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HomeMy WebLinkAbout5.4 Motion to accept Suburban Purchasing Cooperative bid results for the purchase of one (1) new 2022 Ford F-250 4x4 Pickup Truck for an amount not to exceed $35,529.t�.f)AAI1C 1�d'+rn�iect Subject Motion to accept Suburban Purchasing Cooperative bid results for the purchase of one (1) new 2022 Ford F-250 4x4 Pickup Truck for a amount • toexceed 9 Meeting Fiscal Impact Dollar Amount Budget Source Category Type Information May 18, 2021 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - true $35,529 Vehicle Replacement Fund CONSENT AGENDA Consent In the current budget there are funds available to replace pickup 4503. This truck is a 2008 Ford F-250 4x4 Super Duty 3/4 -ton pickup. This vehicle has four (4) wheel drive with a snowplow. The vehicle is used by the Public Works Department for transportation, hauling supplies/tools, snowplowing and towing trailers/equipment throughout the Village of Mount Prospect. -• F-101711-11111• This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy uses point -based criteria that rates each vehicle on four (4) major factors including 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. 1 If the service life is extended, this vehicle will require the expenditure of $15,600. These costs are delineated on the attached vehicle evaluation form. The current book value of this vehicle is $6,000. The Village is a member of the Northwest Municipal Conference (NWMC) which makes a 3/4 -ton, 4 wheel drive, Ford F-250 available as a replacement vehicle through its Suburban Purchasing Cooperative (SPC) 2021 joint purchasing pickup contract #178. This contract is publicly bid and satisfies the requirements of the Village of Mount Prospect Purchasing Policy. Delivery of the new vehicle is expected to be within (8) months of the purchase order. The new vehicle will be inspected by the dealer in Frankfort, Illinois before being delivered to our location for acceptance. The vehicle being replaced will be sold through GovDeals.com Internet auction. Alternatives 1. Accept SPC bid results for purchase of one (1) new 2022 Ford F-250 Pickup Truck. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends that the Village Board accept the Suburban Purchasing Cooperative bid results for the purchase of one (1) new 2022 Ford F-250 Pickup Truck in an amount not to exceed $35,529. ATTACHMENTS: IMG_0924.JPG 4503Vehicle_Equipment Condition Evaluation Form.pdf Vehicle Replacement Policy Updated 6-30-16.pdf 2019 Ford F-250 #178 Award.Currie.07.18.18.pdf 2 Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Unit# 4503 AssignedDept./Div. Forestry/Grounds Year: 2008 Make: Ford Model: F-250 Mileage: 66,475 Hours: N/A Date of Evaluation: 03-16-2021 Performed By: DeLuca/Friberg System Diagnosis Estimated Repair Cost Engine Fair/Injectors leaking $2,000 Transmission Good Differential Good Exhaust System Poor/Emissions DOC/DPF $1,800 Cooling System Fair/Radiator/hoses $800 Brakes Fair/ Rusty $1,500 Tires Fair/ Dry Rotted $1,200 Steering Good Suspension Fair/ Springs &Mounts Rusted $800 HVAC Good Electrical Good Body/Frame Poor/ Rusted Structural damage/ Needs new bed $3,QQQ Interior Fair Other- describe Plow &Frame rusted/ Wiring Corroded $4,500 Total Estimated Repair Cost $15,600 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. Appendix - A Unit # 4503 Appendix - B Village of Mount Prospect Vehicle/Equipment Evaluation Summary Report Assigned Dept./Div. Forestry/Grounds Year: 2008 Make: Ford Model: F-250 Date of Evaluation: 03-16-2021 Ratings: Unit age: 13 Mileage/Hrs: 66,475 Maintenance Cost: Mileage: 66,475 Performed By: DeLuca/Friberg Base Policy Age: 12 Points: 3 Base Policy Mileage/Hrs: 50,000/5,000 points: 3 Repair and Maintenance Cost: $ 36,792 - Purchase Price: $ 28,500 Repair and Maintenance Percentage of Purchase Price: 129 % Points: 4 Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $15,600 - Current Book Value: $ 5,500 Repair Cost Percentage of Current Book Value: 283 % Total Ownership Cost Per Mile: (Lifetime Fuel + R&M + Purchase Price) $ 90,360 Less Salvage Value $ 3500 Net Lifetime Costs $ 86,860 Divided by Mileage/Hours 66,475 miles Operating Cost Per Mile/Hour $ 1.31 P/Mlle Comments and other considerations: Superintendent's recommendation: Points: 4 Total Points: 14 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. 