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Home My WebLink About8.1 Accept Foster Coach Municipal Bid and Purchase 2 Freightliner M2 ambulancesBoardDocs® Pro Agenda Item Details Page I of 3 Meeting May 15, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 8. VILLAGE MANAGER'S REPORT Subject 8.1 Motion to accept Foster Coach Municipal bid and purchase of 2 Freightliner M2 (ambulance) in an amount not to exceed $605,770.00. Access Public Type Action Preferred Date May 15, 2018 Absolute Date May 15, 2018 Fiscal Impact Yes Dollar Amount 605,770.00 Budgeted Yes Budget Source Vehicle Replacement Fund Recommended Action Accept the proposal for two (2) Freightliner M2 ambulances as submitted by Foster Coach Sales Inc. $8.69 in an amount not to exceed $605,770.00. Public Content 0 r, I reT 7' 1" MM The Fire Department is due to replace Ambulance 525 and 526 (2009 Ford E-450) this year. Ambulance 525 and 526 were evaluated utilizing the Village's Comprehensive Vehicle Replacement Policy. Both vehicles scored fifteen (15) points out of sixteen (16) indicating a very high rating and should be placed on the highest priority to be replaced. The vehicle condition evaluations forms and summary report for these vehicles are attached. Additionally, the life cycle cost analyses for these vehicles are also attached. In 2010, Ford discontinued offering the Type III van style E-450 with a diesel engine. Ambulance 525 and 526 are this type and style. In 2016, the Village purchased the replacement of Ambulance 524 with the Type I Freightliner M2 medium duty style chassis. At that time, with thorough discussions with the Fleet Team, staff recommended changing over to the Freightliner medium duty style and type of ambulance. A review of the benefits of the changeover from the Ford van style (Type III) to the M2 style (Type I) are below: • An increased life span from 7-8 years to 10-12 years. • The Type I medium duty chassis has heavy duty airbrakes for better stopping distance and an increased payload. • A higher alternator capacity. • Engine layout requires less labor hours for routine repairs. • Less downtime and less operating costs to operate per hour. These changes have proved beneficial from an operating cost standpoint. Additionally, the two new Freightliner M2s will be equipped with liquid spring suspension and have a better A/C output which will insure patient comfort, and the power -lift assist stretcher system should help minimize our Paramedic's exposure to back injuries. The table below compares the total life cycle cost of the E -series ambulances, both gas and diesel, and a similar ambulance to the medium duty ambulance: 01ass "Tota�11� Ga�11� 11,1,1,tit "Tota�11� Cost 11,1,1,tit 111::,::,X�Ipected Cost :1 Cost MP E-450, Diesel 1.474 $10.92 Int. 4300 1.825 $8.69 —Naperville New E-450, Gas 2.386 $12.46 7yrs/7,000 $205f000 $41,746 $459,206 https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 6/8/2018 BoardDocs® Pro Page 2 of 3 New Medium Type 1 1.825 $8.69 11/11 000 250 000 $31f417 $345f587 Total Type I savings 1 .561 1 $3.18 , Other considerations include the rated weight capacity of the vehicles. Currently, ambulance 525 and 526 have a Gross Vehicle Weight Rating (GVWR) of 14,500 lbs. These vehicles are easily at 90% of its 14,500 Ib. rated capacity when fully loaded with occupants and gear which causes premature wear and a shorter life cycle. The chart below compares key specifications of the two aforementioned new vehicles: Public Works Vehicle Maintenance and our Apparatus Committee worked collaboratively and devoted many hours thoroughly researching the replacement of 524 in 2016. In many ways, this laid the ground work for the recommended 2018 purchases. Staff is confident in the recommendation to continue with replacing the Type III style with the Type I