REPORT
Town of Tillsonburg
DATE: JAN 8/04 TO: STEVE LUND, DIRECTOR OF OPERATIONS FROM: DAVE DAVIS RE: FLEET REPLACEMENT REPORT FOR 2004
PURPOSE To inform the Director of Operations of the fleet requirements for 2004 as per the replacement schedule and to give the Service Department recommendations. COMMENTS
Roads Dept Requirements
I have reviewed the inventory with Al and the condition of the units involved and recommend the following: 1) Unit #60 – 1994 GMC Topkick w/ 10’ general-purpose dump body, plow and wing. This unit was structurally damaged last winter when the entire front wing tower harness was broken off the truck due to metal fatigue and rust. Note that this plow and wing harness are not original to this truck but were salvaged from a previous unit making these parts in excess of 20 years old. The damage was repaired at the time but the repair did not address the problem of rust or fatigue. This unit will require the following repairs if it is to continue in service: Remove and replace front plow harness Remove and replace wing harness structure 2 new front tires 2 new complete rear spring packs Replace pins and bushings in box scissor subframe Engine tune up and replace injectors $7,000.00 $7,000.00 $1,000.00 $2,500.00 $3,500.00 $3,000.00
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Roads Dept Requirements
Unit #60
cont’ $1,500.00 $25,500.00 $10,000.00 $15,000.00 6 – 8 weeks
Replace swing tailgate Total anticipated repair cost Residual value of #60 if traded to dealer Residual Value of #60 if sold in house or at auction Estimated downtime to complete repairs Recommendation:
That we not invest in excess of $25,000.00 in a 10-year-old unit worth only $15,000.00 and instead replace the unit. Estimated replacement cost 2004 Cab and Chassis New U Style Sander body Electronic Spreader Controls Front tip down plow harness Rear wing harness and support Hydraulics and controls Striping, radio, brake indicator Estimated replacement cost Unit #81- 1989 John Deere 444E Loader w/ 8800 hrs This unit has performed well but in 2003 it started to show it’s age,the hydrostatic transmission is slipping and I have been informed by John Deere that the life expectancy of the hydrostatic system is around 8000hrs,The cab ,door frame and door are all rusting out and in need of attention.All the bucket pins and bushings need to be replaced or rebuilt. $105,000.00 $ 38,000.00 $ 11,000.00 $ 8,000.00 $ 8,000.00 $ 7,000.00 $ 3,000.00 $ 180,000.00
Unit #81 –cont’
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This unit will require the following repairs to continue in service: Replace hydrostatic transmission, pumps and valves Replace bucket pins, bushings and link arm Rebuild center pivot and steering Replace inboard brakes Replace all 4 tires Sandblast, repair and paint as required Total anticipated repair cost Trade in value of #81 if traded to dealer Residual value of # 81if sold in house or at auction Estimated downtime for repairs $ 30,000.00 $ 6,000.00 $ 5,000.00 $ 5,000.00 $ 10,000.00 $ 5,000.00 $ 61,000.00 $10,000.00 $ 10 – 20,000.00 Unknown as the majority of these repairs will have to be contracted out to John Deere
Recommendation: That we not invest in excess of $ 61,000.00 in a 15-year-old unit worth only $10 – 20,000.00 and instead replace the unit. Estimated replacement cost Unit # 98 1996 Trackless Flail Mower Attachment Recommend replacement of this unit rather than refurbishment This unit is not beyond repair with repair parts being between $4 – 6,000.00 but when we add in the additional 80 to 120 hours to tear it down and rebuild it we are adding an additional $2,200 to $3,200 to the cost. Estimated repair cost Estimated replacement cost $6,200 – 9,200.00 $ 10,000.00 $ 170,000 – 180,000
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Fleet Services Requirements Service Vehicle Fleet Services is requesting a second vehicle for the use of maintenance staff. Fleet Services currently only has 1 vehicle to share between 2 staff members who have different areas of responsibilities. On many occasion staff have been required to use their personal vehicles in the day-to-day operation of the maintenance department. With only 1 vehicle, when that vehicle is in use or out of town, it leaves the other staff member vulnerable if a breakdown or emergency should occur elsewhere in the town. Recommendation That the service department request for a second vehicle be considered and reviewed. Additional Service Bays The scope of the service department has evolved and we are now performing a greater variety of work that was once contracted out. The maintenance department is now performing major rebuilds and body build up’s on our equipment, which, while saving contracting costs, is using up considerable floor space over an extended period of time and as such the maintenance department has outgrown our facilities. As contracting cost escalate, quality deteriorates and delivery dates become months and years instead of weeks we are going to have to perform more and more work in house. Note that the existing shop floor does not have any drains or oil interceptor traps and all runoff from vehicles be it from snow melting or from power washing the equipment is pushed outside into the yard and does not meet Ministry of Environment requirements. Recommendation That we investigate the costs of adding the proper drainage requirements and additional service bays to the current repair facility or build a new stand-alone maintenance facility
Structural Repairs to Existing Service Pit
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If no plans are made to change the current facilities, then the service pit will need to have structural repairs made. Structural repairs to the service pit will include fabricated steel reinforcement forms to run the entire length of the pit wall 12” down from the top and 8” across the shop floor. Gusset braces lagged into the walls and welded to the new top rails every 24”. Upgraded lighting to be installed and a 25,000 lb rolling jack to be installed. Estimated cost for upgrades $ 18,000.00
