HomeMy WebLinkAbout8.2 Motion to Accept the Suburban Purchasing Cooperative bid for the purchase of two 2017 Ford Explorers from Roesch Ford5/12/2017 BoardDocs® Pro
IN
Agenda Item Details
Meeting
May 16, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
8. VILLAGE MANAGER'S REPORT
Subject
8.2 Motion to accept the Suburban Purchasing Cooperative bid for the purchase of two 2017 Ford
Explorers from Roesch Ford for $66,500.00
Access
Public
Type
Action
Preferred Date
May 16, 2017
Absolute Date
May 16, 2017
Fiscal Impact
Yes
Dollar Amount
66,500.00
Budgeted
Yes
Budget Source
Vehicle Replacement Fund
Recommended
Accept the Suburban Purchasing Cooperative bid for the purchase of two 2017 Ford Explorers from
Action
Roesch Ford for $66,500.00
Public Content
Information
Fire Department staff vehicles 500 and 504 are scheduled for replacement in 2017. Vehicle 500 is a 2008 Ford Explorer
with 134,851 miles. It is currently designated to our Battalion Chief of Training. Vehicle 504 is a 2009 Ford Escape with
107,996 miles and is the Fire Marshall's vehicle. The Training Officer is the department's designated Safety Officer on any
structure fire and the Fire Marshall leads all fire investigations so both vehicles need to be able to respond to significant
incidents any time of day or night.
Replacement Policy
Both 500 and 504 have been evaluated utilizing our detailed comprehensive replacement policy. This policy uses a point -
based criterion, which rates the four (4) major factors to a baseline when considering a unit for replacement: Age,
mileage, repair and maintenance (R&M) cost, and condition of the body/mechanical components. A point total equaling or
exceeding eleven (11) out of sixteen (16) indicates the vehicle should be recommended for replacement.
These vehicles both scored thirteen (13) points indicating a high rating and suggest both be replaced. The vehicle's
condition evaluation forms and summary reports for each vehicle have been attached as Exhibits A and B
respectively. Also included, is the life cycle cost analysis on Exhibit C, which breaks out our total ownership cost for each
vehicle.
Other Factors
Both vehicles are beginning to show signs corrosion to both body and frame which will likely result in significant
maintenance cost. The hybrid battery in 504 is out of warranty and approaching the end of its life expectancy,
which costs over $10,000.00 to replace. If the service life is extended, 500 will require expenditure of $5,500.00, and
due to the high replacement cost of a hybrid battery, 504 will require expenditure $13,069.00 as shown on each Exhibit
A.
Replacement Recommendation
The Village is a member of the Northwest Municipal Conference (NWMC) which has available a Suburban Purchasing
Cooperative (SPC) 2017 Joint Purchasing Ford Explorer Contract #160 for these vehicles. We currently have two 2012
Ford Explorers in our fleet which have performed well for emergency response staff vehicles (Units 501 and 502).
Considering the projected miles the new vehicles may incur, staff recommends we rotate the two current 2012 Ford
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Explorers (500 and 501) to replace 500 and 504 and have the two newly purchased Explorers replace 501 and 502.
That would expose the two new vehicles to significantly fewer miles.
Funds for this proposed purchase are currently 100% funded through the Vehicle Replacement Fund and are available in
the 2017 budget. Both vehicles will require some after market equipment to make them fully functional. This
includes Fire Department markings, radio installation, and emergency lighting. Once the new vehicles are delivered, we
assess what accessories we can reuse from the vehicles being replaced, what electronics we have on hand from previous
vehicles, and what we may need to buy new. We solicit quotes from multiple local venders and a final decision is based on
price, availability, quality, and service. The remaining budgeted funds are then used to purchase any necessary additional
equipment.
The two vehicles being replaced will be sold through the GovDeals.com Internet auction.
Alternatives
1. Accept the Suburban Purchasing Cooperative bid for the purchase of two 2017 Ford Explorers from Roesch Ford for
$66,500.00
2. Action at discretion of Village Board.
Staff Recommendation
Staff is recommending the Village Board accept the Suburban Purchasing Cooperative (SPC) bid results and authorize the
purchase of two (2) 2017 Ford Explorers from Roesch Ford Commercial Truck Center in Bensenville, Illinois at a cost not
to exceed $33,250.00 per vehicle, for a total cost not to exceed $66,500.
New 500, 504.jpg (52 KB) IMG_0887.JPG (638 KB) IMG_3119.JPG (3,806 KB)
500 Eval Forms, A -B, 5-4-17 (3).pdf (22 KB) 504 Eval Forms, A -B, 5-4-17 (1).pdf (22 KB)
504 Life Cycle Cost Worksheet-C.pdf (16 KB) 500 Life Cycle Cost Worksheet -C (1).pdf (39 KB)
Administrative Content
Executive Content
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New 500, 504.j pg (788X525)
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5/12/2017 IMG_0887.JPG (1632-1224)
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5/12/2017 IMG_3119.JPG (3456X2304)
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EXHIBIT A
Village of Mount Prospect
Vehicle/Equipment Condition Evaluation Form
Unit # 500 Assigned Dept. /Div. Fire
Year: 2008 Make: Ford Model: Explorer XLT Mileage: 134,851
Hours: N/A Date of Evaluation: 5/2/17 Performed By: Eisen/Breitzman
System
Diagnosis
Estimated Repair Cost
Engine
Fair -Small Oil leaks
$500.00
Transmission
Good
Differential
Fair -front axle seals
$400.00
Exhaust System
Fair -Rusty
$600.00
Cooling System
Fair -Radiator Corrosion, WP
$800.00
Brakes
Good
Tires
Good
Steering
Fair -Original parts
$1,000.00
Suspension
Fair -Struts, bushings
$700.00
HVAC
Good
Electrical
Good
Body/Frame
Fair -Beginning to rust
$1,000.00
Interior
Fair -Driver's Seat Worn
$500.00
Other
Total Estimated Repair Cost
$5 500.00
Diagnosis Code
Code Description
Good
Systems are functioning well and no major repairs are expected.
