Fleet Ad Hoc Committee Meeting

1)
2)
3)
4)
FIFTEEN ROPE FERRY ROAD
PHONE: 860-442-0553,
WATERFORD, CT 06385-2886
worwaaterfordctorg
ca 
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AGENDA 
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FLEET AD HOC COMMITTEE 
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Tuesday, October 6, 2026 
e 
6
9:00 A.M.
First Selectman’s Office
Town Hall
Call to Order
Approval of Minutes from July 22, 2026 meeting
Per Town Ordinance 3.17.060:
To consider and act on a request from Gary Schneider, Director of Public Works,
to request a purchase variance from the approved FY2027 Fleet Management
Plan — to move up the replacement of $30 (Excavator) from FY2029 to FY2027
for the price of $286,500.
Adjournment:

PHONE: 860-442-0553
FIFTEEN ROPE FERRY ROAD
www.waterfordctorg
WATERFORD, CT 06385:2886
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Fleet Ad Hi 
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Meeting Minutes 
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Wednesday, July 22, 2026 
an 5 82
9:00 am 
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Present: 
Sue Driscoll (RTM), Glenn Patterson (BOF), Rob Brule (First 
Selectmen), Kfen
Allen (Director of Finance), Ryan McNamara (Director of Recreation & Parks)
1) 
Meeting Called to order 
at 9:00 am.
2) 
Approval of Minutes from May 15, 2026
Motion to approve the minutes as presented by Glenn Patterson and seconded by Sue
Driscoll
Motion Passes: Unanimous
3) 
Per Town Ordinance 3.17.060:
To consider and act on a request from Ryan McNamara, Director of Recreation and
Parks, to request a purchase variance from the approved FY2027 Fleet Management
Plan ~ to replace approved P63 (one piece of equipment) with two pieces of equipment
for a price savings of $201. 
;
Motion to approve the request to replace P63 with the purchase of 2 items as presented
by Glenn Patterson and seconded by Sue Driscoll.
Motion Passes: Unanimous
4) 
Adjournment
Motion by Glenn Patterson and seconded by Sue Driscoll to adjourn the meeting at 9:10
am.
Vote: Unanimous
Respectfully submitted
Kimberly Aller
Director of Finance

PUBLIC WORKS ©:
WATERFORD 
@ial
To: 
Kimberly Allen, Finance Director
Ce: 
Robert Brule, First Selectman
From: 
Gary Schneider, Director of Public Works
Date: 
September 28, 2026
Re: 
Excavator Replacement — S-30
This rubber tired excavator is equipped with a claw (grapple) whose main duties is to
compact bulky waste into the disposal trailers that residents fill. 
Secondary duties
include loading the metal rollout container of appliances after the Freon has been
removed (over 993 units per year) as well as to load the brush that needs to be moved
from the Transfer Station to the closed Miner Lane landfill awaiting chipping by
SCRRRA.
We have no other piece of equipment that has the reach and the force to pack the
trailers. It packs the trailers by rearranging what is thrown by hand and with a
downward force, crush the material packing in tight.
The Town is charged $115/ton for disposal and $275 to remove the filled trailer from our
site. Compaction of the material saves the Town money. The more we pack a trailer,
the less pulls we need to pay for. In FY 26. the trailers were pulled 78 times at a cost of
$21,450.
Without the unit, it is estimated that twice the number of Pulls would be required,
doubling the cost to over $42,000 a year.
Garon and his staff have done an excellent job extending the life of the piece of
equipment 10 years past the replacement cycle of 15 years. Extending the life of this
piece of equipment is not an option any more. This piece of equipment is critical to the
management of a major portion of our solid waste disposal program.
'do not recommend that we run this unit to failure.


