HomeMy WebLinkAbout6. Village Manager's Report 04/01/2014Mount Prospect
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: MARCH 19, 2014
SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE (1)
NEW TANDEM AXLE TRUCK, CAB AND CHASSIS ($79,950)
Background
In the current budget, there are funds available to replace tandem axle truck 2728. 2728 is a
1996 International 53,000 lb. GVWR dump truck with snow and ice control equipment. This
truck is used by the Public Works Department maintenance crews to haul miscellaneous
materials, such as asphalt, black dirt, sand, stone, etc. to job sites throughout the Village. This
truck is also equipped with a snowplow, underbody scraper, and "V" type salt spreader for
winter snow and ice control on the highways.
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 replaced.
The vehicle condition evaluation forms and summary reports 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 costs for the vehicle.
Other Factors
The current truck has a double "C" channel frame construction and has rust between the two
channels. This rust will eventually cause the frame to crack and lose the necessary strength
needed to carry heavy loads. At the time when we purchased this truck we had to have both "C"
channels to meet the weight limits when the truck is loaded with salt during snow and ice control
operations. The new proposed chassis will have a heavier single "C" channel frame construction
eliminating the future rust problem between the channels. Additionally, the steel cab body is in
very poor condition with rust holes under the cab.
Accept State of Illinois bid for the purchase of one (1) new tandem axle truck, cab and chassis ($79,950)
March 19, 2014
Page 2 of 2
Replacement Recommendation
It is my recommendation that one (1) replacement vehicle for 2728 be purchased during the 2014
budget year.
Bid Recommendation
I am recommending the purchase of one (1) new 2014 International, 7400 SFA Series 6X4,
58,000 lb. GVWR cab and chassis from the State of Illinois Contract (PSD- 4016932) award
winner Rush Truck Centers, of Springfield, Illinois. The State of Illinois Contract is publicly bid
and satisfies the public bidding requirements of the Village of Mount Prospect Purchasing
Policy. I therefore request the Village Board authorize the purchase of one (1) new 2014
International, 7400 Series, 6X4 truck cab and chassis at a cost not to exceed $79,950.00. Funds
for this proposed purchase are currently available in the Vehicle Replacement Fund of the 2014
budget.
The remaining funds will be used for needed equipment purchased through various vendors
(front and underbody snow plows, dump body, lighting, and hydraulic components) to provide a
completely functional vehicle. The vehicle being replaced will be sold through the
GovDeals.com Internet auction.
James R. Breitzman
Vehicle /Equipment Superintendent
I concur.
Sears' P. Dorsey
Director of Public Works
JB
Attachments
C: Deputy Director of Public Works Jason Leib
H:\Administration\ BIDS\ RESULTS\ StatePurchaseTandemTruckCabChassis2014- 2728.doc
EXHIBIT A
Village of Mount Prospect
Vehicle /Equipment Condition Evaluation Form
Unit # 2728 Assigned Dept. /Div. Public Works /Water
Year: 1996 Make: International Model: 2554 Mileage: 39,483
Hours: 4,825 Date of Evaluation: 3/10/14 Performed By: Jim Breitzman
System
Diagnosis
Estimated Repair Cost
Engine
Poor- Burning Oil /Rebuild
$7,000.00
Transmission
Good
Differential
Good
Exhaust System
Good
Cooling System
Fair - Repaired with Rebuild
Brakes
Fair -Front Brakes
$1,000.00
Tires
Good
Steering
Good
Suspension
Good
HVAC
Good
Electrical
Fair -Wire Corrosion
$1,500.00
Body /Frame
Poor - Sandblast /Paint
$2,500.00
Front Plow
Replace Worn out Plow
$12,000.00
Interior
Poor -Floor & Cab Frame Rust
$2,000.00
Other- Double C- Channel
Poor -Rust Jacking
$3,000.00
Total Estimated Repair Cost
= Jill=
$29,000.00
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 # 2728 Assigned Dept. /Div. Public Works /Water
Year: 1996 Make: International Model: 2554 Mileage: 39,483
Hours: 4,825 Date of Evaluation: 3/10/14 Performed By: Jim Breitzman
Ratings:
Unit age: 18 Base Policy Age: 17
Mileage/Hrs: 39,483/4,825 Base Policy Mileage /Hrs: 50,000/6,000
Maintenance Cost:
Repair and Maintenance Cost: $ 57,193 _ Purchase Price: $ 77,000
Repair and Maintenance Percentage of Purchase Price: 74 %
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 29,000 - Current Book Value: $ 13,000
Repair Cost Percentage of Current Book Value: 223 %
Total Ownership Cost Per Mile:
(Lifetime Fuel + R &M + Purchase Price) $ 205,766
Less Salvage Value $ 13,000
Net Lifetime Costs $ 192,766
Divided by Mileage /Hours 39,483
Operating Cost Per Mile /Hour $ 4.88
Points: 3
Points: 1
Points: 4
Points: 4
otal Points: 22
Comments and other considerations:
This vehicle has operated 4,825 hours during its lifetime, which eauals 159.225 enaine miles.
