HomeMy WebLinkAbout02/19/2013 Purchase of One (1) New Ford ExplorerMount Prospect
6/ Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: FEBRUARY 11, 2013
SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE (1)
NEW FORD EXPLORER ($30,356.44)
Background
In the current budget, there are funds available to replace vehicle 2708. This vehicle is a 2005 Ford
Explorer XLT, with four wheel drive. The replacement of 2708 has been deferred from the 2012 budget
year, due to the overall economy and budget constraints. Recently, we extended the normal replacement
life cycle by two years for the majority of the Village fleet. This vehicle is used by the Director of Public
Works to provide transportation for official Village business.
Replacement Policy
This vehicle has been evaluated utilizing our detailed comprehensive replacement policy. This policy
uses a point -based criterion, which rates the following four (4) major factors to a baseline when
considering a unit for replacement: 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 recommended for replacement.
This vehicle scored a total of twelve (12) points indicating a high rating and should be placed on the
highest priority to be replaced. The vehicle condition evaluation form and summary report have been
attached as Exhibits A and B respectively. Additionally, I have included the life cycle cost analysis on
Exhibit C, which breaks out our total ownership cost.
Other Factors
If the service life is extended the following repairs should be performed on the vehicle:
➢ Refurbish/paint rusted sheet metal and dents $1,200
➢ Replace all brakes and tires $1,700
➢ Repair driver's seat cushion 300
Total estimated repair cost: $3,200
Coincidentally, the Suburban Purchasing Cooperative (SPC) also let a public bid for a similar Ford
Explorer. However, the total cost of the same purchase is $434.56 higher.
Replacement Recommendation
It is my recommendation that a replacement for 2708 be purchased during the 2013 budget year.
Accept State of Illinois Bid for the Purchase of one (1) New Ford Explorer ($30,356.44)
February 11, 2013
Page 2 of 2
Bid Recommendation
I am recommending the Village Board authorize the purchase of one (1) new 2013 Ford Explorer XLT
vehicle from the State of Illinois Contract (PSD- 4017336) award winner Wright Automotive, Inc., of
Hillsboro, Illinois at a cost not to exceed $30,356.44. The State of Illinois Contract is publicly bid and
satisfies the public bidding requirements of the Village of Mount Prospect Purchasing Policy. Funds for
this proposed purchase are currently available in the Vehicle Replacement Fund of the 2013 budget.
Public Works vehicle 2708 will be sold through the NWMC live auction or GovDeals.com Internet
auction later this year.
R. Breitzman
Vehicle /Equipment Superintendent
JB
Attachments
C: Deputy Director of Public Works Jason Leib
H:\ Administration \BIDS\RESULTS\2708 State Purchase VB Memo- 2- 2013.docx
Village of Mount Prospect
Vehicle /Equipment Condition Evaluation Form
Unit # 2708 Assigned Dept. /Div. Public Works /Admin.
Year: 2005 Make: Ford Model: Explorer XLT, 4x4 Mileage: 97,000
Hours: NA Date of Evaluation: 2/11/13 Performed By: Jim Breitzman
System
Diagnosis
Estimated Repair Cost
Engine
Good
Some major repairs are needed, but unit can remain in service a little longer
in current condition.
Transmission
Good
Differential
Good
Exhaust System
Good
Cooling System
Good
Brakes
Fair -Needs all within year
$800.00
Tires
Fair -Needs all within year
$900.00
Steering
Good
Suspension
Good
HVAC
Good
Electrical
Good
Body /Frame
Fair -Some minor rust /dents
$1,200.00
Interior
Fair - Drivers seat worn
$300.00
Other-
Total Estimated Repair Cost
Good
$3,200.00
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 A
Village of Mount Prospect
Vehicle/Equipment Evaluation Summary Report
Unit # 2708 Assigned Dept. /Div. Public Works /Admin.
Year: 2005 Make: Ford Model: Explorer XLT, 4x4 Mileage: 97,000
Date of Evaluation: 2/11/13 Performed By: Jim Breitzman
Ratings
Unit age: 8 Base Policy Age: 10
Mileage/Hrs: 97,000 Base Policy Mileage/Hrs: 85,000
Maintenance Cost:
Repair and Maintenance Cost: $ 10,500 = Purchase Price: $ 28,500
Repair and Maintenance Percentage of Purchase Price: 37 %
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 3,200 _ Current Book Value: $ 5,000
Repair Cost Percentage of Current Book Value: 64 %
Total Ownership Cost Per Mile:
(Lifetime Fuel + R &M + Purchase Price) $ 55,000
Less Salvage Value $ 5,000
Net Lifetime Costs $ 50,000
Divided by Mileage /Hours 97,000
Operating Cost Per Mile /Hour $ .52
Points: 1
Points: 3
Points: 4
Points: 4
otal Points: 12
Comments and other considerations:
This vehicle is operated by the Director of Public Works.
Superintendent's recommendation:
This vehicle has met its life expectancy and several repairs will be needed if service life is
e xtended 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.
EXHIBIT B
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