5 ATTACHMENT C VILLAGE OF MOUNT PROSPECT DEPARTMENT OF PUBLIC WORKS VEHICLE MAINTENANCE DIVISION VEHICLE/EQUIPMENT REPLACEMENT POLICY August 1, 2012 Rev 2/7/13jb, Rev 6/30/16jb ATTACHMENT C TABLE OF CONTENTS Page SECTION 1: GENERAL POLICY...................................................................................................1 SECTION 2: EQUIPMENT REPLACEMENT EVALUATION AND CRITERIA....................................1 - 2 SECTION 3: EQUIPMENT REPLACEMENT PARAMETERS.........................................................3 SECTION 4: EQUIPMENT REPLACEMENT BASE CRITERIA..................................................4 - 5 SECTION 5: MINIMUM USE POLICY....................................................................................5 SECTION 6: REPLACEMENT VEHICLE PURCHASING GUIDELINES.......................................................6 SECTION 7: GREEN VEHICLES...........................................................................................6-7 SECTION 8: VEHICLE REASSIGNMENT OR DISPOSITION..........................................................7 APPENDIX: APPENDIX - A ...... Vehicle/Equipment Evaluation Form APPENDIX — B ...... Vehicle/Equipment Evaluation Summary Report APPENDIX — C ...... Sample Vehicle/Equipment Life Cycle Cost Analysis Graph ATTACHMENT C Village of Mount Prospect Vehicle/Equipment Replacement Policy Section 1: General Policy It is the policy of the Village of Mount Prospect to provide staff with the tools needed to perform their jobs in a professional competent and safe manner. Among the tools helping them accomplish their tasks are motor vehicles and motorized equipment. In addition, these items represent a substantial financial investment to the Village and need to be handled in the most economic manner in their purchasing, operation, and in maximizing their disposal value. Each vehicle and/or piece of equipment has a number of "lives". It has a service life, which is the amount of time a vehicle is capable of rendering efficient/safe service. It has a technological life, which represents the relative productivity decline of the unit as compared to newer models. Most importantly, it has an economic life, which is the length of time the average total vehicle's ownership cost is at a minimum. The following unit expenses and costs should be considered in determining fleet replacement recommendations: 1. Fuel costs 2. Operation costs 3. Maintenance costs to include parts availability 4. Downtime 5. Technological obsolescence 6. Condition 7. Safety The Vehicle Maintenance Division recognizes that the realities of the budget process including monetary restrictions and administrative policies will limit the replacements that can be made each year. Therefore, priorities must be set to determine which vehicles to replace with available funds. The purpose of this policy is to set forth an outline for user departments, in cooperation with the Vehicle Maintenance Division, to establish these priorities for recommendation to the Village Manager and elected officials. This policy is intended to be a dynamic document which will be reviewed and amended as needed in order to continue to provide employees with the proper vehicles/equipment to perform their tasks in the most cost effective manner. Section 2: Equipment Replacement Evaluation and Criteria Vehicles and/or equipment will be evaluated by four (4) criteria: Age, mileage, operation & maintenance (O&M) cost, and condition of the body and mechanical components. A baseline is set for each criterion and points are assigned depending on how the vehicle/equipment data compares to the base standard. The ratings are low, base (equal to the standard), high, and extreme. Points are assigned as follows: 1 -low, 2 -base, 3 -high, and 4 -extreme. Page 1 of 7 ATTACHMENT C Any 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. The priority ranking will be developed for the entire fleet by class of vehicle, regardless of departmental assignment. Priority ranking is intended to serve as a guide and should no way be interpreted as a substitute for the fleet maintenance division evaluation and recommendations. For example, the mechanic may know about a transmission slipping in a vehicle or feels that a vehicle has been driven too hard to make it to the base criteria. Another example might be a piece of equipment developing a high operating cost or fuel use per mile. The evaluation criteria may show a low total score, however it might be necessary to look at this unit for replacement as soon as possible. These things may not show in a point -based criterion, but can't be ignored completely. In addition, some vehicles might be stepped down in "class" and such change might affect their base. An example would be a patrol car with one base, reassigned as a "reserve car" with a different base. Also, there may