of Bia,
INTER-OFFICE CORRESPONDENCE
DATE: August 25, 2026
‘TO: Gary Schneider, Director of Public Works
FROM: Garon VanOverloop, Lead Fleet Mechanic
RE: $30 Excavator Replacement
$30 is a 2001 VOLVO EWI70 RUBBER TIRE EXCAVATOR with 17,083hrs,
Recently, this machine suffered a steering failure at the transfer station, We were able to
make a temporary repair in order to be able to move the machine into the shop for a
Permanent fix. After researching 
the required parts needed to make the permanent repair,
4 out of the 12 items that are needed are obsolete. The reason ! was given from the Volvo
dealer is because Volvo doesn’t sell parts for machines that are over 25years old anymore
with no aftermarket options.
‘The Fleet Replacement Cycle for $30 has a recommended replacement time of 15
years. This means $30 was due for replacement in FY16. At that time, we re-evaluated
$30 and recommended to push the date further out in order to update the aging plow
truck Fleet. In November of 2023, I submitted the FY25 Fleet Replacement package 
of
vehicles & equipment. I made reference in my cover letter to reevaluate S30 for FY26
replacement. The FY26 replacement schedule did not have $30 in the replacement
column. I have attached that recommendation letter. Currently, $30 is due for
replacement in FY29 and I am highly recommending that we replace this machine now
before the next breakdown happens and the machine is completely immobilized.
Attached, you will find the approved Fleet Replacement Plan for $30 for FY29.
Also I have included the lifetime repair costs @$S7,153.04 and two attached quotes on a
replacement machine, quoted from Sourcewell Cooperative Purchasing. If approved for
an early replacement, 
recommend proceeding with the Caterpillar M320. 
H.O.Penn
offered to take our current machine on trade. CAT-8286,500, Volvo-$309,892.
Regards,
Garon VanOverloop

FFPTEEN ROPE PERRY ROAD 
WATERFORD, 
CT 06385-2806
INTER-OFFICE CORRESPONDENCE
DATE: November 6, 2023
TO: Gary Schneider, Director of Public Works
FROM: Garon VanOverloop, Lead Fleet Mechanic
RE: FY25 Fleet Replacement
The Public Works assets listed below are due for replacement in FY25, some
being denied replacement in FY23 and in FY24. It is imperative that the town continues
to follow the approved fleet replacement plan, and/or all recommendations set forth from
myself, in regards to whether an asset can be moved into an upcoming 
fiscal year for
replacement.
The purchasing timeline of vehicles and equipment today has grown substantially,
From when a budget proposal is submitted for approval, to when a purchase order is.
issued and delivery of the vehicle, the average lead time is 2 ¥4 to 3 years. A refuse truck
has a replacement cycle of 7 years. By the time a replacement is delivered, that truck is
10+ yrs. old, well past the effective repair cost timeline. The purchasing timeline of 
a
highway dump/plow truck also mirrors a 
build timeframe as a refuse truck.
$21 is a 2016 PETERBILT 320, REFUSE TRUCK, VIN-3BPZLJOX9GF 100840
currently with 80,285mi, 10,20Shrs. S21 follows the SEVEN year replacement plan with
continued deterioration of its physical and mechanical condition. $21 is a daily use refuse
vehicle. This vehicle needs to remain on the current replacement schedule for FY25.
H36 is a 2014 INTERNATIONAL 7400 DUMP/PLOW TRUCK, VIN-
IHTWDAAR2EHO025219 with 55,000mi & 4700hrs. Due to the increasing age and
deteriorating physical condition, this vehicle needs to remain on the current replacement
schedule for FY25.
H12 is a 2003 FORD F450 ROAD SIDE MECHANICS TRUCK VIN-
IPDXF46F63EB17892 with $5,800mi, hours unavailable. The truck serves the needs of
the maintenance shop for performing repairs to remote locations to include road side.
HI2 has always been garaged with minimal winter storm usage, resulting in less.
deteriorating than the other trucks in our fleet. We have been able to substitute its
replacement for many years so that higher importance trucks could be replaced. 
Parts are

now becoming more and more difficult to locate for this truck, the corrosion to the frame
and growing roUdeterioration of the utility body. This vehicle needs to remain on the
current replacement schedule for FY25.
H14 is a 2015 INTERNATIONAL 4300 DUMP/PLOW TRUCK, VIN-
IHTMMAAL8FH734287 with 42,900mi & 4500hrs. Due to the increasing age and
deteriorating physical condition, this vehicle needs to remain on the current replacement
schedule for FY25.
H24 is a 2003 ELGIN PELICAN STREET SWEEPER, VIN- P3928S with
17,143mi. Over the past three years, this unit has been disabled for extended periods of
time for costly repairs due to its age and usage. This vehicle needs to remain on the
current replacement schedule for FY25.
H9 is a 2011 INTERNATIONAL 4300 MULTI PURPOSE STAKE BODY, VIN-
IHTMMAAL9BH388342 with 106,000mi and 8,200hrs. Due to the increasing age and
deteriorating physical condition, this vehicle needs to remain on the current replacement
schedule for FY25
$30 is a 2001 VOLVO EW170 WHEELED EXCAVATOR, VIN- 26289408,
with 15,526hrs. This machine is located on site and is used to load bush into roll off
dumpsters and to pack bulky waste trailers. 
1 recommend that this unit is moved and
reevaluated for FY26.
s2l- 
$376,222 appropriated, $458,409 budget
‘$20 FY24 
$391,997 actual purchase price
H36- 
$276,695 appropriated, $272,650 budget
HI4- 
$225,000 appropriated, $235,640 budget
HI2- 
$169,395 appropriated, $183,795 budget
(FY24, $180,000 was appropriated)
H24- 
$260,000 appropriated, $348,209 budget
H9- 
$130,000 appropriated, $150,528 budget
Garon VanOverloop
Lead Fleet Mechanic

