Loading...
HomeMy WebLinkAbout05/06/2014 Purchase of One (1) New Ford F-250 Pickup TruckMount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: APRIL 28, 2014 SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE (1) NEW FORD F -250 PICKUP TRUCK ($24,645.00) Background In the current budget, there are funds available to replace vehicle 2709. This vehicle is a 2002 GMC C2500 3 �4 ton pickup truck with 2 -wheel drive. Recently, we extended the normal replacement life cycle by two years for the majority of the Village fleet. This vehicle is used by the Sewer Division Foreman of Public Works for transportation, hauling supplies, snow removal, and towing trailers /equipment to jobsites throughout the Village. 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 fourteen (14) 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 on the vehicle: ➢ Replace damaged rear bumper & repair qtr. panel $1,500.00 ➢ Replace all brakes and tires $1,500.00 ➢ Replace all oil cooler lines $ 900.00 ➢ Replace driver's seat $ 800.00 ➢ Repair rusted out doors /fenders $1,200.00 Total estimated repair cost: $5,900.00 Accept State of Illinois Bid for the Purchase of one (1) New Ford F -250 Pickup Truck ($24,645.00) April 28, 2014 Page 2 of 2 Replacement Recommendation Staff has evaluated the need of another 2 -wheel drive pickup truck and instead is recommending a 4 -wheel drive pickup with a snowplow. This is desired during snow /ice control and off road for the Foreman to safely supervise and assist his staff. Bid Recommendation I am recommending the Village Board accept the State of Illinois bid results and authorize the purchase of one (1) new 2015 Ford F -250, Super Duty Pickup Truck from Bob Ridings, of Taylorville, Illinois at a cost not to exceed $24,645.00. The State of Illinois Contract is publicly bid and satisfies the public bidding requirements of the Village of Mount Prospect Purchasing Policy. Funds for this proposed purchase are currently 100% funded through the Vehicle Replacement Fund of and are available in the 2014 budget. The remaining funds will be used to purchase necessary additional equipment to provide a completely functional vehicle. The vehicle being replaced will be sold through the GovDeals.com Internet auction later this year. James R. Breitzman Vehicle /Equipment Superintendent U Attachments C: Deputy Director of Public Works Jason Leib H:\ Administration \BIDS\RESULTS\2709 State Purchase VB Memo- 4- 2014.docx Director of Public Works EXHIBIT A Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Unit # 2709 Assigned Dept. /Div. Public Works /Sewer Year: 2002 Make: GMC Model: C2500, 4x2 Pickup Mileage: 101,862 Hours: NA Date of Evaluation: 4/22/14 Performed By: John Schnittker System Diagnosis Estimated Repair Cost Engine Fair -Oil leak $500.00 Transmission Fair - Cooler lines $400.00 Differential Good Exhaust System Good Cooling System Good Brakes Fair -Needs all within a year $800.00 Tires Fair -Needs all within a year $700.00 Steering Good Suspension Good HVAC Good Electrical Good Body/Frame Fair - Replace rear bumper and repair right rear quarter panel $1,500.00 Interior Fair- Drivers seat worn out $800.00 Other - Fenders and Doors Total Estimated Repair Cost Fair -Rust through $1,200.00 $5,900.00 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 # 2709 Assigned Dept. /Div. Public Works /Sewer Year: 2002 Make: GMC Model: C2500, 4x2 Pickup Mileage: 101,862 Date of Evaluation: 4/25/14 Performed By: Jim Breitzman Ratings: Unit age: 12 Base Policy Age: 12 Mileage/Hrs: 101,862 Base Policy Mileage /Hrs: 50,000 Maintenance Cost: Repair and Maintenance Cost: $ 15,793 _ Purchase Price: $ 32,100 Repair and Maintenance Percentage of Purchase Price: 49 % Condition Evaluation: (attach vehicle Condition Evaluation Form) Estimated Repair Cost: $ 5,900 _ Current Book Value: $ 5,000 Repair Cost Percentage of Current Book Value: 118 % Total Ownership Cost Per Mile: (Lifetime Fuel + R &M + Purchase Price) $ 77,550 Less Salvage Value $ 5,000 Net Lifetime Costs $ 72,550 Divided by Mileage /Hours 10 1, 862 Operating Cost Per Mile /Hour $ .71 Comments and other considerations: Points: 2 Points: 4 Points: 4 Points: 4 Total Points: 14 This vehicle is operated by the Sewer Division's Foreman. Superintendent's recommendation: This vehicle has met its useful life expectancy and several repairs will be needed if service life is extended any longer based on condition and mileage. 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 m W V V N � U 0 0 � o N� °—' u O >, ui MIN � N _ � o Q N O a' O � z > am r N � Q 0 0 0 L 3 > 0 IL (6 (O f0 t M O O O O O O O Lo LO O O Iy � O O I 1 (A 69 69 60- N I� 1� 1' � 1 o . A U 1 L � � 1 � 1 0 0 N O IMP 0 O O O O O O O O O N O O O O O O O O O O O O O O O O O O O C O O C C C 0 64 O 00 O f- O (O O to O � O M O N O 69 6 V9 69 69 69 64 69 ;SOO W L W , 0 c a) G a) CL O All N 00 0 iri 0 O O 0 0 LO a� (B N c� M U) CO 0 U 0 CL C) U) LO Lo 3r. t-- I-- 0� M 0 I---