HomeMy WebLinkAbout09/19/2017 Purchase of One Asphlat Heater9/20/2017 Board Docs® Pro
Agenda Item Details
Meeting
Sep 19, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
5. CONSENT AGENDA
Subject
5.5 Motion to accept National Joint Powers Alliance bid result for the purchase of one (1) new
asphalt heater in an amount not to exceed $29,467.
Type
Action (Consent)
Preferred Date
Sep 19, 2017
Absolute Date
Sep 19, 2017
Fiscal Impact
Yes
Dollar Amount
29,467.00
Budgeted
Yes
Budget Source
VEHICLE REPLACEMENT FUND
Recommended
Accept the National Joint Powers Alliance joint purchasing bid result for the purchase of one (1)
Action
new Falcon Model P4D1X1 4 -Ton, Trailer -Mounted Asphalt Heater from Midwest Paving
Equipment, Incorporated of Glen Ellyn, Illinois in an amount not to exceed $29,467.
Background
In the current budget, there are sufficient funds available to replace unit 4555. 4555 is a 2006 Spaulding 2 -Ton asphalt
heater used by the Public Works staff to fill potholes, repair excavation areas, and occasionally ramp uneven sidewalks.
This unit has a 2 -ton capacity and is mounted on a single axle trailer. Additionally, this unit burns diesel fuel through
an electric burner assembly and does not have an hour meter.
Replacement Policy
This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy uses a point -based
criterion that rates vehicles and equipment according to four (4) major factors: 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 piece of equipment (asphalt heater) scored fourteen (14) points indicating it should be replaced. The condition
evaluation form and summary report have been attached as Exhibits A and B respectively. Additionally, the life cycle
cost analysis is also included as Exhibit C.
Other Factors
The unit is showing a lot of undercarriage rust, including the burner box. Presently, the entire burner box assembly
requires replacement. Additionally, the unit has experienced a significant increase in downtime over the last several
years due to the burner shutting down and locking out the operators. The unit will require approximately $8,300 worth
of repairs if the its service life is extended.
Discussion
Staff has researched and tested several different makes/models. The Falcon model P4D1XI we recommend purchasing
is a 4 -ton unit, will significantly reduce trips to the asphalt plant. This unit has two axles to handle the extra weight and
will have a dump feature to assist with clean up and moving hot asphalt to the rear door. The new unit operates at
92% efficiency using less than three (3) gallons of diesel fuel per 8 -hour shift.
Public Works is part of a national joint purchase cooperative, the National Joint Powers Alliance (NJPA), through which
the Village can procure this unit from our local dealer, Midwest Paving Equipment, Incorporated. The NJPA Contract is
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9/20/2017
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publicly bid and satisfies the public bidding requirements of the Village of Mount Prospect Purchasing Policy.
Funds for this proposed purchase are fully funded through the Vehicle Replacement Fund and are available in the 2017
budget.
Delivery of the new unit is expected to be within 60 days of the purchase order. The unit being replaced will be sold
through the GovDeals.com Internet auction.
Alternatives
1. Accept NJPA joint bid result for the purchase of one (1) new asphalt heater.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the National Joint Powers Alliance joint purchasing bid result for the
purchase of one (1) new Falcon Model P4D1X1 4 -Ton, Trailer -Mounted Asphalt Heater from Midwest Paving Equipment,
Incorporated of Glen Ellyn, Illinois in an amount not to exceed $29,467.
Old 4555.jpg (2,288 KB) Falcon Asphalt Heater Proposal.pdf (442 KB) New Pic.jpg (56 KB)
4555 Eval Forms, A -B, 9-2017.pdf (15 KB) 4555 Life Cycle Cost Worksheet-C.pdf (13 KB)
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There
will be no separate discussion of those items unless a Board member or member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Motion & Voting
Accept the monthly financial report for August 2017.
Motion by Colleen Saccotelli, second by Michael Zadel.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
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Midwest Paving Equipment, Inc.
ADDRESS
Village Of Mount Prospect
1700 West Central Road
Mount Prospect, IL 60056
Midwest Paving Equipment, Inc.
757 DuPage Blvd Suite 2387
GLEN ELLYN, IL 60137
(630) 453-0772
SHIP TO
Village Of Mount Prospect
1700 West Central Road
Mount Prospect, IL 60056
ESTIMATE # 1068
DATE 09/08/2017
EXPIRATION DATE 10/09/2017
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M110259
1
15,984.00 15,984.00
4 -Ton Trailer Model P4D1 XI
12 -Volt Battery, Triple Wall, Insulated, Single Diesel, Auto
Temp Control, VIP Technology, One -Piece Ceramic
Combustion Chamber (Diesel), 92% Fuel Efficiency (Diesel),
Tandem Axle Trailer w/ Tubular Steel Frame (14,000 Ib.
