HomeMy WebLinkAbout6. Village Manager's Report 09/17/2013Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE MAINTENANCE SUPERINTENDENT
DATE: SEPTEMBER 11, 2013
SUBJECT: SEALED BID RESULTS FOR ONE (1) NEW WALK -IN STEP VAN WITH
NECESSARY OPTIONS INSTALLED AND MOUNTED ($121,696)
Background
In the current budget, there are sufficient funds available to replace unit 2730, which was deferred from
2011. 2730 is a 1995 Chevrolet, P -30 Step Van used by the Public Works Department's Water /Sewer
Division. This truck is primarily utilized as a first response vehicle for main break repairs and
water /sewer utility maintenance.
In preparation for the purchase of this truck, staff has looked at several other step vans currently utilized
for the same purpose at other municipalities. Staff has concluded the step van recently purchased by the
Village of Arlington Heights Public Works Department can largely meet our needs. The base bid was
written to include the majority of their design.
This is a rebid after only receiving one (1) bid on May 7, 2013, which exceeded allocated funding. On
June 4, 2013 the Village Board rejected this bid as being over budget and lacking competitive bids. Staff
has restructured the bid document, making some fabricated features optional and extended the bidding
period to 45 days.
Replacement Policy
This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy
uses a point -based criterion, which relates the following four (4) major factors to a baseline when
considering a unit for replacement: Age, mileage /hours, 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 recommended for replacement.
This vehicle scored a total of sixteen (16) points indicating an extreme rating and should be considered a
priority replacement. The vehicle condition evaluation form and summary report have been attached as
Exhibit A and B respectively. Additionally, I have included the life cycle cost analysis on Exhibit C,
which breaks out our total ownership costs.
Bid Results
On Monday, September 9, at 1:00 P.M., sealed bids for the proposed purchase of one (1) new walk -in
step van with necessary options installed and mounted were opened and read aloud. Twelve (12)
invitational bids were distributed and a public notice was placed in a local newspaper as required. Four
(4) bids were received. The results are as follows:
September 11, 2013
Sealed Bid Results for One (1) New Walk -In Step Van ($121,696)
Page 2 of 2
Bidder
Make/Model
Delivery
Bid Price
Roesch Ford
Ford F -59, Utilimaster
180 -240 days
$121,696.00
Bensenville, IL
Aeromaster, Sauber upfit
Badger Truck Center
Ford F -59, Utilimaster
210 -240 days
$122,206.00
Milwaukee, WI
Aeromaster, Sauber upfit
Currie Motors
Ford F -550, Utilimaster
365 days
$125,080.00
Frankfort, IL
Aeromaster, Sauber upfit
Northwest Trucks, Inc.
Freightliner MT -45, Utilimaster
Not Stated
$128,652.76
Palatine, IL
Aeromaster, Sauber upfit
Discussion
The lowest bidder, Roesch Ford of Bensenville, Illinois complied with our bid specifications and properly
signed all necessary bid documents.
Reference checks for Roesch Ford indicated sufficient experience and an acceptable work history. Also,
they revealed a high degree of satisfaction from other local municipalities.
Bid Recommendation
I therefore recommend the Village Board accept the lowest responsible bid for the proposed purchase of
one (1) new walk -in step van with necessary options installed and mounted aforementioned per our
specifications as submitted by Roesch Ford of Bensenville, Illinois in an amount not to exceed
$121,696.00. There are sufficient funds available for this proposed purchase within the current Public
Works Vehicle Replacement budget.
We received an optional trade -in price of $1,000 from Roesch Ford. However, we anticipate a higher
sales price through GovDeals Internet auction.
James R. Breitzman
Vehicle Maintenance Superintendent
JB
Attach
C: Sean P Dorsey, Director of Public Works
Jason Leib, Deputy Director of Public Works
H: Wdministration\BIDS\RESULTS\2730 Step Van -Bid Results -Rec for VM, 9- 10- 13.doc
Director of Public Works
EXHIBIT A
Village of Mount Prospect
Vehicle /Equipment Condition Evaluation Form
Unit # 2730 Assigned Dept. /Div. Public Works - Water /Sewer
Year: 1995 Make: Chevy Model: P -30, Step Van Mileage: 400,6600
Hours: 12,900 Date of Evaluation: 6/12/13 Performed By: John Schnittker
System
Diagnosis
Estimated Repair Cost
Engine
Fair - Intake manifold gasket
$1,000.00
Transmission
Good
Differential
Good
Exhaust System
Fair -Pipes and catalytic conv.