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 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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Al?/ Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: PROJECT ENGINEER
DATE: MARCH 27, 2014
SUBJECT: 2014 MATERIAL TESTING
CONTRACT AWARD (NOT TO EXCEED $47,000)
BACKGROUND
For this year's construction season and similar to previous years, the Public Works Department requires
the services of a material testing consultant. This consultant would perform material testing services for
our Street Improvement Program and the various sidewalk cost -share and improvement programs.
REQUEST FOR PROPOSALS
In conjunction with our 2014 Street Resurfacing Program, we sought a request for proposal from five
material testing consultants. The following three consultants submitted a proposal and statement of
qualifications:
American Geo- Engineering, Inc.
Rubino Engineering, Inc.
Seeco Consultants, Inc.
These three consultants submitted documentation that indicated their ability to perform the necessary
services. All of the consultants also included references to past work and qualifications of the personnel
who will be evaluating the material samples.
DISCUSSION
The submittals were ranked using a 6 -point evaluation criteria form.
We evaluated the consultants by considering:
• Proper response to proposal request
• Project understanding, implementation plan, and methods
• Education and experience of key personnel
Regional experience on similar projects
Local experience on similar projects
Proximity of the consultant's office location to the project site
With a maximum best score of 18 points possible, the proposals were reviewed and rated with the
following results:
Rubino Engineering, Inc. 15/18 points
American Geo- Engineering, Inc. 11/18 points
Seeco Consultants, Inc. 8/18 points
2014 Material Testing Contract Award (Not To Exceed $47,000)
March 27, 2014
Page 2 of 2
After reviewing, evaluating and ranking each submittal, we established that Rubino Engineering, Inc. of
Elgin, Illinois was the most qualified. We then contacted Rubino Engineering and involved its
representatives in a negotiation process which produced a proposal_ for final scope and compensation.
Considering previous years, we estimate that the cost for material testing is approximately $2,700 per
mile. Therefore, the estimated cost for material testing for this year's 18.8 mile program should be
approximately $51,000. Based on our evaluation and our review of the final scope and compensation
requirements, we have determined that Rubino Engineering, Inc. is the most qualified and can perform the
necessary services at the reasonable quoted price of $47,000. The services listed in the proposal are based
on estimated jobsite work hours using averages from previous years and prorated for the anticipated work
for this year. Many factors can influence the actual jobsite work hours for quality assurance testing,
especially weather.
Rubino Engineering, Inc. has completed material testing services for the Village in conjunction with
previous Street Resurfacing Programs and their work has been acceptable.
RECOMMENDATION
Staff recommends awarding the contract for Material Testing to the most qualified firm, Rubino
Engineering, Inc. of Elgin, Illinois in an amount not to exceed $47,000. Sufficient funds exist in the
current budget for this proposed expenditure.
/ J el Michalik
I concur with the above recommendation
`� -
Pubfic Works Director Sean P. Dorsey
JM/jm
C: Public Works Director Sean P. Dorsey
viiiage Engineer Jeff wuibecker
H:\Engineering\Pavement\Testing\2Ol4Vanonis-Testing-l.docx
Mount Prospect Public Works Department
X INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE /EQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: MARCH 20, 2014
SUBJECT: PURCHASE OF ONE (1) NEW BRUSH CHIPPER ($43,097.59)
Background
In the current budget, there are funds available to replace brush chipper 4521. 4521 is a 2003
Morbark, Model 13 used daily by Public Works to chip tree limbs and brush. It is also used
extensively for storm damage clean -up of downed and damaged trees and /or tree limbs.
Public Works has three (3) brush chippers. One (1) is a 15" Vermeer chipper and the other two
(2) are Morbark 13" machines.
Tree removal and maintenance workloads have increased dramatically in the last several years;
primarily due to increased storm activity and the Village -wide EAB infestation. Consequently,
staff has recommended that we move to the next capacity size of 15" allowing for the disposal of
all but the largest tree trunks.
Replacement Policy
This equipment 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 /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 /equipment should be
recommended for replacement.
4521 scored a total of thirteen (13) points indicating a high rating, and is recommended for
replacement. The equipment 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.
Joint Purchasing Contract Pricing
In preparation for this proposed purchase, staff learned that satisfactory commercial chippers
are available via the following joint purchase programs:
Contract/Vendor
GSA/Alexander Eq
Lisle, IL
Year /Make /Model
2014 / Morbark
Model M15R
Trade -In
Bid Price Allowance
$53,097.59 $10,000.00
Bid Price
Less Trade -In
$43,097.59
NJPA/Vermeer 2014/Vermeer $52,673.00 $9,500.00
Aurora, IL Model BC1500
$43,173.00
March 20, 2014
Purchase of Brush Chipper ($43,097.59)
Page 2 of 2
Discussion
The Morbark chipper is available at the lowest overall cost. It is available via the United States
General Services Administration (GSA) joint purchasing program. The GSA is a federal agency
that supports the functions of other federal agencies by facilitating the procurement of a wide
range of products and services. Unfortunately, the Village is not eligible to participate in this
GSA contract because we are not part of the federal government.