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Quote 14627401
H.O.PENN [24
—————_ Since 1823
‘Aug 24, 2028
‘TOWN OF WATERFORD
15 ROPE FERRY ROAD
WATERFORO, Connecticut 06385
Garon Vanovertoop,
‘Thank you for this opportunity to quote Caterpillar products for your business needs. We are pleased to quote the following for your
purchase consideration.
‘One (1) New Caterpillar 
Inc Modet: M320 Excavator with all standard equipment in addltion 
to the additions! specifications listed
below:
‘STOCK NUMBER: C0029-26 
‘SERIAL NUMBER: OKE451042 
YEAR: 2026 
‘SMU: 7.60
‘We appreciate 
your interest 
in H.0. Penn Machinery 
Co. in. and Caterpillar products for your business needs. This quotation is
valid for 30 days, and ts subject to prior sale. i there are any questions, please do not hesitate to contact me.
Regards,
Derek Humphrey
Machine Sales Representative
‘Ghumphvey@hopenn.com
860-630-2668
Paget of5

Quote 148271-04
One (1) New Caterpillar inc Model: M320 Excavator with all standard equipment in addition to the additional specifications
ete betow:
STANDARD EQUIPMENT
POWERTRAIN -One-ouch low idle with automatic -engine speed control -Aulomatic engine ide shutdown Work up to 3000 m
(9.842 1) above ¢ea -ievel without engine power de-rating -52C (125F) high-amblent cooling -capacty ~Cold starting capably for -
18C (OF) -Double element air iter wih Integrated precieanes -Elecric fuel priming pump -Biodiesel capability up to 820
UNDERCARRIAGE -All whee! drive -Automaiic brake/ase lock -Creeper speed -Electronic ewing and travel lock Heavy duty axies,
‘advanced disc brake -sysiem and travel motor, adjustable -breking force -Oscilaing front axle, lockable, -with remote greasing point
Two-piece drive shat -Two speed hydrostatic wensmission -
HYORAULICS -Overtond waming -Elecironic main control valve -Auto hydraulic oll warm up -Element type maln hydraulic 
ter -
Hoany lt mode -Separate dedicated swing pump -Automatic swing brake -Adjustable hydroulic aggresiveness 
-Paltem changer -
ELECTRICAL -LED lights on boom and cab Programmable time-delay LED -working lights -Roading and indicator lights, -front and
‘ear Maintenance free batteries -Centraized electrical disconnect ewiich -
OPERATOR ENVIRONMENT -Sound-suppressed 
ROPS cab -{!SO 12117-2 compliant) with viscous -mount -OPG & Vandel guard
ready -Rewr window emergency ext -Parallel windshield wipers with washer -Roller front sunscreen -Aulomatic blievel air
‘conditioner with -preseurized function -51MM (2°) orenge seat bell inci. seat -belt reminder function -Adjustable joyetick console
height “Adjustable arm rest height and angle -High-resotution 254 mm (107) LCD -touchscreen monitor -Bluetooth iniegrated
DAB+/DAB/FM radio -with USB ports and speakers -2 x 12V OC Oullats -Dome and lower LED interior lights -Beacon ready -Coat
hhook, cup alder, console storage, -rear storage with net, and overhead -slorage with net -Washable floor mat
‘TECHNOLOGY PRODUCTS -Cal Product Link TM -Remote Flash copabilly -Remote Troubleshoot cepabilty -
‘SAFETY AND SECURITY -Wide angle mirrors -Neuiral lover (lock out) -for all controle -Ground-level accessible secondary -engine
‘shutofl switch in cab -Ant-skid plate and countersunk bolts -on service platform -
MACHINE SPECIFICATIONS
Page 
2 of §

