HomeMy WebLinkAbout10/04/2016 Purchase of one new 1-Ton Dump Truck in an amount not to exceed $36,466Item VIII. D.: 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 $36,466
Department: Public Works Department
Information:
In the current budget, there are funds available to replace 1 -ton dump truck 2734.
This truck is a 2002 Ford F-350 4 -wheel drive, 1 -ton dump truck used by the Public
Works Department for hauling supplies/black dirt; snow plowing and towing
trailers/equipment to jobsites throughout the Village. Additionally, the
Forestry/Grounds Division, in their daily maintenance of Village owned properties,
uses 2734 to tow their water trailer and stump grinders.
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 fourteen (14) 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 photo of 2734 is enclosed 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 due to vehicle complexity and efficiency.
If the service life is extended the following repairs should be performed:
Village Board Meeting - October 4, 2016 Page 33 of 96
Repair
Estimate
Reburbish/paint rear body and sheet
metal
$2,500
Replace brake/fuel lines and rubber
hoses
$1,800
Replace rear springs, driver seat, and
misc.
$3,000
Total Estimated Cost:
$10,850
The proposed replacement vehicle is a Ford F-450. The F-450 has an increased
gross vehicle weight rating and a longer dump body. These features are desired to
increase the material load capacity, allow for hauling heavier loads, and increase the
towing capability.
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) new 1 -ton dump truck.
2. Discretion of the village board.
Budget Impact:
This proposed award will require the expenditure of $36,466 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-450, Regular Cab/Chassis from Currie Motors, of Frankfort, Illinois at a cost not
Village Board Meeting - October 4, 2016 Page 34 of 96
to exceed $36,466.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
GOVERNANCE: Financially sound, providing exceptional service.
ATTACHMENTS:
Description Type
D Exhibits A and B _ Cover Memo
2734
Exhibit C Life
Cycle Cost _ 2734 Cover Memo
D Exhibit D Old Cover Memo
2734 Photo
Upload Date File Name
9/27/2016 2734_Eval_Forms_A-B_9-22-
16.docx
2734-
9/27/2016 Life_Cycle_Cost_Worksheet-
C.xls
9/27/2016 2734_Old.jpg
Village Board Meeting - October 4, 2016 Page 35 of 96