be special cases such as very low use vehicles where an evaluation may indicate that replacement be delayed despite a high point total. Finally, there may be cases where new technology or features on new equipment may increase productivity or provide other benefits to the Village that might make replacement ahead of schedule a viable option. The following is a brief explanation of the rating criteria: Age: Based on experience and industry standards in each class of equipment as recommended by the American Public Works Association (APWA), national averages, other municipalities, etc., which is intended to identify the lowest operational cost and highest resale value point. Mileage: Based on experience and industry standards in each class of equipment as recommended by the APWA, national averages: other municipalities, etc., which is intended to identify the lowest operational cost and highest resale value point. Maintenance Cost: The base cost will be a total of maintenance and repair costs as a percentage of the original purchase price. Accident and warranty repairs are not to be included in this total. Condition: A physical evaluation made for each vehicle that meets or exceeds the base standards for age, mileage and maintenance costs. The criteria would be an assignment of the total maintenance and repair costs as a percentage of the current book value of each vehicle. Vehicle history, such as accidents would be also considered at this point. Comments and Other Considerations: This is where the Vehicle Maintenance Superintendent can comment on vehicle history costs, technological changes, safety items, etc. that should be considered in an evaluation. Page 2 of 7 ATTACHMENT C Section 3: Eauibment Reulacement Parameters Age Condition Points Below base replacement age 1 Equal to base replacement age 2 1 -2 years over base replacement age 3 3 or more years over base 4 Mileage/Hours Condition Points Below base replacement mileage 1 Base + < 10,000 miles (800 hours) 2 Base + 10,000-20,000 miles (800-1,600 hours) 3 Base + 20 000 + miles (+1,600 hours) 4 Lifetime Maintenance Cost Condition Points < 5% of the purchase cost 1 5% to 15% of purchase cost 2 16% to 25% of purchase cost 3 >25% of purchase cost 4 Condition Evaluation (See Evaluation Form) Condition Points Repair cost < 5% of the current book value 1 Repair cost 5% to 15% of current book value 2 Repair cost 16% to 25% of current book value 3 Repair cost >25% of current book value 4 (Note* See Section 6 - Guide for Early Replacement) Page 3 of 7 0 ATTACHMENT C Section 4: Equipment Replacement Base Criteria (2013 -added 2 yrs to age except*) Item **8 Cars — Normal Use Cars — Police Patrol Cars — Police CSO Cars — Police Assigned Pickups/Vans Age (Years) 10 Medium Truck (10,000 to 19,500 GVW) Heavy Truck (>19,500 GVW) Aerials Off Road Equipment Backhoes & Loaders Street Sweepers Leaf Machines Trailers Other Equipment 7 12 14 17 Mileage/Hours 85,000 70,000/7,000 hrs 70,000/7,000 hrs 70,000/7,000 hrs 50,000/5,000 hrs 50,000/5,000 hrs 50,000/6,000 hrs *15 50,000/9,000 hrs 12-17 (depending on equipment) 5,000 hrs *15 5,000 hrs 12 50,000/5,000 hrs 17 2,500 hrs 17-22 N/A 8-22 (depending on usage/condition) N/A Ambulance (Type 1) **8 75,000/8,000 hrs Ambulance (Type 3) **6 60,000/6,000 hrs Fire Equipment (<15k GVW) 12 *TBD Fire Equipment (> 15k GVW) **15 *TBD Trackless Snow Machines *15 2,500 hrs (**TBD — To be determined by condition and general FD practice Additional Criteria for Heavy Vehicles / Equipment: Heavy vehicles and equipment are selected and examined further individually. Selection considerations include: a) User requests/complaints b) Vehicle Maintenance Superintendent's recommendation c) Data identifying over -age and/or high costs d) Salvage value and expected future changes in salvage value e) Price of replacement equipment (including in-service costs) f) Depreciation rates g) Expected differences in long-term maintenance costs h) Inflation rate of new equipment prices i) Overhaul cost to retain old equipment in service j) Expected extension in equipment life, from overhaul k) Expected life of replacement equipment 1) Expected difference in "downtime" costs (if applicable) Replacement of Fixed Add On Equipment -10 Years (Light Bars, Two Way Radios, Sirens, Specialty Equipment, Tool Boxes and other add on equipment with remaining useful life shall be reconditioned and reassigned) Page 4 of 7 ATTACHMENT C Section 5: Minimum Use Policy The purpose of this policy is to ensure that the Village's fleet is right -sized with the proper amount and selection of vehicles/equipment to allow employees to