style ambulance. As a member of the Northwest Municipal Conference (NWMC), the Village is eligible to participate in the Suburban Purchasing Cooperative (SPC) 2018 Joint Purchasing Contract #174 for Freightliner M2 ambulances. SPC awarded a competitively bid, joint purchase contract to Foster Coach Sales, Inc of Sterling, IL for the supply of Freightliner M2 ambulances with Stryker Power Load Systems. The joint bid satisfies Village public bidding requirements. Delivery of the new ambulances are expected March of 2019. Alternatives 1. Accept the proposal for two (2) Freightliner M2 ambulances as submitted by Foster Coach Sales Inc. in an amount not to exceed $605,770.00. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends the acceptance of the Foster Coach bid through the Suburban Purchasing Cooperative of the Northwest Municipal Conference. 55II �;: II IL ,�, itritr � �� IL !I 01 .1 I .)d f (9 6 IKI[..-.i)56 II : a II IL �,�, � itritr�� IL�,I; � 5 ,�,�„ 0 .L.. II,��d � ( ., II�� ILI; I1::I r�,�, � 11) oped Au -n bu II i--' ('. II lira w II -i df (4.1.. 8 II IL,I; II tIL,)itr�,�, s Ih) ('.:t Quote !I II)df (2 85 K IL.I 525 IL ife Cy( -.-]e Cost�,�, � itrll< 1[-i t R II'A f (25 K II 526 1 ife Cy( -.:1e C�,�, t�,�, � itr II< s 11 t CII)d f (25 K IL�-' 525 &i -'id 526 III a 11,E II c 111„gid f (10 IK II 525 &i -'id 526 III11,,E II , I .)d f (6 , IK II.- 525 ... ,,, itr n 11,,E u II a 11(,µ J 11,)g (1,. 5 4 IK !u it -n 11„ u II tri µ, 11 (.I.. II II,I; 'u 'u ..... !u ,; tr,u a 11„ u II ire ;, ire t itriN , itr 11, (I,4 9 I II,I; �,„ ,, ,,, IN tr a 11,,E u II ire ,µ, ........ IM IL itr iN 11 tII iN ire itr ,� 11„ (..L. IL IL,,, II” c tr a 11,,E u II ire ,,µ, ........IM IL itr iN 11 tII iN ire c itr ..... ire t itriN , itr ,� 11 ( IL � IL,,, Administrative Content Executive Content https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 6/8/2018 'iiiii VIIIA A ililt-° I IIIIil i ��t-. VIII IIIIC' VIII tit-� VIII VIII VIII°°°i ilii „ IIID ft, VIII VIII � U �° IIID VIII Illlfililil° VIII VIII ititr IIID ititr lilt-� inti lilt- „ inti IIII�i OutVIII 111a d inti u s iian 11p ilt-. it,. VIII int-�i „ Illi i VIII titr New E-450, Gas Type 3 14,500 lbs. 2,174 lbs. 225/41 27.4' No/No 112"-100"-268.5" New Medium Type 1 21,000 lbs. 5,286 lbs. 320/136 25' Yes/Yes 110"-100"-296" Public Works Vehicle Maintenance and our Apparatus Committee worked collaboratively and devoted many hours thoroughly researching the replacement of 524 in 2016. In many ways, this laid the ground work for the recommended 2018 purchases. Staff is confident in the recommendation to continue with replacing the Type III style with the Type I style ambulance. As a member of the Northwest Municipal Conference (NWMC), the Village is eligible to participate in the Suburban Purchasing Cooperative (SPC) 2018 Joint Purchasing Contract #174 for Freightliner M2 ambulances. SPC awarded a competitively bid, joint purchase contract to Foster Coach Sales, Inc of Sterling, IL for the supply of Freightliner M2 ambulances with Stryker Power Load Systems. The joint bid satisfies Village public bidding requirements. Delivery of the new ambulances are expected March of 2019. Alternatives 1. Accept the proposal for two (2) Freightliner M2 ambulances as submitted by Foster Coach Sales Inc. in an amount not to exceed $605,770.00. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends the acceptance of the Foster Coach bid through the Suburban Purchasing Cooperative of the Northwest Municipal Conference. 55II �;: II IL ,�, itritr � �� IL !I 01 .1 I .)d f (9 6 IKI[..-.i)56 II : a II IL �,�, � itritr�� IL�,I; � 5 ,�,�„ 0 .L.. II,��d � ( ., II�� ILI; I1::I r�,�, � 11) oped Au -n bu II i--' ('. II lira w II -i df (4.1.. 8 II IL,I; II tIL,)itr�,�, s Ih) ('.:t Quote !I II)df (2 85 K IL.I 525 IL ife Cy( -.