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HomeMy WebLinkAboutPWD-005-23Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Joint Committees Date of Meeting: June 19, 2023 Report Number: PWD-005-23 Submitted By: Stephen Brake, Director of Public Works Reviewed By: File Number: Mary -Anne Dempster, CAO Resolution#: JC-066-23 Report Subject: Fleet Reserve Request Recommendations: By-law Number: 1. That Report PWD-005-23, and any related delegations or communication items, be received; 2. That Council approve the replacement of two light -duty trucks for $210,000 from the Public Works Equipment Reserve Fund; and 3. That all interested parties listed in Report PWD-005-23, and any delegations be advised of Council's decision. Municipality of Clarington Report PWD-005-23 Report Overview Page 2 The Public Works Department is requesting Council approval to draw on the Public Works Equipment Reserve Fund to replace two one -ton four-wheel drive pickup trucks. These vehicles have reached their end -of -life cycle requiring a significant capital investment for annual safety requirements for continued service. 1. Background 1.1 During our 2023 annual safety inspections, as required with all commercial vehicle operator's registration (CVOR) certifications under the Ministry of Transportation (MTO), it was discovered that two light -duty one -ton pickup trucks will need significant repairs in order to meet the MTO CVOR requirements. Quotes for the required work were obtained, and the repairs' cost significantly exceeded the combined value of both trucks. 1.2 Lifecyle of the vehicles was reviewed, one being purchased in 2012 (12-609) and the other in 2014 (14-560). Both trucks are at or beyond the end of their life cycle as per the Public Works Municipal Vehicles and Equipment Replacement Schedule, which recommends replacement at eight -to -nine-year intervals for light -duty vehicles. 1.3 Existing value of the vehicles was also reviewed, and appraisals were obtained from a local reputable dealership. Due to the current condition, it was expressed that the vehicles would only be worth scrap value. Further cost breakdowns are provided in section three. 2. Truck Use Winter Operations 2.1 Both trucks are utilized for winter control operations and are equipped with a front plow and salt/sanding spreader attachment. These trucks are used by Public Works Labourers and Lead Hands to access areas that are difficult to service by single -axle or tandem -axle combination units. These areas include dead end gravel roads, narrow urban streets with small pavement platforms and small access roads leading to parks or other municipal infrastructure. 2.2 Winter Patrol staff also utilize these vehicles for their scheduled shifts. These vehicles have to ability to provide a quick response to calls often received for spot sanding slippery conditions and snow drift accumulation. Municipality of Clarington Report PWD-005-23 Summer Operations Page 3 2.3 Both trucks are also utilized during summer operations by our seasonal staffing compliment. They are routinely used for parks maintenance, refuse collection, storm water pond maintenance, walkway maintenance and all other duties assigned to seasonal staff. 3. Financial Considerations Estimated Cost of Repairs 3.1 The estimated cost to repair truck 12-609 is $6,280.86, while the estimated value in its current condition is $800. The truck has exceeded its anticipated life cycle with a scheduled replacement in 2024. 3.2 The estimated cost to repair truck 14-560 is $9,687.42, while the estimated value in its current condition is $800. The truck has also exceeded its anticipated life cycle with a scheduled replacement in 2024. 3.3 These repairs would allow the vehicle to meet safety requirements for one-year, additional repairs may be necessary in each subsequent year. The repairs may not extend the life of the vehicle. Estimated cost of Replacement 3.4 Estimated cost of replacement for a single one -ton four-wheel drive pickup truck complete with front plow and salt/sand spreader is $105,000. The total estimated replacement cost for both vehicles is $210,000. The Public Works Equipment Reserve fund currently has a balance of $275,618.48 which will cover the estimated replacement cost. 3.5 Replacement of the vehicles will reduce repair costs as the vehicle will be under warranty and will also be newer. The planned replacement was in one year, and the required repairs make replacement a more economically feasible approach. 4. Concurrence This report has been reviewed by the Deputy CAO / Treasurer who concurs with the recommendations. Municipality of Clarington Report PWD-005-23 5. Conclusion Page 4 Based on the current cost of required repairs, value assessment and asset lifecycle timing, it is respectfully recommended that Council approve the replacement of trucks 12-609 and 14-560 funded from the Public Works Equipment Reserve. Staff Contact: Brett Novak, Manager of Operations, 905-623-3379, Ext. 2909 or bnovak@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision.