. This request is consistent with the vote of the Board of Fire Commissioners supporting the purchase of a new vehicle on September 10, 2012. Requests from CERF – Division of Public Works Park Recreation Department FY 13 a) Request to transfer of available CERF funds in the amount of approximately $98,398 to replace Vehicle # 505 Backhoe Loader as reflected in the 2013 CERF funds. The current loader is a 1999 JCB model 214 with approximately 8500 hours has electrical issues within the wiring harness, corrosion of cab and is in need of pins and bushings for the backhoe arm and front bucket, also showing signs of age with the hydraulic system being weak when digging. Solid Waste Department FY 13 a) Request the transfer of available CERF funds in the amount of approximately $347,288 to replace Vehicle # 49 a 980 G Loader as reflected in the 2013 CERF funds. The current loader is a 1999 CAT 980G Loader with 19,411 hours. The hydraulic pump is in need of replacement as well as the pins and bushings. The replacement for this vehicle will be a John Deere 844K Series II Wheel Loader. Street Department: FY 13 a) Request the transfer of available CERF funds in the amount of approximately $98,398 to replace Vehicle #64 Backhoe Loader as reflected in the 2013 CERF funds. The replacement vehicle will be similar in kind. The current loader is a 1998 JCB model 214 with approximately 9700 hours, is having corrosion issues with the cab and components, hydraulic pistons are starting to show signs of leaking and the pivot points are nearing time to replace the pins and bushings. The replacement for this vehicle would be similar in kind. b) Request the transfer of available CERF funds in the amount of approximately $205,400 to replace Vehicle #70 a 10-wheel dump with plow and wing as reflected in the 2013 CERF funds. The current vehicle is a 1999 International 2674 with 96,000 miles is in critical condition from corrosion involving the frame of the chassis and structure of the body. The available funds will be for cab and chassis. c) Request the transfer of available CERF funds in the amount of approximately $127,339 to purchase a mini-excavator in lieu off replacement of Vehicle #42 as reflected in the 2013 CERF funds. Vehicle #42 a 6-wheel dump with plow and wing will not be replaced but moved to a back line plow. This will be the first mini-excavator purchased for the department. The mini-excavator is a 9000 lb. piece of equipment able to be easily moved by trailer to and from the work site. The mini-excavator is highly maneuverable, fuel efficient and its compact size is ideal for doing the type of work that the department has undertaken over the past two years. In the past the department has rented the equipment for use on sidewalk projects and also sewer digs where a backhoe is too large. The balance of funds from this purchase will be used to outfit #70 with a dump body and plow package. d) Request the transfer of available CERF funds in the amount of approximately $17,364 to replace Equipment #120 Air Compressor. Replacement to be of similar kind. General Discussion if needed Motion to Adjourn