6720298
LANE 3 ORDER
‘CAB, DELUXE, 70/30
NO CAT GRADE
STICK, 
86"
CYLINDERS, VA, Lov
‘SPEED, MAX MPH
UC, OUT. FRONT & REAR
NO FENDERS
TIRES, TRELLEBORG 10.00-20 DUAL
‘AUX HYD, HP & MP, VA
MCV, LCV, VA
JOYSTICK, 2-SLIDER
NETWORK MANAGER, ABN1
MIRRORS, VA 8 MH
DECALS, NORTH AMERICA (ANSI)
COMPLETE STORAGE PROTECTION
LUNES, MP, STICK 96
COUPLING, QUICK DISC MPF
LINES, QC, STICK 9 6*
BEACON, CAB
PEDAL, HAMMER
M320 07E WHL HEX AM-N CFG2A
M320 O7E WHEEL EXCAVATOR
‘COMMON ARRANGEMENT
BOOM, VA
LINKAGE, BKT, A-LUBE
HYDRAULIC OIL, MINERAL
QC CONTROL, PG, VA
ALARM, TRAVEL
WIRING, PRODUCT LINK
COUNTERWEIGHT
RADIO MODULE. PL243 CELLULAR
UGHTS, CHASSIS
AUTOLUBE, VA
CAMERA, 960 VISIBILITY
SERIALS J4A19701
GRAPPLE, CONTRACTOR 6120
BRACKET, STICK
BKT HD 36" 1.0003 PG
‘COUPLER, PG WiO PINS B
PIN GROUP, SPARE x2
‘TIP, GENERAL DUTY ADVANSYS x5
FOAM FILLING TIRES X8
672-0238
‘P-9003
662-9612
583-8758
$58-9592
622-3531
565-4313
496-8300
548-1811
958-9760
622-3603
596-2606
639-9003
565-7286
525-2938
521-6833
0G-9240
050-6867
553-7968
563-5780
667-0427
827-7970
670-4732
553-0160
553-0170
958-7124
589-5058
583-4269
983-5768
681-3661
583-3848
585-8747
589-1744
621-9627
685-4331
622-7425
EN-GINE
590-1866
320-7415
1550-9565
388-0067
172-6444
505-4098
SERVICE
Quote 145271-01
Page sof

Quote 146271-01
WARRANTY & COVERAGE
‘Standard Warranty: 
12 Months Full Machine
Extended Coverage. 
84 MONTHS OR 3500 HOURS - PREMIER EXTENDED PROTECTION PLAN
Page 4of S

Quote 145271.01
SELL PRICE 
$205,500.00
LESS GROSS TRADE ALLOWANCE 
($9,000.00)
NET BALANCE DUE 
$286,600.00
AFTER TAX BALANCE 
$26,800.00
TRADEINS
Model 
Make 
Serial Number 
You 
‘alone
ewt7o 
‘ME (VOLVO) (VM) 
Ew170C03307 
2021 
$9,000.00
F.OBITERMS:
Wiaterors
PAYMENT TERMS
‘Gaph Delivery Terme
‘CASH WITH ORDER 
‘QUOTE SELL PRICE
30.00 
$296,500.00
Accepted by, 
on
Sionature
Poge Sof $

Volvo CE - Sourcewell Contract Quote 
Page 1 of2
Quote Valid for 90 days 
vI6
‘Contract:
011723- 
Date: 
8111/2026
VCE
frown oF WATERFORD DPW 
Drertip:_[fyler Equipment Corporetion 
i
fear 
Premed 
Tata Coughlin
]GARON VANOVERLOOP 
j203.915.1542
260.625.0837 
|Mcoughtia:@TylesEquipment 
Com
co 
ani
[ VOTO 
EES ROR 
anil — som
a
[TOTAL Purchase Price at Bottom of this Page
Soureewell Machine Price:| 
$309,897
Sourced Contracted Items
Description 
‘Unit Pr 
Tout
)_ 
Gerrit 3/2 TINE GRAPPLE (2020 NEW) 
$16.006] 
SU
1 __ FOAM FILL TIRES 
$7,800) 
3,
1
1 
E
1 
Ee
1 
3
1
1 
Ei
‘Subtotal B
Freight / Instaliation / Ext Warranty /‘Trade-Ins / Other Allowances/ Miscellaneous Charges
‘Subtotal C} 
321
Delivery Date: 
T 
D. TOTAL PURCHASE PRICE (A+B+C):], 
$3276

