HomeMy WebLinkAbout11/01/2016 Purchase 2 4X4 Pickup TrucksItem XI. B.: MOTION TO ACCEPT SUBURBAN PURCHASING COOPERATIVE
BID RESULTS FOR THE PURCHASE OF TWO (2) NEW 4X4
PICKUP TRUCKS IN AN AMOUNT NOT TO EXCEED $58,090
Department: Public Works Department
Information:
In the current budget, there are funds available to replace pickups 4526 and 4540.
These trucks are 2004 GMC Sierra, 3/4 -ton pickups. Currently, 4526 is 2 -wheel drive
with a service body and 4540 is 4 -wheel drive with a snowplow. They are used by
the Public Works Department for transportation, hauling supplies/tools, snowplowing
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 fourteen (14) 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, I have
included the life cycle cost analysis on Exhibit C, which breaks out our total
ownership cost for each vehicle. Photographs of 4526 and 4540 are 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 and 4 -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. In addition, 4 -wheel drive pickup trucks are recommended for
replacement at years nine (9) and seven (7) respectively.
Village Board Meeting - November 1, 2016 Page 63 of 80
If the service life is extended, each vehicle will require repairs to be performed. The
summary cost for each vehicle is listed below. Detailed listing of necessary repairs
can be found in Exhibit A and B.
Vehicle Estimate
4526 $7,100
4540 $8,800
Total Estimated Cost: $15,900
Staff has evaluated the need of the continued use of the service body on 4526 and
has decided the use of a regular pickup bed with tool boxes will be sufficient.
Additionally, the proposed truck will have 4 -wheel drive and snowplow to assist
during emergency snow events. 4540 will be a like kind replacement.
Staff proposes to procure the 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 the proposed purchases 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 GovDeals.com internet auction.
Alternatives:
1. Accept Suburban Purchasing Cooperative joint bid results for the purchase of
two (2) 4x4 pickup trucks.
2. Discretion of the village board.
Budget Impact:
The proposed award will require the expenditure of $58,090 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 two (2) 2017 Ford F-
250 4 -wheel drive regular cab pickups from Currie Motors, of Frankfort, Illinois at a
cost not to exceed $58,090.
Village Board Meeting - November 1, 2016 Page 64 of 80
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
GOVERNANCE: Financially sound, providing exceptional service.
ATTACHMENTS:
4526_Eval_Forms_A-13_10-21-
Description
Type
16.docx
Exhibits A and B
Cover Memo
10/26/2016
Vehicle 4526
Exhibits A and B
Cover Memo
Vehicle 4540
10/26/2016
D
Exhibit C Vehicle
Cover Memo
4526
D
Exhibit C Vehicle
Cover Memo
4540
D
Exhibit D Vehicle
Cover Memo
10/26/2016
4526
D
Exhibit D Vehicle
Cover Memo
4540
Upload Date File Name
10/26/2016
4526_Eval_Forms_A-13_10-21-
16.docx
10/26/2016
4540_Eval_Forms_A-13_10-21-
16.docx
10/26/2016
4526_Life_Cycle_Cost_Worksheet-
C.xls
10/26/2016
4540_Life_Cycle_Cost_Worksheet-
C.xls
10/26/2016
4526_Old.jpg
10/26/2016 4540_Old.jpg
Village Board Meeting - November 1, 2016 Page 65 of 80