TENTATIVE AGENDA BOARD OF ALDERMEN WORK SESSION ST. PETERS JUSTICE CENTER, 1020 GRAND TETON DRIVE ST. PETERS, MO 63376 JUNE 24, 2021 AT 5:00 P.M.

A. Communications from Board Members/Aldermanic Representatives

B. BOA Items for Discussion

No items scheduled for discussion

C. Mayor/City Administrator Item

Unfinished Business Items: None

New Business Items:

1. Recommendation to Cancel 10-28-21 Work Session & Board of Aldermen Meetings – Mayor

2. Mid-Size Excavator Purchase Recommendation – Malach

3. City Code Amendment to Chapter 125 Personnel - Amy Heckart

4. Secretary of State/Records Retention Schedule – Smith

5. Miscellaneous Updates – Pratt

• Chapter 100 Program Annual Report

• Inclusion Specialist/Developmental Disabilities Resource Board (DDRB) Agreement

• Coordinator of Inclusive Recreation Agreement Renewal

6. Board Meeting Agenda Item Revisions – Pratt

7. Executive Session re: Litigation, Real Estate and Personnel, pursuant to Section610.021(1)(2)(3)(9)(12)(13)(14) & 610.022 (1-6)

D. Adjournment

AGENDA Posted at City Hall: June 21, 2021 By: P. Smith, City Clerk

Next Work Session: July 22, 2021

Meeting available for viewing at www.sptvnow.net

CITY OF ST. PETERS, MO

INTEROFFICE MEMORANDUM

TO: BILL MALACH

FROM: ELLIOT SCHNEIDER SUBJECT: BID RECOMMENDATION - 21-143 MID-SIZE EXCAVATOR DATE: 5/26/2021

CC: TIM MYERS, AMY HADDOCK

Bid Recommendation: The Earth Centre staff recommends awarding the bid for a Mid-Size Excavator to Erb Equipment Companies for a John Deere 160G LC excavator, at the cost of $142,970.00 ($19,171.00 less than available fund balance) the bid costs are itemized in the following table. Training, delivery, and a telemetry monitoring system is included at no additional costs.

Bid Item No. Description Cost 1 JD 160G LC Excavator $175,500 4 Trade-in 2005 JD655C Hi-Lift: ($ 42,000) 7 Extended Warranty: 5-yr/5000-hr $ 4,670 18 24-inch GP Tooth Bucket $ 4,800

TOTAL AWARD $142,970

Background: The Water and Environmental Services Group solicited sealed bids for the purchase of a Mid-Size (15 metric ton) excavator, built on a waste handling platform, to be used at the Earth Centre as adjunct equipment for the material grinding process.

This unit was not budgeted, in the FY21 budget solely, however a joint venture excavator purchase was initially considered to acquire a larger machine that would serve the purpose of two work groups. Upon further consideration, the work groups determined that this was not advantageous to the City; attempting to purchase one machine that excelled in both in below grade excavation and above grade material handling, while meeting certain transport weights and restrictions would incur a higher costs than the option of purchasing two excavators.

As the CMPF seeks additional diversion and recovery efforts, which would be more efficient with a waste handling excavator similar to the needs of the Earth Centre, it was deemed more advantageous to purchase a specific excavator for field crew operations,

2

and one excavator for the Earth Centre, later to be used jointly with CMPF diversion efforts.

The budget adjustment for the purchase of the Morbark 3400XT grinder, combined with a surplus yielded from the purchase of the FY21 wheel loader replacement, and the sale of the existing grinding equipment and manure spreader equals a sum of $162,141.00 for the purchase of this mid-size excavator. Which once the FY21 budget adjustment has been applied, this amount will balance within the 5 year CIP leaving an additional budget surplus of approximately $25,000. Additionally, the 2005 John Deere 655C High-Lift crawler loader, an asset no longer used by the department, will be traded toward this purchase.

Bid Evaluation: The sealed bid process returned six bids on May 20, 2021. The table below lists the results of those bids, and the price reflects the base unit plus the cost of the grapple attachment, less trade-in, plus an extended warranty and an optional bucket. A cost for an additional bucket was requested in the bid packet, with the intention of offsetting some rental expenses endured by the Water Sewer and LPSW Funds for field crew operations.

Bidder/Dealer: Make and Model: Cost:

G.W. Van Keppel Equip. Hyundai HX160AL $127,773.00

Rudd Equipment Company Volvo EC160-EL $131,744.00

Bobcat of St. Louis Doosan DX170LC $133,373.25

Erb Equipment Company Deere 160G-LC $142.970.00

John Fabick Tractor Co. Caterpillar 317GC $156,853.00

Roland Machinery Co. Komatsu PC170-LC $164,608.00

The Earth Centre staff, operated several demonstration excavators from various size ranges and manufacturers, in conjunction with several pieces of grinding equipment during the grinding equipment evaluation process. The intention of the grinder evaluation process was to select the most advantageous equipment pair for the City. When using an excavator in an above grade material handling application, matching the cycle time performance of the excavator with the production capabilities of the grinding equipment is imperative to achieve the greatest level of efficiency at the lowest cost of operation. Additionally, as this can be a dusty and harsh operating environment, a hydraulic reversing fan is a crucial component that must be equipped on the excavator to guarantee longevity of the excavator. Given the need to operate within a rapid cycle time, the hydraulic oil must remain within a normal or safe operating temperature range, which in

3

this environment, is only possible if the machine is equipped with an automatic, hydraulic reversing fan.

