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HomeMy WebLinkAbout03/06/2018 Bid Results National Joint Powers Alliance Contract for purchase of one John Deere backhoe BoardDocs® ProPage 1 of 3 Agenda Item Details MeetingMar 06, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category8. VILLAGE MANAGER'S REPORT Subject8.1 Motion to accept National Joint Powers Alliance Joint Purchasing Contract for the purchase of one (1) new John Deere 410L backhoe/loader in an amount not to exceed $138,640.15. AccessPublic TypeAction Preferred DateMar 06, 2018 Absolute DateMar 06, 2018 Fiscal ImpactYes Dollar Amount136,640.00 BudgetedYes Budget SourceVehicle Replacement Fund Recommended ActionAccept the National Joint Powers Alliance (NJPA) joint purchasing Contract Award #032515- JDC and authorize the purchase of one (1) new 2018 John Deere Backhoe/Loader 410L, from West Side Tractor Sales Co., of Wauconda, Illinois at a cost not to exceed $138,640.15. Public Content Background In the current budget, funds are available to replace unit 2739. This vehicle is a 2002 John Deere 410G Backhoe/Loader used by the Public Works Department to excavate water mains, sewer lines, minor street repairs, and grounds work. It is also used to load sand, black dirt, stone, gravel, and salt. During the winter months, it is used to help with snow removal operations. This vehicle has been evaluated utilizing our detailed comprehensive replacement protocol. This process evaluates each replacement candidate on four (4) major factors: 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 the vehicle should be replaced. 2729 scored a total of twelve (12) points; a high rating indicating replacement is warranted. The vehicle condition evaluation form and summary report have been attached as Exhibits A and B respectively. Additionally, a life cycle cost analysis summarizing total ownership costs is attached as Exhibit C. Furthermore, Mercury Associates, Inc. of Rockville, Maryland (Mercury), a fleet management consultant with expertise in municipal and public utility operations, performed a study to determine the optimal replacement cycle for several of our fleet asset classes. Backhoe/loader combination vehicles were included in this analysis. The result of the Mercury examination indicated the optimal replacement cycle for our backhoe/loaders is at year eleven (11). Mercury further recommended replacing these pieces of equipment after only ten (10) years to avoid downtime and maintenance costs associated with vehicle complexity and realize greater savings for increased fuel efficiency. A copy of Mercury’s findings on this matter is enclosed as Attachment D. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/21/2018 BoardDocs® ProPage 2 of 3 th Presently, 2739 has entered its 16 year of service. If the service life is extended, repairs totaling $18,000 should be performed: ?Rebuild hydraulic system pump, hoses and cylinders. The work is estimated to cost $12,000. ?Repair several transmission leaks. Repair work is estimated to cost $3,000. ?Other repairs totaling $3,000. Staff recommends replacing the existing 2739 (John Deere Model 410G) with John Deere Model 410L. This unit which has a fuel efficient and USEPA Tier 4 emissions standard compliant diesel engine. It has 1,500 lbs. more lifting capacity and 220 lbs. more backhoe bucket force compared to our existing unit when new. Additionally, this backhoe/loader has four-wheel drive to perform better off road and in the snow. Photographs depicting the existing John Deere 410G and the recommended replacement John Deere 410L are enclosed as Attachments E and F. Joint Purchasing Contract There are no local or state-wide joint purchasing program for this vehicle. However, the Village of Mount Prospect is part of a national joint purchasing cooperative, the National Joint Powers Alliance (NJPA), through which the recommended replacement unit can be purchased. Procurement of vehicles and equipment through the NJPA satisfies Village purchasing and public bidding requirements. The authorized local NJPA vendor is West Side Tractor. A copy of West Side Tractor’s price quotation is enclosed as Attachment G. Alternatives 1. Accept National Joint Power Alliance joint purchasing contract for the purchase of one (1) new John Deere 410 L backkhoe/loader. 2. Action at discretion of Village Board. Recommendation Staff recommends that the Village Board accept the NJPA bid Contract Award #032515-JDC and authorize the purchase of one (1) new 2018 John Deere Backhoe/Loader 410L, from West Side Tractor Sales Co., of Wauconda, Illinois at a cost not to exceed $138,640.15. This award includes a trade-in credit of $20,000 for our existing 410G. Attachment A and B _ 2739 Eval Forms, A-B, 2-12-18.pdf (15 KB) Attachment C _ 2739 Life Cycle Cost Worksheet-C.pdf (13 KB) Attachment D _ Mercury Associates, Inc. FINAL Report on Mt. Prospect Optimal Replacement Cycles.pdf (260 KB) Attachment F _ New 410L-2739.png (93 KB)Attachment G _ NJPA 410L , 02-07-18.pdf (203 KB) Attachment E _ Old 2739.jpg (153 KB) Administrative Content Executive Content Motion & Voting Accept the National Joint Powers Alliance (NJPA) joint purchasing Contract Award #032515-JDC and authorize the purchase of one (1) new 2018 John Deere Backhoe/Loader 410L, from West Side Tractor Sales Co., of Wauconda, Illinois at a cost not to exceed $138,640.15. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/21/2018 BoardDocs® ProPage 3 of 3 Motion by Paul Hoefert, second by Michael Zadel. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login6/21/2018