-]e Cost�,�, � itrll< 1[-i t R II'A f (25 K II 526 1 ife Cy( -.:1e C�,�, t�,�, � itr II< s 11 t CII)d f (25 K IL�-' 525 &i -'id 526 III a 11,E II c 111„gid f (10 IK II 525 &i -'id 526 III11,,E II , I .)d f (6 , IK II.- 525 ... ,,, itr n 11,,E u II a 11(,µ J 11,)g (1,. 5 4 IK !u it -n 11„ u II tri µ, 11 (.I.. II II,I; 'u 'u ..... !u ,; tr,u a 11„ u II ire ;, ire t itriN , itr 11, (I,4 9 I II,I; �,„ ,, ,,, IN tr a 11,,E u II ire ,µ, ........ IM IL itr iN 11 tII iN ire itr ,� 11„ (..L. IL IL,,, II” c tr a 11,,E u II ire ,,µ, ........IM IL itr iN 11 tII iN ire c itr ..... ire t itriN , itr ,� 11 ( IL � IL,,, Administrative Content Executive Content https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 6/8/2018 BoardDocs® Pro Page 3 of 3 Motion & Voting Accept the proposal for two (2) Freightliner M2 ambulances as submitted by Foster Coach Sales Inc. in an amount not to exceed $605,770.00. Motion by Colleen • second by Michael • Final Resolution: Motion Carries Yea: William • Paul Hoefert, Richard Rogers, Colleen • Michael Zade' https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 6/8/2018 EXHIBIT A Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Unit 4 525 Assigned Dept. /Div. FIRE Year: 2009-Purch 2010 Make: Ford Model: Amb, E-450 Mileage: 84,523 Hours: 7,925 Date of Evaluation: 5/2/18 Performed By: Breitzman System Diagnosis Estimated Repair Cost Engine Fair -Oil Leaks, 4 Injectors $8,500.00 Transmission Fair -Rebuild Soon $5,000.00 Differential Good Exhaust System Good Cooling System Fair -Radiator, Water Pump $2,000.00 Brakes Good -75% left Tires Fair -20% left $1,000.00 Steering Fair -Tie rods, radius bushings $800.00 Suspension Fair -Front Springs $1,000.00 HVAC Fair -A/C lines, Condensor $2,000.00 Electrical Fair -Alternators $1,500.00 Body/Frame Fair -Corrosion $6,000.00 Interior Fair -Seats worn $2,000.00 Other Total Estimated Repair Cost $29,800.00 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 Villaue of Mount Prospect Vehicle/Equipment Evaluation Summary Report Unit 4 525 Assigned Dept. /Div. FIRE Year: 2009-Purch 2010 Make: Ford Model: Amb, E-450 Mileage: 84,523 Hours: 7,925 Ratings: Unit age: 8 Date of Evaluation: 5/7/18 Performed By: Breitzman Base Policy Age: 6 Mileage/Hrs: 84,523 Base Policy Mileage/Hrs: 60,000/6,000 Maintenance Cost: Repair and Maintenance Cost: $ 55,704 - Purchase Price: $ 131,000 Repair and Maintenance Percentage of Purchase Price: 43 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 29,800 - Current Book Value: $ 15,000 Repair Cost Percentage of Current Book Value: 199 % Total Ownership Cost Per Mile: (Lifetime Fuel + R&M + Purchase Price) $ 218,500 Less Salvage Value $ 15,000 Net Lifetime Costs $ 203,500 Divided by Mileage Hours 84,523 Operating Cost Per Mile/Hour $ 2.41 Points: 3 Points: 4 Points: 4 Points: 4 Total Points: 15 Comments and other considerations: This Engine has operated 7,925 hours during its lifetime, which equals 237,750 engine miles. Superintendent's recommendation: This ambulance has met its life expectancy and major 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 4 526 Assigned Dept. /Div. FIRE Year: 2009-Purch 2010 Make: Ford Model: Amb, E-450 Mileage: 94,632 Hours: 7,310 Date of Evaluation: 4/11/18 Performed By: Breitzman System Diagnosis Estimated Repair Cost Engine Fair -Oil Leaks, 8 Injectors $11,500.00 Transmission Fair -Rebuild Soon $5,000.00 Differential Good Exhaust System Good Cooling System Fair -Water Pump $1,000.00 Brakes Fair -20% left $1,500.00 Tires Fair -25% left $1,000.00 Steering Fair -Ball Jts, radius bushings $1,200.00 Suspension Fair -Front Springs $1,000.00 HVAC Fair -Compressor, Condensor $2,000.00 Electrical Fair -Alternators $1,500.00 Body/Frame Fair -Corrosion $6,000.00 Interior Fair -Seats worn $2,000.00 Other Total Estimated Repair Cost $33,700.00 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 