As we have mentioned efficiency and cost of operating, the cost of maintenance is a sizable component in the overall operating cost of the unit. The table below lists the total Preventative Maintenance costs for each machine bid for the following intervals; 250 hour, 500 hour, 750 hour, 1,000 hour, 2,000 hour, and 3,000 hour. The recommended excavator, John Deere 160G-LC presents the lowest Preventative Maintenance cost, interval for interval. It may appear that the Komatsu PC170-LC has a lower Preventative Maintenance cost, however this bidder offered pricing for 500 hour service intervals, whereas our recommended bidder is servicing their machine more regularly at a 250 hour interval.

Equipment Evaluations:

Hyundai HX160AL – G.W. Van Keppel Equipment

The Hyundai HX160AL does not possess a strong reputation or product placement within the industry or application of which it will be operated in. The Hyundai line of equipment is a new line of equipment to G.W. Van Keppel and although references state that the machines may perform well, they are uncertain of parts availability as their units have not accumulated enough hours to base a strong opinion. Due to the lack of reputation and the uncertainty of longevity of the machine, the staff declined an on-site product demonstration of this unit. This is reflected through the bid process, as G.W. Van Keppel equipment declined the Guaranteed 5-year Buy-Back and did not provide a value for the machine, 5 years from the date of purchase. Additionally, this unit presents the highest Preventative Maintenance cost of all the units evaluated in this bid process.

Bidder Excavator PM Cost

G.W. Van Keppel Hyundai HX160AL $ 10,300.00

Rudd Equipment Volvo EC160-EL $9,394.00

Bobcat of St. Louis Doosan DX170LC $7,487.00

Erb Equipment Deere 160G-LC $6,993.00

Fabick Caterpillar Caterpillar 317GC $9,963.00

Roland Machinery Komatsu PC170-LC $6,925.00

4

Volvo EC160-EL - Rudd Equipment

The Volvo EC160-EL was not demonstrated on-site, nor was is operated in conjunction with grinding equipment during the grinder evaluations. However, the staff viewed and operated the machine at the dealership to evaluate the cycle times, and assess the quality of the unit. Although this machine performed quickly and smoothly the machine does not meet specification. Volvo does not offer a hydraulic reversing fan on this unit as specified in Section C, Item 8, nor do they warrant the installation of an aftermarket fan option.

Doosan DX170-LC – Bobcat of St. Louis

The Earth Centre staff have had reservations about selecting Doosan equipment as the fate of Doosan is currently unknown. Historically, through Earth Centre equipment bid processes, the staff has contacted several Doosan references and have consistently heard that parts availability and service capabilities are less-than desirable, presenting poor parts availability and frequent, reoccurring down-times. Doosan is currently held by the Korean Government on a three-billion dollar note, which does not allow the staff to confidently recommend Doosan equipment. Additionally, this machine does not meet specification as a hydraulic reversing fan as specified in Section C, Item 8, is not an available option. Bobcat of St. Louis, quoted a pneumatic reversing “FlexxAire” fan as a dealer installed option. The Earth Centre has owned equipment that utilized this type of reversing fan and have found them to be problematic and prone to frequent failure.

John Deere 160G LC – Erb Equipment Companies

The Earth Centre staff evaluated several Deere excavators during the grinder evaluation process and favored Deere excavators over all of the units evaluated. The Deere units presented the greatest cycle times, the greatest level of unit stability even at the furthest, and most extreme pick points, the highest level of compatibility with the fewest obstructions on the stick and boom and the most user friendly controls and comfortable operator’s station. The Deere machine presented the greatest ability of matched performance to sustain the desired efficiency when utilized in conjunction with the Morbark 3400XT grinder, presenting the lowest overall operational cost. The Deere 160G LC also comes equipped with an automatic and manual hydraulic reversing fan as standard equipment. Erb Equipment Companies also offered to provide the City with a loaner unit, free of charge, when needed to maintain grinding operations, as the certainty of lead-time on new equipment purchases has become prevalent in the recent past.

5

Caterpillar 317GC – John Fabick Tractor Company

The Earth Centre staff evaluated several Caterpillar excavators during the grinder evaluation process including a 313, 315, and 316. The staff was not satisfied with the performance of these units as the cycle times of the units were incapable of meeting the desired efficiencies of the grinding process. The Earth Centre staff spoke with the Fabick sales person about these concerns, and were informed that the 317 GC was a new model and was said to address some of the complaints the staff had about the machines demonstrated. As this is a new production model, John Fabick tractor has not yet taken delivery of these units, therefore the staff has been unable to confirm the statements of improvements, nor is the staff certain that this will be a viable option.

Komatsu PC170-LC – Roland Machinery

The Earth Centre staff was satisfied with the performance of the Komatsu unit, and ranked it second, behind the John Deere 160G LC. Although Roland machinery offered the City a fair base price on their base unit, they offered the lowest trade-in value of all of bidders. Which was $14,000.00 less than what was offered by Erb Equipment Companies. Therefore driving their overall cost higher than the budgeted allowance.