accomplish tasks in the most productive and cost effective manner. Vehicle Maintenance will review usage on an annual basis and make recommendations based on reported fleet data. The goal is to identify vehicles that have accumulated less than the minimum mileage for the designated reporting period. Low usage may be an indication that the vehicle is no longer needed in the fleet. Th( tollowma Clow chart depicts the process for determmma under -utilization. ••LOW -USE„ FLEET IIIIIIIIIIIIIIIIIIIIIIIIIIIIII���i�; VEHICLES INVENTORY 151 Filter <50% of Mean Annual Usage (the "Cut -Off" 2"tl Filter Point) by Vehicle Utilization Questionnaire Data VEHICLES TO BE VEHICLES FOR REASSIGNED OR ASSESSMENT REMOVED g`° Filter Discussions with Vehicle Users on Specific Vehicles © Mercury Associates The process begins by separating vehicles and equipment into classifications such as full-size car, compact car, heavy-duty truck, and so on. By looking at the average pattern of usage by vehicle class, a more accurate comparison can be made. Next, the average annual mileage or hours of each vehicle class from the total Village fleet is calculated. Then, the annual average figure is divided by half. That 50% figure then becomes the usage standard for each class. Every vehicle that accumulated less than the calculated utilization standard (50th percentile) is a candidate for more in-depth analysis. In addition, the last year's actual total mileage is compared against the 50th percentile to identify vehicles that may have recently become under-utilized for reasons such as workforce reduction. Vehicle Maintenance may establish other suitable minimum use standards or criteria with specific departments/divisions as appropriate, and will review or amend these criteria based on specific circumstances such as a specialized piece of equipment that gets limited use. Page 5 of 7 ATTACHMENT C Exemptions The following vehicles may be exempt from minimum use criteria: 1) Vehicles with a manufacturer's Gross Vehicle Weight Rating (GVWR) > than 8,600 pounds; 2) Law enforcement vehicles. Section 6: Replacement Vehicle Purchasing Guidelines The Vehicle Maintenance Division is responsible for acquiring all Village vehicles with the approval of the Village Manager and Trustee's. Vehicles are normally purchased through joint - purchasing Contracts whenever possible, as vehicles can typically be acquired at lower prices than through a local bid process. Before an order is placed, Vehicle Maintenance and the user department will jointly review department requirements and vehicle specifications. It is fleet management's goal to select the proper vehicle for the customer. Suitability and appropriateness for the job intended, balanced by initial cost, depreciation/resale value and maintenance repair factors are the primary responsibilities for the fleet operating review. Compatibility/standardization with the rest of the fleet, fuel economy, safety/repair records and serviceability are also important considerations. Guide for Early Replacement The consideration for early replacement of a vehicle often arises when major expenditures are necessary to restore it to safe operating conditions (repair due to accidents, major mechanical repairs, etc.). The economic effect of such repairs cannot be avoided because the cost to the Village is normally about the same whether the vehicle is salvaged in un -repaired condition or restored to safe operating condition. Major repairs should be made, with two exceptions: 1) Major expenditures for a repair should not be made when the cost of the repair plus the vehicle salvage in un -repaired condition exceeds its market value in repaired condition. 2) Major deferrable expenditures should not be made when a vehicle is in the final six months of its retention cycle. During this period, the penalty for early replacement is low; therefore, the vehicle should be replaced rather than repaired. Section 7: Green Vehicles The Village shall make every effort to obtain the "greenest" vehicles possible, with cost effectiveness being given consideration, as measured by available emissions certification standards and those published by the manufacturers. The Village shall purchase or lease passenger vehicle or light duty truck models that are rated as low emission vehicle (LEV) or better where service levels will not be negatively affected. Page 6 of 7 ATTACHMENT C The Village shall purchase or lease only heavy duty vehicles or equipment whose engines are EPA certified as low -emission, when available for the given application, and where service levels will not be negatively