HomeMy WebLinkAbout05/06/2014 Purchase of One (1) New Ford F-250 Pickup TruckMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: APRIL 28, 2014
SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE (1)
NEW FORD F -250 PICKUP TRUCK ($24,645.00)
Background
In the current budget, there are funds available to replace vehicle 2709. This vehicle is a 2002
GMC C2500 3 �4 ton pickup truck with 2 -wheel drive. Recently, we extended the normal
replacement life cycle by two years for the majority of the Village fleet. This vehicle is used by
the Sewer Division Foreman of Public Works for transportation, hauling supplies, snow removal,
and towing trailers /equipment to jobsites throughout the Village.
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 fourteen (14) 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:
➢ Replace damaged rear bumper & repair qtr. panel $1,500.00
➢ Replace all brakes and tires $1,500.00
➢ Replace all oil cooler lines $ 900.00
➢ Replace driver's seat $ 800.00
➢ Repair rusted out doors /fenders $1,200.00
Total estimated repair cost: $5,900.00
Accept State of Illinois Bid for the Purchase of one (1) New Ford F -250 Pickup Truck ($24,645.00)
April 28, 2014
Page 2 of 2
Replacement Recommendation
Staff has evaluated the need of another 2 -wheel drive pickup truck and instead is recommending
a 4 -wheel drive pickup with a snowplow. This is desired during snow /ice control and off road
for the Foreman to safely supervise and assist his staff.
Bid Recommendation
I am recommending the Village Board accept the State of Illinois bid results and authorize the
purchase of one (1) new 2015 Ford F -250, Super Duty Pickup Truck from Bob Ridings, of
Taylorville, Illinois at a cost not to exceed $24,645.00. 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 100% funded through the Vehicle Replacement
Fund of and are available in the 2014 budget.
The remaining funds will be used to purchase necessary additional equipment to provide a
completely functional vehicle. The vehicle being replaced will be sold through the
GovDeals.com Internet auction later this year.
James R. Breitzman
Vehicle /Equipment Superintendent
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Attachments
C: Deputy Director of Public Works Jason Leib
H:\ Administration \BIDS\RESULTS\2709 State Purchase VB Memo- 4- 2014.docx
Director of Public Works
EXHIBIT A
Village of Mount Prospect
Vehicle/Equipment Condition Evaluation Form
Unit # 2709 Assigned Dept. /Div. Public Works /Sewer
Year: 2002 Make: GMC Model: C2500, 4x2 Pickup Mileage: 101,862
Hours: NA Date of Evaluation: 4/22/14 Performed By: John Schnittker
System
Diagnosis
Estimated Repair Cost
Engine
Fair -Oil leak
$500.00
Transmission
Fair - Cooler lines
$400.00
Differential
Good
Exhaust System
Good
Cooling System
Good
Brakes
Fair -Needs all within a year
$800.00
Tires
Fair -Needs all within a year
$700.00
Steering
Good
Suspension
Good
HVAC
Good
Electrical
Good
Body/Frame
Fair - Replace rear bumper and
repair right rear quarter panel
$1,500.00
Interior
Fair- Drivers seat worn out
$800.00
Other - Fenders and Doors
Total Estimated Repair Cost
Fair -Rust through
$1,200.00
$5,900.00
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 # 2709 Assigned Dept. /Div. Public Works /Sewer
Year: 2002 Make: GMC Model: C2500, 4x2 Pickup Mileage: 101,862
Date of Evaluation: 4/25/14 Performed By: Jim Breitzman
Ratings:
Unit age: 12 Base Policy Age: 12
Mileage/Hrs: 101,862 Base Policy Mileage /Hrs: 50,000
Maintenance Cost:
Repair and Maintenance Cost: $ 15,793 _ Purchase Price: $ 32,100
Repair and Maintenance Percentage of Purchase Price: 49 %
Condition Evaluation: (attach vehicle Condition Evaluation Form)
Estimated Repair Cost: $ 5,900 _ Current Book Value: $ 5,000
Repair Cost Percentage of Current Book Value: 118 %
Total Ownership Cost Per Mile:
(Lifetime Fuel + R &M + Purchase Price) $ 77,550
Less Salvage Value $ 5,000
Net Lifetime Costs $ 72,550
Divided by Mileage /Hours 10 1, 862
Operating Cost Per Mile /Hour $ .71
Comments and other considerations:
Points: 2
Points: 4
Points: 4
Points: 4
Total Points: 14
This vehicle is operated by the Sewer Division's Foreman.
Superintendent's recommendation:
This vehicle has met its useful life expectancy and several repairs will be needed if service life is
extended any longer based on condition and mileage.
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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