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Home My WebLink About12/16/2014 Purchase of One (1) New 70' Rearmount Aerial Truck with Flatbed BodyMount Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: ACTING VILLAGE MANAGER DAVID STRAHL FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: DECEMBER 4, 2014 SUBJECT: ACCEPT NJPA BID FOR THE PURCHASE OF ONE (1) NEW 70' REARMOUNT AERIAL TRUCK WITH FLATBED BODY ($182,500.00) Background In the current budget, there are sufficient funds available to replace unit 4541. 4541 is a 1997 International 4900 with a flatbed body and 55' Aerial Lift of Connecticut (ALC) used by the Public Works Department's Forestry Division. This truck is primarily utilized for maintaining the Village's parkway tree population (tree trimming, tree removals, cabling, inspections, etc.). Our current aerial unit is well liked by many operators/mechanics, but unfortunately they went out of business several years ago. In preparation of selecting the appropriate unit, we inspected several aerial trucks from various Villages and local tree companies over the past year. The Forestry Division also wanted to make sure the aerial selected would have the over -center capability, higher working height, and greater side reach compared to our current unit. The additional 15 feet of working height and greater side reach is necessary as age and crowns of our tree population have grown larger in the seventeen years since this truck was purchased. Replacement Policy This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy uses a point -based criterion, which rates the following four (4) major factors to a baseline when considering a unit for replacement: Age, mileage, repair & maintenance (R&M) cost, and condition of the body/mechanical components. A point total equaling or exceeding eleven (11) out of sixteen (16) indicates that the vehicle should be recommended for replacement. This vehicle scored a total of fifteen (15) points indicating a high rating and should be placed on the highest priority to be replaced. The vehicle condition evaluation form and summary report have been attached as Exhibits A and B respectively. Additionally, I have included the life cycle cost analysis on Exhibit C, which breaks out our total ownership cost. Other Factors If the service life is extended the following repairs should be performed: ➢ Refurbish/paint rear body and rusted sheet metal $3,500.00 ➢ Replace brakes, springs and king pins $5,200.00 ➢ Aerial bull gear, cables and upper boom $20,000.00 Total estimated cost: $28,700.00 Accept NJPA Bid for the Purchase of one (1) New 70' Reaimount Aerial Truck with Flatbed Body ($182,500.00) December 3, 2014 Page 2 of 2 Discussion There is no local or State purchasing program for this vehicle. However, Public Works is part of a national joint purchase cooperative, the National Joint Powers Alliance (NJPA), through which the Village can procure this vehicle from Altec Industries. The Altec model we recommend purchasing is a LR7-60E74RM, which includes an International 4300 chassis. The International truck chassis closely matches the rest of Public Works heavy duty truck fleet. Bid Recommendation I am recommending the Village Board accept the NJPA bid Contract Award #031014 and authorize the purchase of one (1) new 70' Rearmount Aerial Truck with Flatbed Body, from Altec Industries, of Birmingham, Alabama at a cost not to exceed $182,500.00. The NJPA Contract is publicly bid and satisfies the public bidding requirements of the Village of Mount Prospect Purchasing Policy. Funds for this proposed purchase are funded through the Vehicle Replacement Fund and are available in the 2014 budget. The vehicle being replaced will be sold through the GovDeals.com Internet auction. ?mes R. Breitzman Vehicle/Equipment Superintendent I concur. Sean P. of Public Works JB Attachments C: Deputy Director of Public Works Jason Leib H:\Administration\BIDS\RESULTS\4541-NJPA BID Purchase, 12-2014.docx Unit # 4541 Year: 1997 Hours: 13,165 EXHIBIT A Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Assigned Dept. /Div. Public Works/Forestry Make: International Model: 4900 Mileage: 58,200 Date of Evaluation: 12/2/14 Performed By: Jim Breitzman System Diagnosis Estimated Repair Cost Engine Fair Possible rebuild in future Transmission Fair Possible rebuild in future Differential Good Exhaust System Good Cooling System Good Brakes Fair -Shoes, Drums $1,200.00 Tires Good Steering Fair -King Pins $1,000.00 Suspension Fair -Springs $3,000.00 HVAC Good Electrical Good Body/Frame Fair-Refurbish/Paint $3,500.00 Interior Good Other- ALC Aerial Total Estimated Repair Cost Fair -Bull Gear, Drive Cables, Fiberglass Upper Boom $20,000.00 $28,700.00 Diagnosis Code Code Description Good Systems are functioning well and no major repairs are expected. Fair Some major repairs are needed, but unit can remain in service a little longer in current condition. [P-0or Major repairs are required as soon as possible to ensure unit safety and reliability. 1 *3 0111 i Village of Mount Prospect Vehicle/Equipment Evaluation Summary Report Unit # 4541 Assigned Dept. /Div. Public Works/Forestry Year: 1997 Make: International Model: 4900 Mileage: 58,200 Date of Evaluation: 12/2/14 Performed By: Jim Breitzman Ratings: Unit age: 17 Base Policy Age: 15 Mileage/Hrs: 58,200/13,165 Base Policy Mileage/Hrs: 50,000/9,000 Maintenance Cost: Repair and Maintenance Cost: $ 68,836 _ Purchase Price: $ 97,005 Repair and Maintenance Percentage of Purchase Price: 71 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 28,700 - Current Book Value: $ 12,000 Repair Cost Percentage of Current Book Value: 239 % Total Ownership Cost Per Mile: (Lifetime Fuel + R&M + Purchase Price) $ 202,641 Less Salvage Value $ 12,000 Net Lifetime Costs $ 190,641 Divided by Mileage Hours 58,200 Operating Cost Per Mile/Hour $ 3.28 Points: 3 Points: 4 Points: 4 Points: 4 otal Points: 15 Comments and other considerations: This vehicle has operated 13,165 hours during its lifetime which equals 394,950 engine miles. Superintendent's recommendation: This vehicle has well exceeded its life expectancy and major repairs will be needed if service life is extended any longer based on condition. Total Point Evaluation: A point total equaling or exceeding eleven (11) indicates that the vehicle should be recommended for replacement. The point total is used to rank its replacement priority. The larger the number the higher the replacement priority will be. EXHIBIT C Village of Mount Prospect December 2014 Vehicle/Equipment Life Cycle Cost Analysis Vehicle/Equipment Number - 4541 (1997 International 4900, 55' Aerial) --O—Total Ownership Costs Life Cycle Costs —A— Total R&M —0 Total Fuel ■ - Market Value $200,000.00 �,,� $202,641.00 $150,000.00 N Year Total Ownership Cost - Salvage Value / Mileage = Cost Per Mile to Operate $202,641.00 $12,000.00 58,200 $3.28