Volvo CE - Sourcewell Contract Quote
Page 2 of 2
Version 26
Description 
Pan# 
List Price
[2026 VOLVO EW180E WHEELED EXCAVATOR 
EW180E 
$409,540
[2 PIECE BOOM 
XW10125 
$25,933
[ARM 66 (2.6m) 
RWi0z2 
3531
[LINKAGE WITH EYE WI AUTO LUBE 
XW10317 
428
[TWIN 10.00 16PR BRIDGESTONE TIRES 
Xw20111 
$12,707
|STONE PROTECT RINGS /T WHEELS 
XW20310 
$379
[BLADE FRONT PAR, OR REAR, BOLT 
‘XW20653 
$31,048
DRAWER TYPE TOOL BOX LEFT HAND 
XW20813 
$1,587
‘TOOL BOX UC RIGHT HAND SIDE 
XW20815 
$1,143
"ARLES STANDARD 8 (2.66) 
RW20810 
$1821
AXLE LOCKING PLATE 15MM 
‘XW21010 
‘$0
AUTOMATIC DIGGING BRAKE 
xw2itit 
$1,249
ENGINE NA (MY 2019) 
XW30113 
0
‘REVERSIBLE COOLING FAN 
xWws02t4 
4MO
ENGINE BLOCK HEATER 120 
RW3050 
3528
‘35 KM EQUIPMENT 
‘XW30712 
0
‘AUTOMATIC ENGINE SHUTDOWN 
XW30801 
~ $867
CARECAB WITH ROOF HATCH 
‘XW40910 
$792
TUXURY SEAT 
W40217 
$2,976
‘SEAT BELT 3 RETRACTABLE 
XW40313 
0
JOYSTICK PROPORTIONAL 
‘XWw40412
BIADE/OUTRIGGER FUNCTIONS ON LH JOYSTICK 
RW40425
RADIO MP3 & USB WITH BLUETOOTH 
XW407 14
ASHTRAY WITH LIGHTER 
‘XW40814
DUST NET RADIATOR AND Oil COOLER 
XW41714
TRAVEL ALARM WITH 10 SECOND DELAY 
XWS01TS
"STANDARD 
LED TRAVEL LIGHTS: 
XW60I25
FLASHING BEACON CABLED 
XW50138
‘ADD FLASHING LED BEACON ON COUNTERWEIGHT 
XW50138
‘VOLVO SWART VIEW HO FORIC 
W504
7 LED WORK LIGHTS 
‘XW50152_
“WEXTRATED 
LIGHTS + REMOTE CONTROL 
XWS0TSS
ELECTRICAL CENTER PASSAGE 18 CHANNEL 
XW50213
‘CRUISE CONTROL 
WITH 
CREEP SPEED 
XW50310
CARETRACK 4G GSM + SATELLITE 
‘XW50418
CARETRACK G6M + SATELLITE SUBSCRIPTION 
RWS061T
HYDRAULIC LONG LiFe OIL VG46 
XW60T16
XT WITH? LINES + FLOW CONTROL 
xW80245
RAIN LINE FOR ATTACHMENT 
‘XW60250,
HAMMER 
& SHEAR FLOW & PRESSURE CONTROL 
XW60417
HYDRAULIC PROPORTIONAL PEDAL 
XW60615-
‘QUICK FIT PIPING SQF VOLVO 
‘XW80832_
X3 CONTROL 
W600
PILOT CONTROL PATTERN CHANGE VALVE 
XW60910
BOOMFLOAT
XWEOBTZ

Volvo CE - Sourcewell Contract Quote
Page 20f2
ENGLISH MANUALS 
RWT032: 
30
‘SAFETY MANUAL 
XW70344 
30
‘STANDARD COUNTERWEIGHT 
KWeOTTO 
90
‘SLOW MOVING VEHICLE TRIANGLE 
RW80327 
0
FRAME LIFETIME WARRANTY 
we0a2 
30
‘OVERSEAS PROTECTION 
RWE0345 
30
‘47°ST GPX (V8) aggressive cut bucket, 1.19 ya, 4 S0GPE TEETH 
‘Kwe795525 
$0,973
SQF St hydraulic coupler wisafely hook 
KWESS016S 
36,699
Tote List Price| 
$687,360
Sourcewell % off ist 
z
Sourcewell Machine Price
‘See Front Page of Quote for Total Purchose Price

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137597|“notretacedin 
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$37,360 
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‘TOWN OF WATERFORD
STATEMENT OF REVENUES, EXPENDITURES,
AND CHANGES IN FUND BALANCE
FLEET MANAGEMENT FUND.
AS OF JULY 31, 2026
Revenues:
Investment Income
Vehicle Rentals
‘Total Revenues
Expenditures:
Equipment Replacement
Vehicle Replacement
‘Total Expenditures
Excess (Deficiency) of Revenues Over Expenditures
Other Financing Sources (Uses):
‘Transfers from other funds
Total Other Financing Sources (Uses)
Net Change in Fund Balances
Fund Balances - Beginning
Fund Balances - Ending
(844,580)
1,000,000
1,000,000
155,414
2,376,662
2,532,075