Repairs to Waste Oil Tank System The waste oil tank is filled remotely from inside the building and therefore has to have a stop fill device installed and a level indicator and alarm. The tank outside has to be contained and covered. Estimated cost for upgrades $5,000.00
Note that these upgrades still do not address the drainage problem
Fleet Maintenance Software In an attempt to become more cost effective with regards to repairs and to extend life cycles based on informed decisions we need to more accurately manage fleet assets. We need a fleet maintenance program that is capable of capturing warranty costs, especially now that we are buying several different extended warranties over various time intervals. We need a system that will identify and flag chronic repairs and failures. We need a system that will more accurately track life cycle costs and in turn support unit replacement planning based on those costs rather than fixed time frame replacement schedules. Because there is no secretarial support for the maintenance department we need a program that supports a bar coding system for equipment, parts and standard job functions and descriptions which will minimize the amount of time and paperwork each technician has to perform each day. Recommendation That we further investigate the Cetaris Fleet Management System. Estimated cost of Maintenance Software $50,000.00
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Parks Department Requirements I have reviewed the Parks fleet inventory with Rick and the condition of the units involved and recommend the following: Unit #27 1994 Chev ½ ton w/ propane
Due to the stricter emission requirements all of the propane-powered vehicles are having a harder time passing the emission test required for license renwal. Therefore I am recommending that this 10-year-old vehicle be replaced. I am also recommending that we replace this unit with a 1-ton crew-cab and chassis with an aluminum contractor body. Estimated replacement cost Unit #36 1994 Plymouth Voyager $ 55,000.00
This unit has been removed from service as of Jan 1/04 and is waiting for disposal Resale value Unit #88 1994 John Deere 855 Tractor $ 2,000.00
This 10-year-old unit has worked well in the past and has multi-functional uses such as towing the grooming mower, general purpose clean up and snow removal with the loader bucket attachment. This unit will require extensive repairs to the hydraulic and hydrostatic systems as well as front axle repairs or replacement. Estimated repair cost Recommend replacing this unit instead of repairing Estimated replacement cost $ 30,000.00 $7,500.00
Unit #132 1994 Ball Diamond Groomer This attachment has lived its life and has been repaired and welded several times this past summer. The main box frame structure has been welded 4 times and the roller has been rebuilt twice before. Recommend replacement of this attachment with a comparable unit. Estimated replacement cost $6,000.00
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Hydro Department Requirements Continuation of the cable body rechassis project with the capital funds carried over from the 2003 budget. 2003 Capital carries over to 2004 Water Department Requirements Unit #45 1996 Dodge Van $38,214
This unit is experiencing problems with the new emission standards and has failed to pass the initial test twice. This unit will require extensive body repairs to the curbside sliding door in the range of $4 - $5,000.00 .This unit is now experiencing transmission problems and the transmission will fail before years end. Estimated repair cost Estimated trade in value to dealer Estimated resale value if sold in house or at auction Recommendation That unit #26 which is scheduled for replacement be kept in service and that unit #45 which is a higher usage vehicle be replaced instead Estimated replacement cost $ 38,000.00 $7,000 - $9,000 $2,000 - $4,000 $4,000 - $6,000
Airport Requirements Unit #202 1994 Trackless 14’ Rotary Mower This unit has lived its useful life and replacement parts are no longer available. Estimated replacement cost $ 15,000.00
Cemetery Requirements Unit # 33 Phil has requested that the dump body on Unit #33 be replaced. After inspecting the body and hoist, it is in need of repair .The hoist cylinder is leaking and scored, the body is rusted out and in need of a complete replacement of the floor. Recommendation That the existing body be repaired and a new dump body hoist cylinder be installed. Estimated cost $ 7,000.00
Fire Department Requirements
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As per the Insurance underwriters 20-year replacement schedule, we are required to replace Unit # 70 Unit # 70 1984 IHC Pumper $300,000 - $350,000
Estimated replacement cost
Estimated trade value Zero – The NFPA requirements state that an open jump seat configure cab such as our must be totally enclosed if it is sold to a different department. Nobody is going to purchase a 20 year old unit and do $20 - $30,000 worth of mandatory modifications on a unit worth about $10 - $20,000 to begin with. Note Do to the immense cost of this unit and the limited space within the firehall, I am recommending that all feasible options be explored and that the merits of different and maybe untraditional apparatus be thoroughly examined and judged. I would also like to note that most fire apparatus that will fit in our Fire Hall are manufactured in the United States and we should be very diligent of the exchange rate of our currency. At present the Canadian dollar is relatively high and delaying this major capital purchase could cost an additional several thousand dollars if the US dollar rises and the Canadian dollar falls. Respectfully, Dave Davis Fleet Manager
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