affected. Alternate fuel vehicles will be procured only when there is fueling infrastructure available to the Village to support the operation of these vehicles. Vehicle size will be considered when purchasing replacement vehicles. Whenever possible, the Village will purchase a smaller class to achieve lower emissions and improved gas mileage. When purchasing a smaller vehicle class, a negative impact on service levels will be considered. Section 8: Vehicle Reassignment or Disposition The Vehicle Maintenance Division is responsible for disposition of Village vehicles and equipment. Once the replacement cycle is complete, the replaced vehicle is evaluated for the loaner pool, reassigned to another department/division, or declared surplus and sold at auction or through another disposal method. Vehicle Maintenance will work with individual departments to determine reassignment opportunities based upon individual departmental needs and availability of vehicles. Page 7 of 7 ATTACHMENT C Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Unit # Assigned Dept./Div. Year: Make: Model: Mileage: Hours: Date of Evaluation: Performed By: System Diagnosis Estimated Repair Cost Poor Major repairs are required as soon as possible to ensure unit safety and reliability. Engine Transmission Differential Exhaust System Cooling System Brakes Tires Steering Suspension HVAC Electrical Body/Frame Interior Other- describe Total Estimated Repair Cost Diagnosis Code Code Description Good Systems are functioning well and no major repairs are expected. Appendix - A 1 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. ATTACHMENT C Appendix - B Village of Mount Prospect Vehicle/Equipment Evaluation Summary Report Unit # Year: Make: Date of Evaluation: Ratings: Assigned Dept./Div. Model: Performed By: Mileage: Unit age: Base Policy Age: Points: Mileage/Hrs: Base Policy Mileage/Hrs: Points: Maintenance Cost: Repair and Maintenance Cost: $ - Purchase Price: $ Repair and Maintenance Percentage of Purchase Price: % Points: Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $ - Current Book Value: $ Repair Cost Percentage of Current Book Value: % Points: Total Ownership Cost Per Mile: (Lifetime Fuel + R&M + Purchase Price) $ Less Salvage Value $ Net Lifetime Costs $ Divided by Mileage/Hours Operating Cost Per Mile/Hour $ Comments and other considerations: Superintendent's recommendation: Total Points: 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. ti T W+A kl' ► Twp it r � 0 w69 Wo cl to 8 8 8 8 8 8 99 SPC COOPERATIVE July 18, 2018 Mr. Thomas Sullivan Currie Motors 10125 W. Laraway Road Frankfort, IL 60423 Dear Mr. Sullivan, A,Joint Purchasing Program For Local Go vernment Agencies This letter is to inform you that the Suburban Purchasing Cooperative's Governing Board has approved the award of SPC Contract #178 for the 2019 Ford F-250 XL 4x2 Super Duty Pick Up Plus Option Packages and Other Options to Currie Motors based on your response being the lowest responsible, responsive bid and in compliance with all bid specification requirements. With acceptance of this contract, Currie Motors agrees to all terms and conditions set forth in the specifications contained within the Request for Proposals to which you responded. Currie Motors. Frankfort will handle all billinii. Each vehicle purchased will be assessed a 5120.00 administrative fee per vehicle which shall be paid directly by the vendor to the SPC on a quarterly basis. The SPC looks forward to another productive year working with Currie Motors. Please sign and date this agreement below, retaining copies for your files and returning the original to my attention. The duration of the contract is July 18, 2018 through July 17, 2019. The SPC reserves the right to extend this contract for up to (3) three additional one-year terms upon mutual agreement of the both the vendor and the SPC on a negotiated basis. Sincerely, Ellen Dayan, CPPB Purchasing Director Northwest Municipal Conference 07.18.18 Name: Ellen Dayan Date Northwest Municipal Conference DuPage Mayors & Managers Conference 1220 Oak Brook Road Oak Brook, IL 60523 Suzette Quintell Phone: (630) 571-0480 Fax: (630) 571-0484 Northwest Municipal Conference 1600 East Golf Rd., Suite 0700 Des Plaines, IL 60016 Ellen Dayan, CPPB Phone: (847) 296-9200 Fax: (847) 296-9207 Name: Currie Motors South Suburban Mayors And Managers Association 1904 West 174`x' Street East Hazel Crest, IL 60429 Ed Paesel Phone: (708) 206-1155 Fax: (708) 206-1133 Date Will County Governmental League 3180 Theodore Street, Suite 101 Joliet, IL 60435 Cherie Belom Phone: (815) 729-3535 Fax: (815) 729-3536 19