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Home My WebLink About9.1 Motion to approve waiving the competitive bidding requirements and purchase a Freightliner M2 Ambulance with Power Cot and Power Load at a total not to exceed $504,283.Subject Meeting Fiscal Impact (Y/N) Dollar Amount Budget Source Category Type Information Item Cover Page Motion to approve waiving the competitive bidding requirements and purchase a Freightliner M2 Ambulance with Power Cot and Power Load at a total not to exceed $504,,283. December 2, 2025 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD IN Vehicle Replacement Fund VILLAGE MANAGER'S REPORT Action Item The Fire Department is requesting Village Board approval to proceed with the replacement of Ambulance 524, a 2018 Freightliner M2. This replacement follows the department's standard replacement schedule reflecting a 10 to 12-year life cycle for front-line ambulances. Current production time for new ambulances is approximately two and a half to three years. Approval is being requested now to ensure the new unit will arrive in 2028, aligning with the anticipated replacement schedule for Ambulance 524. The proposed replacement is a Type I medium -duty Freightliner M2 chassis, which has proven to be a durable and efficient platform for the department. This model features heavy-duty air brakes, increased payload capacity, a higher alternator output, and an engine layout that reduces labor hours for maintenance and repairs. These advantages contribute to greater reliability, less downtime, and a lower cost per hour to operate. The new ambulance will also include a power -lift assist stretcher system designed to minimize lifting -related injuries to personnel. As part of this purchase, the Fire Department is also requesting approval to purchase a new Power -LOAD system and Power -PRO cot, both with full manufacturer warranties. The cost of these components is consistent with current -year pricing, and staff believes it is financially prudent to include them in this order. It is anticipated that the prices of these systems will increase substantially over the next three years and including these items now allows the Village to lock in favorable pricing and ensures compatibility between the cot system and the new ambulance upon delivery. This style of ambulance has been highly effective for both operational and maintenance purposes as Public Works is very familiar with the Freightliner platform. Once received, this new ambulance will bring the department's total to six Freightliner M2 units, consisting of four frontline units and two reserve units. When the new ambulance arrives, Ambulance 524 will transition into reserve status, and staff will evaluate if the current reserve Freightliner M2 can become a second reserve unit. Maintaining a second reserve ambulance provides additional resiliency given the extended lead times for new vehicle production and ensures operational continuity in the event of prolonged maintenance or unforeseen vehicle issues. Public Works has evaluated Ambulance 524 using a point -based criterion that rates the following four major factors: age, mileage, repair and maintenance (R&M) costs, and condition of the body/mechanical components. A point total equaling or exceeding eleven out of sixteen indicates that the vehicle should be replaced. Public Works anticipates 524 will be in fair condition and replacement will be warranted by 2028. Their preliminary evaluation is attached for review. Both the Fire Department and Public Works have found the Freightliner M2 style of ambulance to be reliable, cost-effective, and easily serviceable. The Fire Department recommends proceeding with the purchase of a new Freightliner M2 Type I ambulance to replace Ambulance 524, with delivery expected in 2028. This purchase, including the Power -LOAD and Power -PRO cot systems, ensures continued reliability of