HomeMy WebLinkAbout11/01/2016 1 Full Size Cargo VanItem XI. C.: MOTION TO ACCEPT SUBURBAN PURCHASING COOPERATIVE
BID RESULTS FOR THE PURCHASE OF ONE (1) FULL SIZE
CARGO VAN IN AN AMOUNT NOT TO EXCEED $27,500
Department: Public Works Department
Information:
In the current budget, there are funds available to replace pickup truck 4529. This
truck is a 2004 GMC Sierra 2 -wheel drive, % ton pickup with a service body used by
the Public Works Department for hauling supplies/tools and towing
trailers/equipment to jobsites throughout the Village. The Streets/Buildings Division,
in their daily maintenance of buildings, uses 4529 to haul materials and equipment.
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, a life cycle cost analysis has been included as Exhibit C,
which breaks out our total ownership cost. A photograph of 4529 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 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 the following repairs should be performed:
Village Board Meeting - November 1, 2016 Page 74 of 80
Task Estimate
Replace cooler lines, radiator and water pump $2,000
Refurbish/paint rear body and rusted sheet metal $2,500
Replace ball joints, bushings and alternator $1,500
Replace headliner and rubber brake lines $900
Total Estimate of Cost: $6,900
The proposed replacement vehicle is a Ford Transit full size van. Staff has
evaluated the need of another pickup truck and instead is recommending a % ton full
sized cargo van to accommodate electrical and building supplies in compartments
and racks inside the vehicle. There is a operational need to increase the capacity of
supplies/tools stocked in the vehicle and allow for the dry transportation of building
supplies during poor weather. The increased storage capacity will reduce the
number of trips to purchase supplies resulting in increased efficiencies.
The purchase of the Ford Transit represents a $900 savings compared to replacing
the existing pickup with a new two (2) wheel drive pickup truck.
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 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) full size cargo van.
2. Discretion of the village board.
Budget Impact:
The proposed award will require the expenditure of $27,500 from the Vehicle
Replacement Fund. Sufficient funds exist in the current budget.
Recommendation:
Village Board Meeting - November 1, 2016 Page 75 of 80
Staff recommends that the village board accept the Suburban Purchasing
Cooperative (SPC) bid results and authorize the purchase of one (1) new 2017 Ford
Transit Full Size Cargo Van from Currie Motors, of Frankfort, Illinois at a cost not to
exceed $27,500.
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
10/26/2016
4529_Eval_Forms_A-B_9-26-
4529
16.docx
Exhibit C Life
° Cycle Cost 4529
Cover Memo
10/26/2016
4529-
Life_Cycle_Cost_Worksheet-
C.xls
D Exhibit D Image
Old 4529
Cover Memo
10/26/2016
4529 Old.jpg
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Village Board Meeting - November 1, 2016 Page 76 of 80