AGENDA MEMORANDUM

 

 

Meeting Date:           March 22, 2010

 

From:                          Raymond S. Sharp, Environmental Services/Public Works Director

 

Subject:                      Request to Purchase a Boom Mower for the Stormwater Division of Environmental Services.

 

 

Staff Recommendation:

Staff recommends approval to purchase a Boom Mower for the Stormwater Division of Environmental Services.

 

Analysis:

In a prior fiscal year, staff budgeted for the replacement of a side arm (boom) mower.  At the time, the City Commission directed staff to forgo the purchase based upon fiscal concerns.  In the interim three years, staff has rented equipment ($3,500/month) on a limited basis when required and available, and has advertised for bids to have these services performed by a contractor.  For various reasons, detailed further in the attached staff memorandum, neither approach has been satisfactory. 

 

Staff from Environmental Services and Fleet have re-evaluated the costs associated with the purchase of a side arm mower, as well as considered whether or not the need for a side arm mower could be eliminated or reduced by enclosing ditch lines and re-grading pond banks.  This is also further detailed in the attached staff memorandum.  However, for the near term the work of performing required maintenance of the ditchlines and pond banks remains and must be performed.

 

In brief, the City of Leesburg Stormwater Division controls vegetation on approximately 36,000 linear feet of ditch and pond banks and a combined 15 to 20 acres of retention pond property and roadside swales.  This piece of equipment enables operators to reach out to mow ditches and pond banks that are too steep to mow with conventional mowers.  Of the 58 pond and ditch sites that require mowing or cutting, 31 sites benefit from a sidearm mower for proper maintenance.  A preliminary survey determined that at least one half of these open ditch sites can be enclosed with piping; some smaller pond sites could benefit from a re-grading of slopes to allow use of a conventional mower. 

 

This approach of enclosing the open drainage ditches and re-grading select pond slopes over the next seven years will progressively reduce the need for a boom mower.  This will have the effect of extending the useful life of the equipment from 10 years to 20 years or more.  Furthermore, with efforts concentrated on modifying the remaining storm water sites, it will not be necessary to replace this equipment at the end of its life cycle.

 

Environmental Services and Fleet staff have researched purchase prices on boom mowers and at this time are confident that a purchase can be made for an approximate cost of $95,000 - $100,000. 

 

The Stormwater fund balance has benefited significantly from its success in obtaining grants for major construction projects, coupled with bid pricing for those projects that has been very competitive.  As a result the Stormwater Fund is in good position to make the purchase, thus relieving Fleet of the fiscal impact. 

 

Staff requests Commission approval to advertise for bids for the purchase of a side arm (boom) mower, using available funds from the Stormwater Fund as the funding source.  If this request is approved, this matter will come back to the Commission at a future date as a purchasing item for a bid award.

 

Options:

  1. Approve the staff request to advertise for bids for the purchase of a side arm (boom) mower in the current fiscal year from Stormwater Fund sources as described; or
  2. Such alternative action as the Commission may deem appropriate.

 

Fiscal Impact

The current budget includes $30,000 to rent a side arm (boom) mower.  An additional $66,558 has been identified and is available in the capital budget to allow for this purchase.  The total budget $96,558 will be transferred into the account below, if the City Commission approves the purchase of the side arm (boom) mower. This purchase request, if approved, will use Stormwater Funds as the source, not Fleet (General Fund) funds.

 

Submission Date and Time:    3/17/2010 7:18 PM____

 

Department: _Environmental Services___

Prepared by:  _Tracey Dean    ______                     

Attachments:         Yes_X_   No ______

Advertised:   ____Not Required ______                     

Dates:   __________________________                     

Attorney Review :       Yes___  No _X _

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head  RSS

 

Finance  Dept. _________JB_______                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _014-5171-537-6410__

 

Project No. __140004 ___________

 

WF No. _____654760/1__      ____

 

Budget  ______________________

 

Available _____________________