HomeMy WebLinkAbout02/19/2013 Purchase of Two (2) New Trucks, Cab, and ChassisMount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: FEBRUARY 11, 2013
SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF TWO (2)
NEW TRUCKS, CAB AND CHASSIS ($149,500)
Background
In the current budget, there are funds available to replace two (2) single axle dump trucks: 2757 and 4509.
These trucks are 1997 International 35,000 lb. GVWR dump trucks with snow and ice control equipment.
Both trucks are 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. These trucks are
also equipped with snowplows, underbody scrapers, and "tailgate" type salt spreaders for winter snow and
ice control. Additionally, these trucks are also utilized during the fall leaf program.
Replacement Policy
These vehicles have 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.
These vehicles scored a total of twelve (12) and fourteen (14) points indicating a high rating and should
be placed on the highest priority to 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 each vehicle.
Other Factors
These current trucks have a double "C" channel frame construction and have 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 the trucks 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 dump bodies are in very poor condition with rust
holes throughout the bodies.
Accept State of Illinois bid for the purchase of two (2) new trucks, cab and chassis ($149,500)
February 11, 2013
Page 2 of 2
Replacement Recommendation
It is my recommendation that two (2) replacement vehicles for 2757 and 4509 be purchased during the
2013 budget year.
Bid Recommendation
I am recommending the purchase of two (2) new 2014 International, 7400 SFA Series, 36,220 lb. GVWR
cab and chassis from the State of Illinois Contract (PSD- 4016932) award winner Prairie /Archway
International Trucks, Inc., 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 two (2) new 2014 International, 7400 Series truck cab
and chassis at a cost not to exceed $149,500.00 ($74,750.00 per unit). Funds for this proposed purchase
are currently available in the Vehicle Replacement Fund of the 2013 budget.
The remaining funds will be used for needed equipment purchased through various vendors (front and
underbody snow plows, pre -wet systems, dump bodies, lighting, and hydraulic components) to provide
completely functional vehicles. The vehicles being replaced will be sold through the NWMC live auction
or GovDeals.com Internet auction.
ames R. Breitzman
Vehicle/Equipment Superintendent
JB
Attachment
C: Deputy Director of Public Works Jason Leib
H:\ Administration\ BIDS\ RESULTS\ StatePurchase2TrucksCabChassis2013 -2757, 4509 (4).doc
Village of Mount Prospect
Vehicle /Equipment Condition Evaluation Form
Unit # 2757 Assigned Dept. /Div. Public Works /Water
Year: 1997- Purchased 1996 Make: International Model: 4900 Mileage: 70,700
Hours: 7,598 Date of Evaluation: 2/11/13 Performed By: Jim Breitzman
System
Diagnosis
Estimated Repair Cost
Engine
Fair -Turbo noise
$1,800.00
Transmission
Good
Differential
Good
Exhaust System
Fair - Rusted
$1,200.00
Cooling System
Fair - Radiator rusted
$1,400.00
Brakes
Good
Tires
Good
Steering
Good
Suspension
Fair -Front springs
$1,500.00
HVAC
Good
Electrical
Good
Body /Frame
Poor -Dump Body needs
replacing/Hood damaged
11,000.00
Interior
Fair - Floorboard Rust
$500.00
Other- Double C- Channel
Total Estimated Repair Cost
Fair -Rust jacking
M
$3,000.00
$20,400.00
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 A
Village of Mount Prospect
Vehicle /Equipment Evaluation Summary Report
Unit # 2757 Assigned Dept. /Div. Public Works /Water
Year: 1997- Purchased 1996 Make: International Model: 4900 Mileage: 70,700
Hours: 7,598 Date of Evaluation: 2/11/13 Performed By: Jim Breitzman
Ratings:
Unit age: 17 Base Policy Age: 17
Mileage/Hrs: 70,700/7,598 Base Policy Mileage /Hrs: 50,000/6,000
Maintenance Cost:
Repair and Maintenance Cost: $ 43,500 _ Purchase Price: $ 80,000
Repair and Maintenance Percentage of Purchase Price: 54 %
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 20,400 _ Current Book Value: $ 10,000
Repair Cost Percentage of Current Book Value: 204 %
Total Ownership Cost Per Mile:
(Lifetime Fuel + R &M + Purchase Price) $ 185,500
Less Salvage Value $ 10,000
Net Lifetime Costs $ 175,500
Divided by Mileage /Hours 70,700
Operating Cost Per Mile /Hour $ 2.48
Comments and other considerations:
Points: 2
Points: 4
Points: 4
Points: 4
otal Points: 14
This vehicle has operated 7,598 hours during its lifetime which equals 250,734 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 B
Village of Mount Prospect
Vehicle /Equipment Condition Evaluation Form
Unit # 4509 Assigned Dept. /Div. Public Works /Streets
Year: 1997 - Purchased 1996 Make: International Model: 4900 Mileage: 54,750
Hours: 6,422 Date of Evaluation: 2/11/13 Performed By: Jim Breitzman
System
Diagnosis
Estimated Repair Cost
Engine
Good
Some major repairs are needed, but unit can remain in service a little longer
in current condition.
Transmission
Good
Differential
Good
Exhaust System
Fair - Rusted
$1,000.00
Cooling System
Fair - Radiator rusted
$1,200.00
Brakes
Good
Tires
Fair -4 Rear tires
$2,000.00
Steering
Good
Suspension
Fair -Front Springs
$1,500.00
HVAC
Good
Electrical
Good
Body/Frame
Poor -Dump Body needs
replacing or major repairs
$8,000.00
Interior
Fair - Floorboard Rust
$500.00
Other- Front Snow Plow
Total Estimated Repair Cost
Poor -Worn Out
$7,500.00
$21,700.00
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.
Poor
Major repairs are required as soon as possible to ensure unit safety and
reliability.
EXHIBIT A
Village of Mount Prospect
Vehicle /Equipment Evaluation Summary Report
Unit # 4509 Assigned Dept. /Div. Public Works /Water
Year: 1997- Purchased 1996 Make: International Model: 4900 Mileage: 54,750
Hours: 6,422 Date of Evaluation: 2/11/13 Performed By: Jim Breitzman
Ratings:
Unit age: 17 Base Policy Age: 17 Points: 2
Mileage/Hrs: 54,750/6,422 Base Policy Mileage /Hrs: 50,000/6,000 Points: 2
Maintenance Cost:
Repair and Maintenance Cost: $ 50,000 _ Purchase Price: $ 80,000
Repair and Maintenance Percentage of Purchase Price: 63 % Points: 4
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 21,700 _ Current Book Value: $ 10,000
Repair Cost Percentage of Current Book Value: 217 % Points: 4
Total Ownership Cost Per Mile:
(Lifetime Fuel + R &M + Purchase Price) $ 205,500
Less Salvage Value $ 10,000
Net Lifetime Costs $ 195,500
Divided by Mileage /Hours 54,750
Operating Cost Per Mile/Hour $ 3.57
otal Points: 12
Comments and other considerations:
This vehicle has operated 6,422 hours during its lifetime which equals 211,926 engine miles.
Superintendent's recommendation:
This vehicle has well exceeded its life expectancy and major repairs will be needed if service life
i s extended anv 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 B
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