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HomeMy WebLinkAbout04/01/2014 Purchase of One (1) New Tandem Axle Truck, Cab and ChassisMount Prospect 1 1� Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: MARCH 19, 2014 SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE (1) NEW TANDEM AXLE TRUCK, CAB AND CHASSIS ($79,950) Background In the current budget, there are funds available to replace tandem axle truck 2728. 2728 is a 1996 International 53,000 lb. GVWR dump truck with snow and ice control equipment. This truck is used by the Public Works Department maintenance crews to haul miscellaneous materials, such as asphalt, black dirt, sand, stone, etc. to job sites throughout the Village. This truck is also equipped with a snowplow, underbody scraper, and "V" type salt spreader for winter snow and ice control on the highways. 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 twelve (12) points indicating a high rating and should be replaced. The vehicle condition evaluation forms and summary reports 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 costs for the vehicle. Other Factors The current truck has a double "C" channel frame construction and has rust between the two channels. This rust will eventually cause the frame to crack and lose the necessary strength needed to carry heavy loads. At the time when we purchased this truck we had to have both "C" channels to meet the weight limits when the truck is loaded with salt during snow and ice control operations. The new proposed chassis will have a heavier single "C" channel frame construction eliminating the future rust problem between the channels. Additionally, the steel cab body is in very poor condition with rust holes under the cab. Accept State of Illinois bid for the purchase of one (1) new tandem axle truck, cab and chassis ($79,950) March 19, 2014 Page 2 of 2 Replacement Recommendation It is my recommendation that one (1) replacement vehicle for 2728 be purchased during the 2014 budget year. Bid Recommendation I am recommending the purchase of one (1) new 2014 International, 7400 SFA Series 6X4, 58,000 lb. GVWR cab and chassis from the State of Illinois Contract (PSD- 4016932) award winner Rush Truck Centers, of Springfield, Illinois. The State of Illinois Contract is publicly bid and satisfies the public bidding requirements of the Village of Mount Prospect Purchasing Policy. I therefore request the Village Board authorize the purchase of one (1) new 2014 International, 7400 Series, 6X4 truck cab and chassis at a cost not to exceed $79,950.00. Funds for this proposed purchase are currently available in the Vehicle Replacement Fund of the 2014 budget. The remaining funds will be used for needed equipment purchased through various vendors (front and underbody snow plows, dump body, lighting, and hydraulic components) to provide a completely functional vehicle. The vehicle being replaced will be sold through the GovDeals.com Internet auction. James R. Breitzman Vehicle /Equipment Superintendent I concur. Sears' P. Dorsey Director of Public Works JB Attachments C: Deputy Director of Public Works Jason Leib H:\Administration\ BIDS\ RESULTS\ StatePurchaseTandemTruckCabChassis2014- 2728.doc EXHIBIT A Village of Mount Prospect Vehicle /Equipment Condition Evaluation Form Unit # 2728 Assigned Dept. /Div. Public Works /Water Year: 1996 Make: International Model: 2554 Mileage: 39,483 Hours: 4,825 Date of Evaluation: 3/10/14 Performed By: Jim Breitzman System Diagnosis Estimated Repair Cost Engine Poor- Burning Oil /Rebuild $7,000.00 Transmission Good Differential Good Exhaust System Good Cooling System Fair - Repaired with Rebuild Brakes Fair -Front Brakes $1,000.00 Tires Good Steering Good Suspension Good HVAC Good Electrical Fair -Wire Corrosion $1,500.00 Body /Frame Poor - Sandblast /Paint $2,500.00 Front Plow Replace Worn out Plow $12,000.00 Interior Poor -Floor & Cab Frame Rust $2,000.00 Other- Double C- Channel Poor -Rust Jacking $3,000.00 Total Estimated Repair Cost = Jill= $29,000.00 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. Poor Major repairs are required as soon as possible to ensure unit safety and reliability. EXHIBIT B Village of Mount Prospect Vehicle /Equipment Evaluation Summary Report Unit # 2728 Assigned Dept. /Div. Public Works /Water Year: 1996 Make: International Model: 2554 Mileage: 39,483 Hours: 4,825 Date of Evaluation: 3/10/14 Performed By: Jim Breitzman Ratings: Unit age: 18 Base Policy Age: 17 Mileage/Hrs: 39,483/4,825 Base Policy Mileage /Hrs: 50,000/6,000 Maintenance Cost: Repair and Maintenance Cost: $ 57,193 _ Purchase Price: $ 77,000 Repair and Maintenance Percentage of Purchase Price: 74 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 29,000 - Current Book Value: $ 13,000 Repair Cost Percentage of Current Book Value: 223 % Total Ownership Cost Per Mile: (Lifetime Fuel + R &M + Purchase Price) $ 205,766 Less Salvage Value $ 13,000 Net Lifetime Costs $ 192,766 Divided by Mileage /Hours 39,483 Operating Cost Per Mile /Hour $ 4.88 Points: 3 Points: 1 Points: 4 Points: 4 otal Points: 22 Comments and other considerations: This vehicle has operated 4,825 hours during its lifetime, which eauals 159.225 enaine 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. U) 0 0 U v LM W N . U) ! a N � U CL O A L. U CL _ � J c O E Cr O w 0 > r O N m U L C � G w A �n v� N 0 w �o o� a, 00 N i.i w w f�. 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