our emergency medical services, maintains fleet consistency, and takes advantage of current favorable pricing before anticipated cost increases in the coming years. As a member of the Northwest Municipal Conference (NWMC), the Village is eligible to participate in the Suburban Purchasing Cooperative (SPC) 2025 Joint Purchasing Contract #214 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. Discussion Alternatives 1. Accept the proposal for the Freightliner M2 ambulance with Power Cot and Power Load from Foster Coach Sales Inc., along with their warranties at a total not to exceed $504,283. 2. Action at the discretion of the board. Staff Recommendation Staff recommends the Village Board approve the purchase of the 2028 Freightliner M2 Ambulance with the Power Cot and Power Load, along with their warranties at a total not to exceed $504,,283. Attachments 1. 524-2025 Vehicle_Equipment Condition Evaluation Form 2. Mt Prospect Quote 11-4-25 Unit # 524 Village of Mount Prospect Vehicle/Equipment Condition Evaluation Form Assigned Dept./Div. MPFD 2018 Freightliner/ Horton M2/ Ambulance Estimated at 2028125,000Miles Year. Make: Model: Mileage: Hours: Date of Evaluation: 11-1-2025 Performed By: Kevin DeLuca System Diagnosis Estimated Repair Cost Engine Fair 41000 Transmission Fair 51000 Differential Good Exhaust System Poor 15000 Cooling System Fair Brakes Fair 25500 Tires Fair Steering Fair Suspension Fair 31000 HVAC Good Electrical Good Body/Frame Fair Corrosion Interior Fair Other- describe Power load cot Total Estimated Repair CostMENNEN= $15,500 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 # 524 Appendix - B Village of Mount Prospect Vehicle/Equipment Evaluation Summary Report Assigned De t./Div. M P F D g p Year: 2018 Make: Freightliner / Horton Model: M2/Ambulance Mileage: Estimated 125,000 in 2028 Date of Evaluation: 11-1-2025 Ratings: Performed By: K DeLuca Unit A age: 10 Base Policye: 10 Points: 2 g g Mileag a/Hrs: 125,000/91500 Base PolicyMilea e/Hrs: 75,000/87000 points: 4 Maintenance Cost: Repair and Maintenance Cost: $ 81,368 Purchase Price: $ 3037035 Repair and Maintenance Percentage of Purchase Price: 26 % Points: 4 Condition Evaluation: (attach Vehicle Condition Evaluation Form) Estimated Repair Cost: $15, 500 1 = Current Book Value: $15, 000 Repair Cost Percentage of Current Book Value: 103 % Points: 4 p g Total Ownership Cost Per Mile: (Lifetime Fuel + R&M +Purchase Price) $ 419,985 Less Salvage Value $15,000 Net Lifetime Costs $ 404,985.00 Divided by Mileage/Hours 125000i9500 Operating Cost Per Mile/Hour $ 3.23mi/42.63hr Comments and other considerations: Total Points: 14 Mileage and hour estimates are based on the last year of service as a reserve ambulance. Estimates were considered due to pre -order of 3 year build time. Superintendent's recommendation: 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. FOSTER COACH SALES, INC. 903 Prosperity Drive Street P.O. Box 700 Sterling, Illinois 61081 Phone: (815) 625-3276i (800) 369-4215 Fax- (815) 625-7222 Web site: www.fostercoach.com A Lou MT PROSPECT FIRE DEPARTMENT' 112 EAST NORTHWEST HWY MOUNT PROSPECT, IL 60056 � V 9 1110 MCI 02 Is] = 0 1 ATITHT"I ITi I�Omit] W.A1,01 10 A We are pleased to submit the following quotation in accordance with your request and subject to the Terms and Conditions listed below and on the reverse sid�e tereof. QTY DESCRIPTION EACH NET PRICE 2027+ FREIGHTLINER M2 CHASSIS ON A CUSTOM HORTON $ 4131389-00 $ 413,389.00 CONVERSION PER CUSTOMER SPECIFICATIONS OPTIONS STRYKER POWER PRO 2 COT WITH STANDARD WARRANTY $ 40,196.00 $ 401196.00 STRYKER POWER LOAD WITH STANDARD WARRANTY $ 3039.00 $ 34�939-00 EXTENDED POWER LOAD WARRANTY $ 101573.00 $ 10,573-00 EXTENDED POWER 2 WARRANTY $ 51186-00 $ 51186.00 $ Total $ 5041283. ACCEPTED BY. TITLE'Date: ESTIMATED DELIVERY- el 2.5-3+ YEARS DEPENDING ON CHASSIS/BACKLOG PROPOSED BY: P.-J. FOSTER, vic-,PRESIDENT OF SALES