HomeMy WebLinkAbout03/06/2018 Bid Results National Joint Powers Alliance Contract for purchase of one John Deere backhoe
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Agenda Item Details
MeetingMar 06, 2018 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category8. VILLAGE MANAGER'S REPORT
Subject8.1 Motion to accept National Joint Powers Alliance Joint Purchasing Contract for the
purchase of one (1) new John Deere 410L backhoe/loader in an amount not to exceed
$138,640.15.
AccessPublic
TypeAction
Preferred DateMar 06, 2018
Absolute DateMar 06, 2018
Fiscal ImpactYes
Dollar Amount136,640.00
BudgetedYes
Budget SourceVehicle Replacement Fund
Recommended ActionAccept the National Joint Powers Alliance (NJPA) joint purchasing Contract Award #032515-
JDC and authorize the purchase of one (1) new 2018 John Deere Backhoe/Loader 410L,
from West Side Tractor Sales Co., of Wauconda, Illinois at a cost not to exceed
$138,640.15.
Public Content
Background
In the current budget, funds are available to replace unit 2739. This vehicle is a 2002 John Deere 410G
Backhoe/Loader used by the Public Works Department to excavate water mains, sewer lines, minor street repairs, and
grounds work. It is also used to load sand, black dirt, stone, gravel, and salt. During the winter months, it is used to
help with snow removal operations.
This vehicle has been evaluated utilizing our detailed comprehensive replacement protocol. This process evaluates
each replacement candidate on 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 the
vehicle should be replaced.
2729 scored a total of twelve (12) points; a high rating indicating replacement is warranted. The vehicle condition
evaluation form and summary report have been attached as Exhibits A and B respectively.
Additionally, a life cycle cost analysis summarizing total ownership costs is attached as Exhibit C.
Furthermore, Mercury Associates, Inc. of Rockville, Maryland (Mercury), a fleet management consultant with expertise
in municipal and public utility operations, performed a study to determine the optimal replacement cycle for several of
our fleet asset classes. Backhoe/loader combination vehicles were included in this analysis. The result of the Mercury
examination indicated the optimal replacement cycle for our backhoe/loaders is at year eleven (11). Mercury further
recommended replacing these pieces of equipment after only ten (10) years to avoid downtime and maintenance
costs associated with vehicle complexity and realize greater savings for increased fuel efficiency. A copy of Mercury’s
findings on this matter is enclosed as Attachment D.
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Presently, 2739 has entered its 16 year of service. If the service life is extended, repairs totaling $18,000 should be
performed:
?Rebuild hydraulic system pump, hoses and cylinders. The work is estimated to cost $12,000.
?Repair several transmission leaks. Repair work is estimated to cost $3,000.
?Other repairs totaling $3,000.
Staff recommends replacing the existing 2739 (John Deere Model 410G) with John Deere Model 410L. This unit which
has a fuel efficient and USEPA Tier 4 emissions standard compliant diesel engine. It has 1,500 lbs. more lifting
capacity and 220 lbs. more backhoe bucket force compared to our existing unit when new. Additionally, this
backhoe/loader has four-wheel drive to perform better off road and in the snow. Photographs depicting the existing
John Deere 410G and the recommended replacement John Deere 410L are enclosed as Attachments E and F.
Joint Purchasing Contract
There are no local or state-wide joint purchasing program for this vehicle. However, the Village of Mount Prospect is
part of a national joint purchasing cooperative, the National Joint Powers Alliance (NJPA), through which the
recommended replacement unit can be purchased. Procurement of vehicles and equipment through the NJPA satisfies
Village purchasing and public bidding requirements. The authorized local NJPA vendor is West Side Tractor. A copy of
West Side Tractor’s price quotation is enclosed as Attachment G.
Alternatives
1. Accept National Joint Power Alliance joint purchasing contract for the purchase of one (1) new John Deere 410 L
backkhoe/loader.
2. Action at discretion of Village Board.
Recommendation
Staff recommends that the Village Board accept the NJPA bid Contract Award #032515-JDC and authorize the
purchase of one (1) new 2018 John Deere Backhoe/Loader 410L, from West Side Tractor Sales Co., of Wauconda,
Illinois at a cost not to exceed $138,640.15. This award includes a trade-in credit of $20,000 for our existing 410G.
Attachment A and B _ 2739 Eval Forms, A-B, 2-12-18.pdf (15 KB)
Attachment C _ 2739 Life Cycle Cost Worksheet-C.pdf (13 KB)
Attachment D _ Mercury Associates, Inc. FINAL Report on Mt. Prospect Optimal Replacement Cycles.pdf (260
KB)
Attachment F _ New 410L-2739.png (93 KB)Attachment G _ NJPA 410L , 02-07-18.pdf (203 KB)
Attachment E _ Old 2739.jpg (153 KB)
Administrative Content
Executive Content
Motion & Voting
Accept the National Joint Powers Alliance (NJPA) joint purchasing Contract Award #032515-JDC and authorize the
purchase of one (1) new 2018 John Deere Backhoe/Loader 410L, from West Side Tractor Sales Co., of Wauconda,
Illinois at a cost not to exceed $138,640.15.
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Motion by Paul Hoefert, 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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