$2,000.00
Cooling System
Fair -Water pump
$500.00
Brakes
Good
Tires
Good
Steering
Good
Suspension
Fair -Rear leaf springs
$1,200.00
HVAC
Good
Electrical
Fair - Alternator
$400.00
Body /Frame
Fair -Body damage & floor rot
$5,000.00
Interior
Fair- passenger seat torn
$500.00
Other - Auxiliary Generator
Poor -Needs replacing
$8,000.00
Total Estimated Repair Cost
=
$18,600.00
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
Village of Mount Prospect
Vehicle /Equipment Evaluation Summary Report
Unit # 2730 Assigned Dept. /Div. Public Works -Water /Sewer
Year: 1995 Make: Chevy Model: P -30 Step Van Mileage: 40,600
Date of Evaluation: 9/9/13 Performed By: Jim Breitzman
RatinLys•
Unit age: 18 Base Policy Age: 14 Points: 4
Mileage/Hrs: 40,600/12,900 Base Policy Mileage /Hrs: 50k/5,000 Points: 4
Maintenance Cost:
Repair and Maintenance Cost: $ 26,600 - Purchase Price: $ 53,000.00
Repair and Maintenance Percentage of Purchase Price: 50 % Points: 4
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 18,600.00 - Current Book Value: $ 6,000
Repair Cost Percentage of Current Book Value: 310 % Points: 4
Total Ownership Cost Per Mile:
(Lifetime Fuel + R &M + Purchase Price) $ 113,150
Less Salvage Value $ 6,000
Net Lifetime Costs $ 107,150
Divided by Mileage / Hours 12,900hrs
ing Cost Per Mile /Hour $ 8.31
otal Points: 16
Comments and other considerations:
This truck is primarily utilized as a first response vehicle for water main break repairs and
water /sewer utility maintenance 12,900 engine hours equals 425,700 road miles.
Superintendent's recommendation: This vehicle has exceeded its life expectancy and several
najor 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.
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Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL
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FROM: IT DIRECTOR V
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DATE. SEPTEMBER 9, 2013 ,
SUBJECT: REQUEST TO WAIVE BID PROCESS AND TO PURCHASE
REPLACEMENT DESKTOP COMPUTERS
Staff is requesting approval to purchase 49 Dell desktop computers to replace six -year-
old computers that are slow and out of warranty. Also staff is preparing for the end of
support for Windows XP which is scheduled for April 8, 2014. End of support means
that Microsoft will no longer provide security patches making the older systems more
vulnerable.
Four of the new desktop PCs will replace fully ruggedized CF -19 Tablet PCs for Fire
Prevention. To save money, their existing Tablet PCs will be replaced by desktop PCs
for use in the office plus iPads for use in the field. Users will sync up their field data on
the iPads with the Firehouse database when they return to the office as they currently
do with their Tablets.
The largest portion of the new desktop PCs will go to the Fire Department with a goal of
switching all the Operations personnel from Windows XP to Windows 7 at
approximately the same time in order to minimize issues caused by roaming profiles
being split between the two platforms. The rest of the PCs will be divided between the
other departments.
The Village has approximately 230 Windows XP computers. Some are currently in the
process of being upgraded, 49 will be replaced with this purchase, 52 are available for
replacement in 2014, and some special purpose PCs cannot be upgraded until the
particular system is supported by Windows 7. The rest will be upgraded to Windows 7
with priority given to user desktops. The upgrades will necessitate memory upgrades
as well.
The Village has standardized on Dell computers and they provide discounted pricing to Illinois
municipalities per MHEC (Midwestern Higher Education Compact) Contract code 45ABZ. See
the chart on the next page for pricing.
Request to Waive Bid Process and to Purchase Replacement Desktop Computers
September 9, 2013
Page 2
ris I Extended Cost
49 OptiPlex 7010: Intel Core i5-3770, 3.4 GHz, 6 GB RAM, 500 G13 Hard Drive, $53,963.21
DVD+/-RW, 23" monitor, MS Windows 7 Professional, Mouse, 4-yr. Warranty.
$1,101.29 each
I recommend that the Village accept the state bid and purchase 49 desktop computers
from Dell for an amount not to exceed $53,963.21. Funds are available for this
purchase.
Joan Middleton
IT Director
IAVB Request Memos\2013 Desktop Requests.docx