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Home My WebLink About11/01/2016 Purchase 3 new Pickup TrucksItem XI. A.: MOTION TO ACCEPT SUBURBAN PURCHASING COOPERATIVE BID RESULTS FOR THE PURCHASE OF THREE (3) NEW PICKUP TRUCKS IN AN AMOUNT NOT TO EXCEED $85,258 Department: Public Works Department Information: In the current budget, there are funds available to replace pickups 2710, 2715, and 4500. These trucks are all 2004 GMC Sierra 2 -wheel drive, 3/4 -ton pickups with service bodies used by the Public Works Department for transportation, hauling supplies/tools and towing trailers/equipment to jobsites throughout the Village. These vehicles have 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. The vehicles scored in a range between thirteen (13) and fifteen (15) points indicating a very high rating and should be placed on the highest priority to be replaced. The vehicle condition evaluation forms and summary reports for each vehicle have been attached as Exhibits A and B respectively. Additionally, included is the life cycle cost analysis for each vehicle as Exhibit C, which breaks out our total ownership cost for each vehicle. A photograph of each existing vehicle has been 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 2 - wheel drive pickup trucks. The result of their analysis indicated the optimal replacement cycle for our 2 -wheel drive pickup trucks is at year ten (10) and further recommended replacing after eight (8) years based on vehicle complexity and efficiency. If the service life is extended, each vehicle will require repairs to be performed. The Village Board Meeting - November 1, 2016 Page 48 of 80 summary cost for each vehicle is listed below. Detailed listing of necessary repairs can be found in Exhibit A and B. Vehicle Estimate 2710 $7,150 2715 $6,350 4500 $5,700 Total Estimated Cost $19,200 The proposed replacement vehicle is a Ford F-250 Super Cab. The F-250 Super Cab has a slightly larger cab to accommodate the storage of some equipment inside the cab to protect the equipment from weather. All three (3) vehicles currently utilize a fiberglass service body. Staff evaluated the existing service bodies and has determined the service bodies to be in good condition. Staff will remount the existing service bodies on the new pickups. This will save an aggregate amount of approximately $30,000 compared to purchasing new fiberglass service bodies. Staff proposes to procure the three (3) replacement vehicles 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 and are available in the 2016 budget. Delivery of the new vehicles is expected to be within ninety (90) days of the purchase order. The new vehicles will be inspected at the dealer in Frankfort, Illinois before being driven to our location for acceptance. The vehicles being replaced will be sold through the GovDeals.com internet auction. Alternatives: 1. Accept Suburban Purchasing Cooperative joint bid results for the purchase of three (3) 2 -wheel drive pickup trucks. 2. Discretion of the village board. Budget Impact: The proposed award will require the expenditure of $85,258 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 three (3) new 2017 Ford F-250 Super Cab/Chassis from Currie Motors, of Frankfort, Illinois at a cost Village Board Meeting - November 1, 2016 Page 49 of 80 not to exceed $85,258. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: GOVERNANCE: Financially sound, providing exceptional service. ATTACHMENTS: Village Board Meeting - November 1, 2016 Page 50 of 80 Description Type Upload Date File Name D Exhibits A and B Cover Memo 10/26/2016 2710_Eval_Forms_A-13_10-10- Vehicle 2710 16.docx D Exhibits A and B Cover Memo 10/26/2016 2715_Eval_Forms_A-13_10-10- Vehicle 2715 16.docx D Exhibits A and B Cover Memo 10/26/2016 4500_Eval_Forms_A-13_10-10- Vehicle 4500 16.docx D Exhibit C Vehicle Cover Memo 10/26/2016 2710_Life_Cycle_Cost_Worksheet- 2710 C.xls D Exhibit C Vehicle Cover Memo 10/26/2016 2715_Life_Cycle_Cost_Worksheet- 2715 C.xls D Exhibit C Vehicle Cover Memo 10/26/2016 4500_Life_Cycle_Cost_Worksheet- 4500 C.xls D Exhibit D Vehicle Cover Memo 10/26/2016 Old 2710.jpg 2710 — a Exhibit D Vehicle Cover Memo 10/26/2016 Old 2715.jpg 2715 — a Exhibit D Vehicle Cover Memo 10/26/2016 Old 4500.jpg 4500 — Village Board Meeting - November 1, 2016 Page 50 of 80