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ITEM BID 00-05164 MARCH 12, 2013 a Bid: Purchase of Replacement

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ITEM BID 00-05164 MARCH 12, 2013 a Bid: Purchase of Replacement ITEM BID 00-05164 VILLAGE OF DOWNERS GROVE REPORT FOR THE VILLAGE COUNCIL MEETING MARCH 12, 2013 AGENDA SUBJECT: TYPE: SUBMITTED BY: Resolution Ordinance Bid: Purchase of Replacement 9 Motion Nan Newlon, P.E. Vehicles Discussion Only Director of Public Works SYNOPSIS A motion is requested to authorize the purchase of nine vehicles in the total amount of $260,000.21. STRATEGIC PLAN ALIGNMENT The goals for 2011-2018 identified Exceptional Municipal Services. FISCAL IMPACT The adopted FY13 budget includes $285,000 in the Equipment Replacement Fund for the purchase of these nine replacement vehicles. This recommended purchase is $260,000.21. RECOMMENDATION Staff recommends approval on the March 12, 2013 Consent Agenda. BACKGROUND The 2013 vehicle replacement schedule provides for the replacement of 13 vehicles. The table below shows the nine vehicles recommended for purchase at this time. Quantity Type of Vehicle Make and Model Dealer Price Hybrid Four Door 2013 Ford Fusion Wright Automotive of 2 Sedans Hybrid Hillsboro, IL $47,596.00 E85 Two wheel Miles Chevrolet of Decatur, 2 drive utility 2013 Chevrolet Tahoe IL vehicles $55,292.79 E85 Four wheel Miles Chevrolet of Decatur, 5 drive utility 2013 Chevrolet Tahoe $157,111.42 IL vehicles The Village’s Fleet Team, consisting of representatives from the Village Manager’s Office and Finance, Public Works, Police and Fire Departments have evaluated the need to replace the vehicles and pieces of equipment scheduled for this year. All Village vehicles and equipment are targeted for replacement according to useful lifecycle replacement criteria. These criteria include age, usage, condition, repair costs, fuel efficiency and environmental impact. The Fleet Team reviewed the vehicles scheduled to be replaced and determined that the criteria for replacement were met. Staff prepared additional information related to several of the proposed purchases, which is included as an attachment. The purchase of these nine vehicles would be made through existing cooperative purchasing contracts, which is permissible based on the provisions of the Village Purchasing Policy. The Chevrolet Tahoe utility vehicles and Ford Fusion sedans would be purchased through State of Illinois Joint Purchase Contracts (PSD 4016025 and PSD 4017336, respectively). ATTACHMENTS Additional Information on current vehicles and bids Illinois Joint Purchasing Contract- #4017336 Wright Automotive Illinois Joint Purchasing Contract- #PSD4016025 Miles Chevrolet 2 Vehicle Replacement Criteria Vehicle Replacement Criteria All Village vehicles and equipment are targeted for replacement according to a useful lifecycle replacement criteria guideline. The life expectancy of patrol cars is four years of service and the fire utility vehicle is six years. Additional criteria are considered when making the final replacement recommendation. These criteria include age, usage, condition, repair costs, fuel efficiency and environmental impact. The Fleet Team reviewed the vehicles scheduled to be replaced and determined that the criteria for replacement were met. The following table provides additional information regarding the vehicles scheduled to be replaced: 2012 Life-to-Date Repair Cost Veh. Mileage Repair Repair % in 2012 # Year Make Model (Feb. 2013) Costs* Costs 808 2006 Ford Crown 6,7026 $1410.14 $30,992.00 4.55% Victoria 832 2010 Ford LN8000 82,068 $3,752.20 $13,937.78 26.92% 876 2009 Ford Crown 78,195 $4,972.70 $22,228.42 22.37% Victoria 877 2009 Ford Crown 86,453 $2,375.00 $18,564.03 12.79% Victoria 878 2009 Ford Crown 67,639 $2,340.40 $13,649.55 17.15% Victoria 817 2004 Chevy Impala 60,007 $766.80 $11,570.00 6.63% 820 2006 Chevy Impala 63,745 $1,797.00 $14,298.52 12.57% 834 2010 Ford Crown Vehicle Totaled in Collision Victoria 923 2005 Ford Explorer 54,577 $5,010.73 $18,152.96 27.60% * costs do not include routine maintenance The purchase of the Chevrolet Tahoe utility vehicles would be made through the State of Illinois Joint Purchase Contract (State Contract PSD 4016025). The Ford Fusion Hybrid would be made through the State of Illinois Joint Purchase Contract (State Contract PSD 4017336). .
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