GVWR), Electric Brakes w/ Safety Breakaway, Diamond
Treadplate Hopper Access Platform, 8 -Bolt Wheels w/ 9 x
14.5" Tires, Manual Loading Doors, Manual Unloading Door,
Shoveling Apron and Conspicuity Tape Base Model Weight:
4,300 lbs. Base Model Dimensions: 14' L x 83" W (Hopper) x
74" H (Top of Hopper to Ground)
NJP0062
1
250.00 250.00
Paint - Color Match (School Bus Yellow)
NJP0043
1
834.00 834.00
16' Tire Upgrade for 2 -Ton, 3 -Ton, and 4 -Ton Tandem Axle
Trailers
NJP0002
1
4,625.00 4,625.00
Dump Box- Hopper tilts by means of two hydraulic cylinders
and is powered by an onboard 12 volt electric over hydraulic
power pack
NJP0004
1
209.00 209.00
Extended Frame (2 ft) (Required for dump boxes that need a
tack tank)
NJP0026
1
513.00 513.00
LED Upgrade (Two Red LED 4" Round Stop/tail/turn and One
Amber Strobe per side and LED marker lights)
NJP0029
1
313.00 313.00
Strobe Warning Light
NJP0046
1
550.00 550.00
Battery Charger Package
C � II VI
..If.
AMOUN..�
NJP0099c
1
254.00
254.00
Additional SRM24 12 Volt Battery
NJP0099b
1
96.00
96.00
Tool Holder 3 Positions
NJP0099g
1
748.00
748.00
Electric wash down system
NJP0045
1
194.00
194.00
Basket for mounting Plate Compactor (id 24" x 24")
NJP00991
1
95.00
95.00
Tool Box 25x10x10 Mounted Near Compactor Basket
NJP0099j
1
633.00
633.00
Front and Rear Hopper Extensions
NJP0056
1
1,399.00
1,399.00
Hoist w/ 12 -Volt Winch for Lifting550 lbs.
NJ00028
1
423.00
423.00
Night Work Lights - LED (Qty2)
NJP0021
1
1,031.00
1,031.00
Arrow Stick - LED
NJP0065
1
291.00
291.00
Spare Tire & 8 bolt Wheel (16" Tire)
NJP0099k
1
550.00
550.00
Hopper Side Mount Toolbox (curbside)
NJP00991
1
475.00
475.00
Unloading Door Shovel Pocket (2 total)
Warranty
1
0.00
0.00
Two Year Factory, Lifetime Frame Warranty
Training
1
0.00
0.00
On-site Operation and Service Training
Manual
1
0.00
0.00
Operator, Parts and Service Manual
Prices are reflective of NJPA Contract # 113012-FRM.
TOTAL
$29,467.00
Accepted By Accepted Date
9/20/2017
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EXHIBIT A
Village of Mount Prospect
Vehicle/Equipment Condition Evaluation Form
Unit # 4555 Assigned Dept. /Div. Public Works/Street
Year: 2006 Make: Spaulding Model: RMV-2TD Mileage: N/A
Hours: N/A Date of Evaluation: 9/5/17 Performed By: Breitzman
System
Diagnosis
Estimated Repair Cost
Engine
Poor -Burner & Controls
$3,000.00
Transmission
N/A
Differential
N/A
Exhaust System
N/A
Cooling System
N/A
Brakes
Fair -Trailer
$500.00
Tires
Fair
$300.00
Steering
N/A
Suspension
Fair -Springs
$500.00
HVAC
N/A
Electrical
Fair -Wiring harness
$1,000.00
Body/Frame
Fair -Rusted
$2,000.00
Interior
N/A
Other -Top covers and hinges
Poor
$1,000.00
Total Estimated Repair Cost
$8,300.00
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 # 4555 Assigned Dept. /Div. Public Works/Street
Year: 2006 Make: Spaulding_ Model: RMV-2TD Mileage: N/A
Date of Evaluation: 9/7/17 Performed By: Breitzman
Ratings:
Unit age: 11 Base Policy Age: 8-22, dependingoge/cond. Points: 3
Mileage/Hrs: N/A Base Policy Mileage/Hrs: N/A Points: 3
Maintenance Cost:
Repair and Maintenance Cost: $ 17,766 - Purchase Price: S 24,225
Repair and Maintenance Percentage of Purchase Price: 73 % Points: 4
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 8,300 - Current Book Value: $ 2,000
Repair Cost Percentage of Current Book Value: 415 % Points: 4
Total Ownership Cost Per Mile:
(Lifetime Fuel + R&M + Purchase Price) $ 52,158
Less Salvage Value $ 2,000
Net Lifetime Costs $ 50,158
Divided by Mileage/Years 11
Operating Cost Per Mile/Year $ 4,559.82
Total Points: 1
Comments and other considerations:
This equipment has become high maintenance and needs major work to stay reliable.
Superintendent's recommendation:
This equipment has met its life expectancy and major repairs will be needed if service life is
>xtended 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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