Villaue of Mount Prospect Vehicle/Equipment Evaluation Summary Report Unit 4 526 Assigned Dept. /Div. FIRE Year: 2009-Purch 2010 Make: Ford Model: Amb, E-450 Mileage: 94,632 Hours: 7,310 Ratings: Unit age: 8 Date of Evaluation: 5/7/18 Performed By: Breitzman Base Policy Age: 6 Mileage/Hrs: 94,632 Base Policy Mileage/Hrs: 60,000/6,000 Maintenance Cost: Repair and Maintenance Cost: $ 53,197 - Purchase Price: $ 131,000 Repair and Maintenance Percentage of Purchase Price: 41 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 33,700 - Current Book Value: $ 14,000 Repair Cost Percentage of Current Book Value: 241 % Total Ownership Cost Per Mile: (Lifetime Fuel + R&M + Purchase Price) $ 215,310 Less Salvage Value $ 14,000 Net Lifetime Costs $ 201,310 Divided by Mileage Hours 94,632 Operating Cost Per Mile/Hour $ 2.13 Points: 3 Points: 4 Points: 4 Points: 4 Total Points: 15 Comments and other considerations: This Engine has operated 7,310 hours during its lifetime, which equals 219,300 engine miles. Superintendent's recommendation: This ambulance has met its life expectancy and major 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. 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MQDO —z fTl GTI ✓ - - ---------- n T 0 > r- Z = Z I �i J Y I wnnnnnnni�lw � w FOSTER COACH SALES, INC~ 903 Prosperity Drive Street P.U.Box 7OO Sterling, Illinois 61081 Phone: 625-3276 300-4215 Fox: (S15)025-7222 Web site: www.fostercoach.com TO: MTPROSPECT FIRE DEPARTMENT 112EAST NORTHWEST HVVY MOUNT PROSPECT, |L0OO58 05/08/18 /TTN: T0DDNO\A\K REFERENCE: NEW AMBULANCE weare pleased msubmit the following quotation inaccordance with your request and subject mthe Terms and Conditions listed below and onthe reverse side QTY. DESCRIPTION EACH NET PRICE 2 2019 FREIGHTLINER M2 CHASSIS ON A CUSTOM HORTON $ 273,753.00 $ 547,506.00 CONVERSION PER CUSTOMER SPECIFICATIONS 2 STRYKER POWER LOAD SYSTEM $ 23,405.00 $ 46,810.00 2 STRYKER POWER LOAD EXTENDED 7YR WARRANTY $ 5,727.00 $ 11,454.00 $ Total | $ 805770.00 ACCEPTED BY: ESTIMATED DELIVERY: 0MONTHS DEPENDING [>NCHASSIS PROPOSED I� N II N LO N � 00 U) O U Q L U) N C O (Q O 0 U a L cc G a 00' LL> Fu f0 f0 -1E O O O O O ' ■ O 00 0 LO O r O LO I � � � 1 00 O ♦ N I , O U I U � � co � J � ♦ I ♦ I o♦ o� I O _1 O O O O O O O O O O O O O O O O O N O O O O O O O O O O O O O O O O O O M O LO O N O O O O O M N EA EA EA poo I� N II N LO N � 00 U) O U Q L U) N C O (Q O ii co 0 0 (6 0 >o (1)0 cy) o > d m Ef? cn U) O U Q L U) N c 0 (Q O 0 O 0 L N 0 U a L cc G a 00' LL> Fu f0 f0 -1E O O 00 O M LO Il- M O O 1 00 O ♦ N I I. II 1 � o �I v I � U I co I I i I I o. o� 0 _1 O O O O O O O O O O O O O O O O O N O O O O O O O O O O O O O O O O O O M O LO O N O O O O O M N EA EA EA poo ii co 0 0 (6 0 >o (1)0 cy) o > d m Ef? cn U) O U Q L U) N c 0 (Q O 0 O 0 L N Class Total Gal Per Total Cost Per Purchase Cost 11 Year Cost Expected Price Per MP E-450, Diesel 1.474 $10.92 Naperville Int. 4300 1.825 $8.69 New E-450, Gas 2.386 $12.46 7yrs/7,000 $205,000 $41,746 $459,206 New Medium Type 1 1.825 $8.69 11/11,000 $250,000 $31,417 $345,587 Total Type I savings .561 $3.18 $10,329 $113,619 New E-450, Gas 14,500 2,174 112" -100" - Type 3 lbs. lbs. 225/41 27.4' No/No 268.5" 21,000 5,286 110" -100" - New Medium Type 1 lbs. lbs. 320/136 25' Yes/Yes 296" Page 1 of 1 https://www.boarddocs.com/il/vompBoard.nsf/files/AYN3UA6E 113F/$file/525_Ambulanc... 6/8/2018 Page 1 of 1 https://www.boarddocs.com/il/vompBoard.nsf/files/AYN3UD6E 1223/$file/526_Ambulanc... 6/8/2018 Page 1 of 1 https://www.boarddocs.com/il/vompBoard.nsf/files/AYN3UP6E 1 C 10/$file/525_526_Amb... 6/8/2018 Page 1 of 1 https://www.boarddoc s. com/il/vompB oard.nsf/files/AYN3ZN6E3444/$file/New_Ambulan... 6/8/2018 Page 1 of 1 https://www.boarddocs.com/il/vompBoard.nsf/files/AYN3ZK6E329C/$file/New Ambulan... 6/8/2018