However, the local Morbark dealer, Alexander Equipment Company of Lisle, Illinois, has agreed
to honor the GSA pricing and provide the indicated chipper at a total cost not to exceed
$43,097.59.
The Village Attorney has determined that the Village Code permits the Village Board to waive
the requirement for competitive bids, in such a manner as it may approve, including its reliance
on GSA nationwide contract pricing, as it would be in the best interests of the Village.
The Vermeer chipper is available via the National Joint Powers Alliance (NJPA). The Village is
a member of the NJPA and has successfully procured equipment via their joint purchasing
programs in the past.
There are no chippers available on the State of Illinois Central Management Services Joint
Purchasing Program.
The trade -in values noted are bona fide; not estimates. They are based on valuations made by
local dealer representatives following on -site inspections.
It is the opinion of staff that a separate bid letting for this purchase would not yield lower costs.
The above referenced joint purchasing programs incorporate volume discounts and avoid local
dealer costs associated with bid submittals.
Finally, staff is aware that the implementation of USEPA Tier 4 emission requirements is
imminent. As a result, we expect that deferment of this proposed purchase will likely result in
higher replacement costs; as much as $20,000 higher next year. Chipper manufacturers have
advised us that this increase is the cost of compliance with the Tier 4 emission requirements.
Purchase Recommendation
I recommend waiving the requirement for competitive bids for the purchase of one (1) new 2014
Morbark model M15R, a trailer mounted brush chipper, and accept the lowest cost proposal
submitted by Alexander Equipment Company, Inc., of Lisle, Illinois in an amount not to exceed
$43,097.59, which includes a $10,000 trade -in. There are sufficient funds available for this
proposed purchase in the 2014 budget.
/
J es R. Breitzman
hicle /Equipment Superintendent
Director of Public Works
JB
Attachment
cc: Deputy Director of Public Works Jason Leib
H:1Administration \BIDS \RESULTS \Chipper Purchase4521GSABidWVR3- 2014.doc
EXHIBIT A
Village of Mount Prospect
Vehicle/Equipment Condition Evaluation Form
Unit # 4521 Assigned Dept. /Div. Public Works - Forestry
Year: 2003 Make: Morbark Model: 13 Mileage: N/A
Hours: 1542 Date of Evaluation: 2/4/14 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 - Clutch
Fair -Due for rebuild
$2,000.00
Differential
N/A
Exhaust System
Fair - Muffler
$400.00
Cooling System
Fair -Water pump
$500.00
Brakes
Good
Tires
Fair
$500.00
Steering
N/A
Suspension
Fair -worn
$2,000.00
HVAC
N/A
Electrical
Fair - corroded wires
$800.00
Body /Frame
Poor- Rusted badly
$3,000.00
Drum Bearings
Fair- Replace
$1,000.00
Other - Hydraulic System
Total Estimated Repair Cost
Fair - Hydraulic hoses
$2,500.00
$12,700.00
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.
F.XNTRTT R
Village of Mount Prospect
Vehicle /Equipment Evaluation Summary Report
Unit # 4521 Assigned Dept. /Div. Public Works- Forestry
Year: 2003 Make: Morbark Model: 13 Mileage: N/A
Date of Evaluation: 2/4/14 Performed By: Jim Breitzman
Ratings:
Unit age: 11 Base Policy Age: 8 -22
Mileage/Hrs: N/A / 1,542 Base Policy Mileage /Hrs: N/A
Maintenance Cost:
Points: 3
Points: 2
Repair and Maintenance Cost: $ 16,312.00 _ Purchase Price: $ 29,000.00
Repair and Maintenance Percentage of Purchase Price: 56 % Points: 4
Condition Evaluation: (attach Vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 12,700.00 = Current Book Value: $ 10,000
Repair Cost Percentage of Current Book Value: 127 %
Total Ownership Cost Per Mile:
(Lifetime Fuel + R &M + Purchase Price) $ 49,190
Less Salvage Value $ 10,000
Net Lifetime Costs $ 39,190
Divided by Mileage/ 1,542hrs
Operating Cost Per Mile/ $ 25.42
Points: 4
Total Points: 13
Comments and other considerations:
This machine is estimated to cost $20,000 more next year based on EPA Teir 4 final emission
standards for 2015.
Superintendent's recommendation: This machine has met its life expectancy and several major
repairs will be needed if service life is extended any longer based on current 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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