HomeMy WebLinkAbout04/01/2014 Purchase of One (1) New Tandem Axle Truck, Cab and ChassisMount 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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