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Home My WebLink About8.3 Motion to Accept Joint Purchasing Contract for one new 2019 John Deere 624L Wheel LoaderBoardDocs® Pro Agenda Item Details Meeting Category Subject Access Type Preferred Date Absolute Date Fiscal Impact Dollar Amount Budgeted Budget Source Recommended Action Public Content Information Page I of 2 P .W.3 Motion to accept Joint Purchasing Contract for the purchase of one (1) new 2019 John Deere ,i,24L Wheel Loader in an amount not to exceed $194,988.88. Public Action Feb 05, 2019 Feb 05, 2019 Yes 194,988.88 Yes Vehicle Replacement Fund Accept the Sourcewell Joint Bid Contract Award #032515-JDC for the purchase of one (1) new 2019 John Deere 624L Wheel Loader from West Side Tractor Sales, of Wauconda, Illinois at a cost not to exceed $194,988.88. In the current budget, there are sufficient funds available to replace unit 4519. 4519 is a 2003 John Deere TC54H Wheel Loader used by the Public Works Department to load and move materials. Specifically, it is used to load sand, wood chips, spoils, black dirt, stone, gravel, and salt. During the winter months, it is outfitted with a very large capacity SnoGo snow blower to aid with snow removal. This vehicle has been evaluated utilizing our comprehensive replacement policy. This policy uses point -based criterion that rates the following 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 replaced. This vehicle scored a total of eleven (11) points indicating it should be replaced. The vehicle condition evaluation form and summary report have been attached as Exhibits A and B respectively. Additionally, life cycle cost analyses are included in Exhibit C. Photographs of the vehicle are also attached. I -tARU1 a NT402M 19 6 ,a rem ro I • • • -! 5 Furthermore, this wheel loader no longer has the pushing power or lifting capacity it had when new. This loss of function is du to a worn hydraulic system and engine that have degraded over time. Presently, the unit is operating at approximately 70% o .)I capacity. To return performance to full capacity, the hydraulic system and engine require complete overhaul. https://www.boarddocs.com/il/vomp/Board.nsf/Public 2/6/2019 - Rebuild hydraulic pump, hoses, and cylinders Rebuild engine Repair/rebuild transmission 41, of Replace radiator, sandblast, and paint, etc. Total Estimated Costs to Repair: Furthermore, this wheel loader no longer has the pushing power or lifting capacity it had when new. This loss of function is du to a worn hydraulic system and engine that have degraded over time. Presently, the unit is operating at approximately 70% o .)I capacity. To return performance to full capacity, the hydraulic system and engine require complete overhaul. https://www.boarddocs.com/il/vomp/Board.nsf/Public 2/6/2019 BoardDocs® Pro Replacement Recommendation Page 2 of 2 The recommended replacement is a John Deere 624L with tool carrier arm and USEPA Tier 4 emissions compliant diesel engine. This diesel engine has better fuel economy and emits substantially cleaner exhaust. Additionally, the proposed replacement loader has 74 more horsepower and 10,000 lbs. more lifting capacity than the existing unit. There is no local or State of Illinois purchasing program available for this vehicle. However, Public Works is part of a national joint purchase cooperative, Sourcewell (formerly the National Joint Powers Alliance), through which the Village can procure this unit from West Side Tractor of Wauconda, Illinois. The Sourcewell Contract is publicly bid and satisfies the requirements of tht Village of Mount Prospect Purchasing Policy. West Side Tractor has provided a price quotation for a new, 2019 John Deere 624L wheel loader package at $194,988.88. Deliverables will include the wheel loader, spare tire and wheel, 4 -in -1 bucket, snow pusher attachment, quick -connect coupler, and extended (7 -year) manufacturer's