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Home My WebLink About5.10 Motion to accept Suburban Purchasing Cooperative joint bid results for one (1) new Ford F-450 4x2 concrete/basin Truck4/15/2020 BoardDocs® Pro Agenda Item Details Meeting Mar 17, 2020 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category 5. CONSENT AGENDA Subject 5.10 Motion to accept Suburban Purchasing Cooperative joint bid results for one (1) new Ford F-450 4x2 concrete/basin Truck in an amount not to exceed $78,192. Access Public Type Action (Consent) Preferred Date Mar 17, 2020 Absolute Date Mar 17, 2020 Fiscal Impact Yes Dollar Amount 78,192.00 Budgeted Yes Budget Source Vehicle Maintenance Replacement Fund Recommended Action Accept the Suburban Purchasing Cooperative (SPC) bid results and authorize the purchase of one (1) new 2020 Ford F-450, Pickup from Currie Motors, of Frankfort, Illinois at a cost not to exceed $78,192. Public Content Information In the current budget, there are funds available to replace concrete/basin truck 2735. This truck is a 2003 Ford F-350 chassis with flatbed body, crane and storage boxes. It is utilized by Public Works Department maintenance crews to carry catch basin and concrete repair materials. It has special compartments for sand, cement, lime, and water storage as well as compartments for repair and finishing tools. It also has a small crane that is used to handle the catch basin spacer rings, manhole frames, and covers. The special configuration of this vehicle helps Public Works maintain catch basins and concrete work in a safe and efficient manner. Replacement Policy This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy uses a point - based criterion that includes 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 fourteen (14) points indicating that it should be replaced. The vehicle condition evaluation form and summary report for this vehicle are attached. Additionally, the life cycle cost analysis for this vehicle is also enclosed. Recently, Mercury Associates, Inc., a nationally recognized fleet management consultant, performed optimal vehicle replacement cycle analyses for several of our fleet asset classes including one (1) ton pickup trucks. The result of their analysis indicated the optimal replacement cycle for our one (1) ton pickup trucks is at year 14. Mercury further recommended replacing these types of vehicles after ten (10) years due to increased complexity and improved fuel efficiency offered by newer models. https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 1/2 4/15/2020 BoardDocs® Pro Other Factors If the service life is extended, this vehicle will require $17,000 worth of repair work. These costs are delineated on the attached vehicle evaluation form. The current book value for this vehicle is $8,000. In addition, this vehicle has exceeded the revised (extended) life cycle by three (3) years. The Village is a member of the Northwest Municipal Conference (NWMC), which makes a one (1) ton, Ford F-450 available as a replacement vehicle through its Suburban Purchasing Cooperative (SPC) 2020 Joint Purchasing Pickup Contract #181. This contract is publicly bid and satisfies the requirements of the Village of Mount Prospect Purchasing Policy. Delivery of the new vehicle is expected within 210 days of the purchase order. Much of this lead time is needed to configure the F-450 chassis with specified basin/concrete maintenance equipment, flatbed, crane and compartments. The vehicle being replaced will be sold through the GovDeals.com internet auction. Alternatives 1. Accept the Suburban Purchasing Cooperative (SPC) bid results and authorize the purchase of one (1) new 2020 Ford F-450 pickup from Currie Motors, of Frankfort, Illinois ast a cost not to exceed $78,192. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accept the Suburban Purchasing Cooperative (SPC) bid results and authorize the purchase of one (1) new 2020 Ford F-450XL, 2 -wheel drive with upfitting from Currie Motors, of Frankfort, Illinois at a cost not to exceed $78,192.00. 2735 Life Cycle Cost Worksheet-C.pdf (13 KB) 2735 A -B Eval Forms-l.pdf (22 KB) Old 2735 Exh D.jpg (129 KB) Administrative Content Executive Content 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 Approve the List of Bills - February 26, 2020 - March 10, 2020 - $5,008,266.13 Motion by Michael Zadel, second by William Grossi. Motion Carries Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login 2/2 Unit # 2735 Year: 2003 Hours: N/A EXHIBIT A Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Assigned Dept. /Div. Public Works/Street Make: Ford Model: F-350 Date of Evaluation: 3/4/2020 Mileage: 39,367 Performed By: Breitzman/Schnittker System Diagnosis Estimated Repair Cost Engine -Diesel Poor-6.OL-Leaks/Turbo/EGR $8,000.00 Transmission Fair-Leaks/Rebuild $31500.00 Differential Good Exhaust System Good Cooling System Fair -Radiator Corrosion, WP $200.00 Brakes Good Tires Fair-Age/nearing life $11000.00 Steering Fair-Pump/Lines $800.00 Suspension Fair -Rear Springs $900.00 HVAC Good Electrical Good Body/Frame Good Interior Fair -Seat Worn $800.00 Other Total Estimated Repair Cost WEENNIN $171000.00 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. IPV141111T R Village of Mount Prospect Vehicle/Equipment Evaluation Summary Report Unit # 2735 Assigned Dept. /Div. Public Works/Street Year: 2003 Make: Ford Model: F-350 Mileage: 39,367 Date of Evaluation: 3/4/2020 Performed By: Jim Breitzman Ratings: Unit age: 17 Base Policy Age: 14 Points: 4 Mileage/Hrs: 39,367 Base Policy Mileage/Hrs: 50,000 Points: 2 Maintenance Cost: Repair and Maintenance Cost: $ 30,121 = Purchase Price: $ 39,880 Repair and Maintenance Percentage of Purchase Price: 76 % Points: 4 Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ 17,000 = Current Book Value: $ 81000 Repair Cost Percentage of Current Book Value: 213 % Points: 4 Total Ownership Cost Per Mile: (Lifetime Fuel + R&M +purchase Price) $ 81,547 Less Salvage Value $ 8,000 Net Lifetime Costs $ 73,547 Divided by Mileage/Hours 39,367 Operating Cost Per Mile/Hour $ 1.87 Total Points: 14 Comments and other considerations: This vehicle has a 6.OL Diesel enizine. which has proven to be unreliable and costiv to repair. Superintendent's recommendation: This vehicle has well exceeded its life expectancy and major repairs will be needed if service life is extended any longer based on age and 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. $90,000.00 $80,000.00 $70,000.00 $60,000.00 $50,000.00 0 v $40,000.00 $30,000.00 $20,000.00 $10, 000.00 $0.00 2003 EXHIBIT C Village of Mount Prospect March 2020 Vehicle/Equipment Life Cycle Cost Analysis Vehicle/Equipment Number - 2735 (2003 Ford F-350 Concrete/Basin Truck) Total Ownership Costs Life Cycle Costs —Ar.— Total R&M Total Fuel ■ =Market Value Year $81,547.00 $30,121.00 $11, 546.00 $8,000.00 2020 Total Ownership Cost - Salvage Value / Mileage = Cost Per Mile to Operate $817547.00 $8,000-00 39,367 $1.87 8/10/2020 New 2735 Chassis.jpg (302x167) https://go.boarddocs.com/il/vomp/Board.nsf/files/BMKJW74Fl C69/$file/New 2735 Chassis.jpg 1/1 8/10/2020 Old 2735 Exh D.jpg (480x640) https://go.boarddocs.com/il/vomp/Board.nsf/files/BMKJWB4Fl E40/$file/Old 2735 Exh D.jpg 1/1