HomeMy WebLinkAbout10/04/2016 Purchase of one new 1-Ton Dump Truck not to exceed $37,748Item VIII. C.: MOTION TO ACCEPT SUBURBAN PURCHASING COOPERATIVE
BID RESULTS FOR THE PURCHASE OF ONE (1) NEW 1 -TON
DUMP TRUCK IN AN AMOUNT NOT TO EXCEED $37,748
Department: Public Works Department
Information:
In the current budget, there are funds available to replace 1 -ton dump truck 2729.
This truck is a 2000 Ford F-350 4 -wheel drive, 1 -ton dump truck used by the Public
Works Department for hauling supplies/wood chips; snow plowing and towing
trailers/equipment to job sites throughout the Village. The Forestry/Grounds
Division, in their daily maintenance of the Village's tree population, uses 2729 to tow
their chipper and collect wood chips.
This vehicle has been evaluated utilizing our detailed comprehensive replacement
policy. This policy uses a point -based criterion, which rates four (4) major factors,
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 very 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. A photograph of 2729 is included as
Exhibit D.
Recently, Mercury Associates, Inc. performed a study on Optimal Vehicle
Replacement Cycle Analyses for several of our fleet asset classes, including 1 -ton
dump trucks. The result of their analysis indicated the optimal replacement cycle for
our 1 -ton dump trucks is at year fourteen (14) and further recommended replacing
after ten (10) years based on complexity and efficiency.
If the service life is extended the following repairs should be performed:
Village Board Meeting - October 4, 2016 Page 26 of 96
Task Estimate
Reburbish and paint rear body and $2,500
sheet metal
Replace rear axle pinion seal, driver
seat, misc.
,300
The proposed replacement vehicle is a Ford F-550. The F-550 has a bigger chassis
to accommodate a longer dump body. It also has greater towing capacity. These
features are desired to increase dump body storage volume, haul heavier loads, and
tow larger chippers.
Staff proposes to procure this replacement vehicle through the provisions of
Suburban Purchasing Cooperative (SPC) joint bid. The SPC 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 2016 budget.
Delivery of the new vehicle is expected to be within ninety (90) days of the purchase
order. The new vehicle will be inspected at the dealer in Frankfort, Illinois before
being driven to our location for acceptance. The vehicle being replaced will be sold
through the GovDeals.com Internet auction.
Alternatives:
1. Accept Suburban Purchasing Cooperative joint bid results for the purchase of
one (1) 1 -ton dump truck.
2. Discretion of the village board.
Budget Impact:
The proposed award will require the expenditure of $37,748 from the Vehicle
Replacement Fund. Sufficient funds exist in the current budget.
Recommendation:
Staff recommends that the village board accept the Suburban Purchasing
Cooperative (SPC) bid results and authorize the purchase of one (1) new 2017 Ford
F-550, Regular Cab/Chassis from Currie Motors, of Frankfort, Illinois at a cost not
to exceed $37,748.
Village Board Meeting - October 4, 2016 Page 27 of 96
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
GOVERNANCE: Financially sound, providing exceptional service.
ATTACHMENTS:
Description
Type
Upload Date
File Name
D Exhibits A and B —
Cover Memo
9/27/2016
2729—Eval_Forms_A-B_9-19-
2729
16.docx
Exhibit C Life
° Cycle Cost 2729
Cover Memo
9/27/2016
2729-
Life_Cycle_Cost_Worksheet-
C.xls
D Exhibit D _ Old
Cover Memo
9/27/2016
2729 Old.jpg
2729
—
Village Board Meeting - October 4, 2016 Page 28 of 96