warranty. A 4 -in -1 bucket can be operated like a clamshell to efficiently pick up logs or large debris during storm clean-up operations. A photograph of a wheel loader with a 4 -in -1 bucket is attached. The snow pusher attachment can be affixed the front of the wheel loader in lieu of a bucket or snow blower. The snow pusher attachment greatly improves the efficacy and utility of the wheel loader during snow removal operations. A photograph of a snow pusher is enclosed. The quick connect coupler is affixed to the front arms of the wheel loader and allows the operator to switch from a conventional bucket to a 4 -in -1 bucket, snow pusher, or other attachment from within the cab. No tools or external manipulation is necessary. The extended warranty is comprehensive except for consumable components such as tires or batteries. It is the opinion of staff that a warranty for this type of equipment is a prudent investment given the anticipated long service life (15 years) and increasing complexity of the emission and drivetrain systems. Alternatives: 1. Accept Sourcewell bid Contract Award results for the purchase of one 2019 John Deere Wheel Loader 624L at a cost not to exceed $194,988.88. 2. Action at the discretion of the Village Board Staff Recommendation Staff recommends the Village Board accept the Sourcewell Bid Contract Award #032515-JDC and authorize the purchase of ont (1) new 2019 John Deere 624L Wheel Loader, from West Side Tractor Sales Co., of Wauconda, Illinois at a cost not to exceed $$194f988.88. -i C 1-ife Cycle Cost Works[-ieet.pdf (25 KB) 4,51.9 Eval Forms, A -E.3, (96 KB) Copy of Attac[ -i D� 6241- C&ntract Bid SOLUrcewell 1.-221.9.pdf (208 KB) Ex[ --Old 451.9.Jpg (1.00 KB) ................. New Images 624[_...pdf (1,337 KB) Administrative Content Executive Content https://www.boarddocs.com/il/vomp/Board.nsf/Public 2/6/2019 Unit 4 4519 Year: 2003 Hours: 4,450 EXHIBIT A Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Assigned Dept. /Div. Public Works/Street Make: John Deere Model: TC54H Date of Evaluation: 1/25/19 Mileage: N/A Performed By: Breitzman System Diagnosis Estimated Repair Cost Engine Fair -Power Loss/Exh. Smokes Rebuild -$15,000.00 Transmission Fair -Oil Leaks $5,000.00 Differential Good Exhaust System Good Cooling System Fair -Radiator $2,000.00 Brakes Good Tires Fair -Rims Corrosion $2,500.00 Steering Good Suspension Good HVAC Good Electrical Good Body/Frame Fair-Sandblast/paint $6,000.00 Interior Good Other- Hydraulics Fair -Replace hydraulic hoses and steel lines -Pump rebuild $12,000.00 Total Estimated Repair Cost � = $42,500.00 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 Villaue of Mount Prospect Vehicle/Equipment Evaluation Summary Report Unit 4 4519 Assigned Dept. /Div. Public Works/Street Year: 2003 Make: John Deere Model: TC54H Mileage: N/A Date of Evaluation: 1/25/19 Performed By: Breitzman Ratings: Unit age: 16 Base Policy Age: 15 Mileage/Hrs: 4,450 Base Policy Mileage/Hrs: 5,000 Maintenance Cost: Repair and Maintenance Cost: $ 27,251 - Purchase Price: $ 121,900 Repair and Maintenance Percentage of Purchase Price: 22 % Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 42,500 - Current Book Value: $ 47,000 Repair Cost Percentage of Current Book Value: 90 % Total Ownership Cost Per Mile: (Lifetime Fuel + R&M + Purchase Price) $ 166,037 Less Salvage Value $ 47,000 Net Lifetime Costs $ 119,037 Divided by Mileage/Hours 4,450 Operating Cost Per Mile/Hour $ 26.75 Points: 3 Points: 1 Points: 3 Points: 4 Total Points: 11 Comments and other considerations: This eauipment has operated 4.450 hours duriniz its lifetime. which eauals 133.500 engine miles. Superintendent's recommendation: This equipment 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. $165,000.00 $150,000.00 $135,000.00 $120,000.00 $105,000.00 o $90,000.00 U $75,000.00 $60,000.00 $45,000.00 $30,000.00 $15,000.00 $0.00 EXHIBIT C