Fair
Some major repairs are needed, but unit can remain in service a little longer
in current condition.
Poor
Major repairs are required as soon as possible to ensure unit safety and
reliability.
EXHIBIT B
Village of Mount Prospect
Vehicle/Equipment Evaluation Summary Report
Unit # 500 Assigned Dept. /Div. Fire
Year: 2008 Make: Ford Model: Explorer XLT Mileage: 134,851
Date of Evaluation: 5/2/17 Performed By: Jim Breitzman
Ratings:
Unit age: 9 Base Policy Age: 10
Mileage/Hrs: 134,851 Base Policy Mileage/Hrs: 85,000
Maintenance Cost:
Repair and Maintenance Cost: $ 15,269 - Purchase Price: 23,732
Repair and Maintenance Percentage of Purchase Price: 64 %
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 5,500 - Current Book Value: $ 6,000
Repair Cost Percentage of Current Book Value: 92 %
Total Ownership Cost Per Mile:
(Lifetime Fuel + R&M + Purchase Price) $ 68,624
Less Salvage Value $ 6,000
Net Lifetime Costs $ 62,624
Divided by Mileage Hours 134,851
Operating Cost Per Mile/Hour $ .46
Points:.1
Points: 4
Points: 4
Points: 4
Total Points: 13
Comments and other considerations:
This vehicle has oberated 134.851 miles which has well exceeded our normal base service.
Superintendent's recommendation:
This vehicle has well exceeded its life expectancy (13 points) and expensive repairs will be
needed if service life is extended any longer based on condition.
Total Point Evaluation: A point total equaling or exceeding eleven (11) indicates that the vehicle should be
recommended for replacement. The point total is used to rank its replacement priority. The larger the number the
higher the replacement priority will be.
EXHIBIT A
Village of Mount Prospect
Vehicle/Equipment Condition Evaluation Form
Unit # 504 Assigned Dept. /Div. Fire
Year: 2009-Purch 2008 Make: Ford Model: Escape Hybri Mileage: 107,996
Hours: N/A Date of Evaluation: 5/3/17 Performed By: DeLuca/Breitzman
System
Diagnosis
Estimated Repair Cost
Engine
Good
Some major repairs are needed, but unit can remain in service a little longer
in current condition.
Transmission
Good
Differential
Good
Exhaust System
Fair -Rusty
$500.00
Cooling System
Good
Brakes
Fair -Rotors rusting
$400.00
Tires
Good
Steering
Good
Suspension
Fair -Struts, bushings
$600.00
HVAC
Good
Electrical
Good
Body/Frame
Fair -Wheel wells rusted
$1,000.00
Interior
Good
Other -Hybrid 330v battery
Fair -Possible replacement
$10,569.00
Total Estimated Repair Cost
$13,069.00
Diagnosis Code
Code Description
Good
Systems are functioning well and no major repairs are expected.
Fair
Some major repairs are needed, but unit can remain in service a little longer
in current condition.
Poor
Major repairs are required as soon as possible to ensure unit safety and
reliability.
Unit # 504
EXHIBIT B
Village of Mount Prospect
Vehicle/Equipment Evaluation Summary Report
Assigned Dept. /Div. Fire
Year: 2009-Purch 2008 Make: Ford Model: Escape Hybrid Mileage: 107,996
Date of Evaluation: 5/4/17 Performed By: Jim Breitzman
Ratings:
Unit age: 9 Base Policy Age: 10
Mileage/Hrs: 107,996 Base Policy Mileage/Hrs: 85,000
Maintenance Cost:
Repair and Maintenance Cost: $8,122 - Purchase Price: 25,155
Repair and Maintenance Percentage of Purchase Price: 32 %
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 13,069 - Current Book Value: $ 5,000
Repair Cost Percentage of Current Book Value: 261 %
Total Ownership Cost Per Mile:
(Lifetime Fuel + R&M + Purchase Price) $ 42,421
Less Salvage Value $ 5,000
Net Lifetime Costs $ 37,421
Divided by Mileage Hours 107,996
Operating Cost Per Mile/Hour $ 35
Points:.1
Points: 4
Points: 4
Points: 4
Total Points: 13
Comments and other considerations:
The warranty (8 yrs) has expired for the hybrid battery, which would cost more than book value.
Superintendent's recommendation:
This vehicle has well exceeded its life expectancy (13 points) and expensive repairs will be
needed if service life is extended any longer based on condition.
Total Point Evaluation: A point total equaling or exceeding eleven (11) indicates that the vehicle should be
recommended for replacement. The point total is used to rank its replacement priority. The larger the number the
higher the replacement priority will be.
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