Village of Mount Prospect January 2019 Vehicle/Equipment Life Cycle Cost Analysis Vehicle/Equipment Number - 4519 (2003 John Deere, TC54H Wheel Loader) ---9— Total Ownership Costs Life Cycle Costs —A-- Total R&M f Total Fuel - ■ - Market Value $166,037.00 $47,000.00 $27,251.00 $16,886.00 2003 2019 Year Total Ownership Cost - Salvage Value / Hours = Cost Per Hour to Operate $166,037.00 $47,000.00 4,450 $26.75 aJOHN DEERE JIM BREITZMAN VILLAGE OF MT PROSPECT ATTN: ACCOUNTS PAYABLE MT PROSPECT, IL 8478705640 All the prices in the detailed sections are Per machine basis. Machine Configuration January 29, 2019 Code Description Qty Unit Price 7590DW 624L WHEEL LOADER 1 222,482.00 924 JD POWERTECH ENGINE 1 23,451.00 1010 STANDARD WHEEL LOADER 1 IN BASE 1120 W/O AXLE DISC WlLUP 1 IN BASE 1215 130 AMP ALTERNATOR 1 327.00 1330 CHROME CURVED STACK 1 402.00 1430 AIR INTAKE W PRECLEANER 1 667.00 1520 AUTOMATIC REVERSING HYD FAN 1 1,650.00 1610 FUEL TANK W STD FILTER 1 IN BASE 170C JDLINK ULT 5 YEAR SERVICE 1 IN BASE 1910 PREMIUM CAB 1 (512.00) 1940 7 INCH DISPLAY MONITOR 1 IN BASE 1970 HYDRAU HYDRAULIC FLUID 1 IN BASE 2060 TOOL CARRIER LINKAGE 1 7,115.00 2120 STEERING WHEEL ONLY 1 IN BASE 2240 PREMIUM SEAT 1 1,295.00 2360 JOYSTICK CONTROLS 1 IN BASE 2403 THREE FUNCTION HYDRAULICS 1 2,231.00 2510 RIDE CONTROL 1 4,015.00 2605 ENGLISH DECALS & MANUALS 1 IN BASE 2730 30 AMP CONVERTER 1 265.00 2890 NO PAYLOAD SCALE 1 IN BASE 3049 AXLE,W/ HYD FRONT & REAR 1 2,453.00 3120 MANUAL DIFFERENTIAL LOCK 1 IN BASE 4421 20.5R25 L3 1 STAR MI-3PC RADI 1 19,030.00 5540 FULL WIDTH FRONT FENDERS 1 320.00 5610 LEFT SIDE STEPS ONLY 1 IN BASE 5840 NO FORK FRAME 1 IN BASE 5940 NO TINES 1 IN BASE 7140 PREMIUM LED LIGHT PACKAGE 1 1,449.00 8220 REAR HITCH & COUNTERWEIGHT 1 IN BASE 8240 REAR CAMERA ONLY 1 1,085.00 8275 STROBE BEACON - LED 1 275.00 8350 EXTERIOR MIRRORS-HEAT&POWER 1 712.00 8370 RADIO - PREMIUM 1 850.00 8450 AC CHARGE 1 IN BASE 8563 FIELD CPLR READY -PLUMB ONLY 1 1,452.00 8890 NO BUCKET EDGE OR TEETH 1 IN BASE 8960 NO BUCKET 1 IN BASE 9015 ENGINE BLOCK HEATER 1 243.00 9043 ENVIRONTMENTAL DRAIN & PORTS 1 410.00 9055 THROTTLE LOCK 1 215.00 9210 ELECT CORR PRVTN PKG 1 1,425.00 9240 ENGINE COMPARTMENT LIGHT 1 180.00 9410 GUARDS -TRANSMISSION & BOTTOM 1 1,937.00 9525 SMV EMBLEM 1 157.00 Custom Jobs S List Price $ 295,581.00 $ 240 388.88 Discount 37% $ 109,364.97 Wauconda, IL 60084 S Net Price $ 186,216.03 Custom Jobs Code Description Qty Price Dlr provide Pre -Delivery Inspection, Supplies and Fuel Fill 1 1,500.00 Dealer Provided Delivery 1 600.00 Ext Warranty 84 Month 4,000 hour Full Machine Warranty 1 7,248.00 Parts LED 4 Comer Markers 1 497.00 Parts Service and Test CD 1 841.00 Parts/TR Spare tire on rim 1 4,933.00 JRB JRB 416 Coupler 1 4,474.44 JRB JRB 3.0 YD MP Bucket (4-N-1) 1 14,885.00 Arctic Arctic HD 11.5 w/ JRB Mount 1 9,861.00 Seervice Installation of all attachments 1 4,739.41 JRB Construction Forks 1 4,594.00 Total Price $ 54,172.85 Quote Summa(per unit Item Description Prices Machine Net Price S 186,216.03 Custom Jobs S 54,172.85 Price per Machine $ 240 388.88 Destination Freight Charge Wauconda, IL 60084 S 1,600.00 Total Net Price Quantity (1) $ 241,988.88 Warrantv Terms 624L includes 12 Months STANDARD Warranty - Unlimited Hours • Extended GOVT DISCOUNT INCLUDED Warranty Machine Only Remarks Please note that this quote is valid for 30 days. Purchase cards are accepted -- a 3% transaction fee will be calculated into the PO total for the credit card invoice payment. Chris Mazzoni - Sales Representative West Side Tractor Sales - (847) 526-7700 • Fax (847) 526-3565 - Cmazzoni@westsidetractorsales.com Page 1 of 1 MAI/Illmil / '�✓'f bf Jai a it r i /0f// �l oei�olt https://www.boarddocs.comlil/vomp/Board.nsf/filesIB8WT2F6D692B/$file/Exh%20D-Old%204519.jpg 2/6/2019 4y;; Or https://www.boarddocs.comlil/vomp/Board.nsf/filesIB8WT2F6D692B/$file/Exh%20D-Old%204519.jpg 2/6/2019