Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Sean Ciolek, Facilities & Fleet Management Div. Manager CC: Luke Stowe, CIO/Administrative Services Director Susie Hall, Management Analyst Subject: Purchase of a Peterbilt Dump Truck and a Ford F450 Truck for the Public Works Agency for 2022 Date: June 28, 2021 Recommended Action: Staff recommends City Council approval to purchase a Peterbilt Model 348 tandem axle radius dump body (RDS) truck for use in Public Works Agency/Streets Division operations from JX Truck Center (PO Box 189, Wadsworth, IL 60083) through a Sourcewell contract for $225,942.00. In addition, staff recommends approval for the purchase of a Ford F450 truck for use in the Public Works Agency/Greenways Division operations from Currie Commercial Center (10125 W Laraway, Frankfort, IL 60423) through a Sole Source contract for $95,036.00. The equipment being replaced has been subjected to the most wearing conditions and operations. It is anticipated to require increased repair/maintenance costs, especially now since they are approaching the end of their useful life. Purchases must be approved well in advance so that the long lead time builds will be complete for delivery in 2022. Funding Source: Funding for the purchase will be from the 2022 Equipment Replacement Fund (Account 601.19.7780.65550) with an estimated FY22 budget of $2,000,000 - contingent on approval from the city council for FY2022. Council Action: For Action Summary: Facilities & Fleet Management staff carefully weigh multiple variables to replace and repurpose vehicles accordingly. In an effort to not allow the fleet’s overall age to become imbalanced, staff focuses on a steady plan of bringing in newer and less worn equipment as needed rather than hold onto older, antiquated vehicles, which will absorb more time and more funds to repair and maintain over time. The current replacement strategy focuses on mileage, engine time, age, reliability, maintenance cost, and the operational environment to which the equipment is subjected to. All of these variables are considered when determining which vehicles should be replaced and when. Vehicles are re-purposed and rotated to less strenuous operations when able in order to maximize their use. Staff then determines which vehicles are surplus due to new vehicle replacements being placed into service or vehicles that had to be taken out of service for safety reasons with the intention of eventual replacement. Staff works hard to ensure vehicles are only sold when determined they are not in usable condition, nearing the end of their useful life, or when they would bring in peak revenue at auction, bringing in additional revenue for future purchases. Existing vehicle 623 is a 2009 International 7400 6x4 used by the Public Works Agency - Street Division and is crucial for safe, reliable, and cost-effective operations. The vehicle was purchased on March 8, 2009, for $117,116.00. The vehicle has had 298 in-house and outside vendor repair and maintenance visits, totaling approximately $288,795. These repairs are extending over the life of the vehicle. The new vehicle will be numbered 621 and will be a Peterbilt Model 348 tandem axle chassis with a stainless steel RDS body for dumping and spreading. It will have a plow and pre-wet system that allows salt to cling to the road surface to work faster and at a lower temperature than when it is dry. The pre-wet system helps to use less salt, which limits the amount of salt utilized. The existing vehicle will be auctioned (pictured below). Existing vehicle 571 is a 2011 Ford F350 used by the Public Works Agency - Forestry Division and is crucial for safe, reliable, and cost-effective operations. The vehicle was purchased on October 7, 2010, for $45,018. The vehicle has had 90 in-house and outside vendor repair and maintenance visits, totaling approximately $60,000. These repairs are extending over the life of the vehicle. The new vehicle will be numbered 572, and will be a Ford F450 Chassis 4x4 SD Regular Cab with a stainless steel folding side, dump body. It will have a plow and salt spreader with a pre-wet system. As with vehicle 621, this truck will also serve a double purpose. It will support snow and ice control operations when needed in the winter, and Greenways Division will use a landscape body to support their operation during the remainder of the year. The existing vehicle will be auctioned (pictured below). The Sourcewell competitive bid contract is #060920-PMC for the Peterbilt truck. Currie Ford is a sole-source purchase as the Sourcewell vendor could not produce the necessary fleet at this time. The vendors have been responsive and responsible bid winners for many years and have provided efficient turn-around to ordering and timely delivery needs. There are no Evanston- based businesses that can provide this type of vehicle. Attachments: JX Truck Peterbilt 348 and Monroe rds dump and snow equip Peterbilt spec- vehicle summary Monroe - TANDEM RDS UNIT Page 2 of 32 571 Monore Quote 571 Ford Quote Page 3 of 32 Page 4 of 32 Pblt Of Northern Illinois (P125) City Of Evanston 42400 Highway 41 2100 Ridge ave Wadsworth, Illinois 60083 Evanston, Illinois 60201 United States of America Rick Venuso Sean Ciolek Cell Phone: Cell Phone: 847) 448-8181 Office Phone: (847)395-7222 Email: [email protected] Email: [email protected] Vehicle Summary Unit Chassis Model: Model 348 Fr Axle Load (lbs): 20000 Type: Full Truck Rr Axle Load (lbs): 40000 Description 1: Co Evanston dump G.C.W. (lbs): 60000 Description 2: Replacement 629 spec Application Road Conditions: Intended Serv.: Snowplow Class A (Highway) 100 Commodity: Other Commodity Class B (Hwy/Mtn) 0 Class C (Off-Hwy) 0 Body Class D (Off-Road) 0 Type: End Dump Maximum Grade: 6 Length (ft): 14 Wheelbase (in): 209 Height (ft): 8.5 Overhang (in): 62.7 Max Laden Weight 1000 Fr Axle to BOC (in): 69.8 (lbs): Cab to Axle (in): 139.2 Trailer Cab to EOF (in): 201.9 No. of Trailer Axles: 0 Overall Comb. Length (in): 309.9 Type: Length (ft): 0 Special Req. Height (ft): 0 Kingpin Inset (in): 0 Corner Radius (in): 0 Restrictions Length (ft): 65 Width (in): 102 Height (ft): 13.5 Approved by: Date: Note: All sales are F.O.B. designated plant of manufacture. Price Level: July 1, 2020 Date: May 20, 2021 Deal: Co Evanston dump Quote Number: QUO-438882-D0T1L3 Printed On: 5/20/2021 7:25:56 AM Page 1 of 13 Page 5 of 32 Sales Std/ Description $ List Weight Code Opt Base Model 0003481 S Model 348 108,550 10,610 The Model 348 was designed to exceed the rigid demands of Class 7 and Class 8 specialty application markets that require rugged durability and a wide range of optional content. The Model 348 represents a multi-dimensional performer with a GVW from 33,000 to 66,000 lbs. and optional capacity ratings to suit almost any vocation. The 348 is also available in a specifically designed all-wheel-drive configuration. From construction and crane service to utility and delivery services in both Class 7 and Class 8 markets, the 348 is in a class by itself. 0091200 S Other Commodity 0 0 0093150 O Snowplow 0 0 Truck which is configured for mounting a snowplow to the front.May also have dump or other body. 0095170 O End Dump 0 0 0098170 S United States Registry 0 0 Canadian Registry PackageRequires Air Conditioning Excise Tax Canada, Speedometer to be KPH ipo MPH, Daytime Running Lights and Rubber Battery Pad in Bottom of Battery Box. Configuration 0200700 S Not Applicable 0 0 Secondary Manufacturer Frame & Equipment 0519180 O 11-5/8" Steel Rails to 444" 1,162 610 11.625 x 3.874 x .375 Dimension, 2,568,000 RBM; Yield Strength: 120,000 psi. Section Modulus: 21.4 cubic inches. Weight: 1.91 lbs/inch pair 0612230 O Custom Wheelbase or Overhang 365 0 Engineering approval may be required. 0613090 S Three-Piece Crossmembers 0 0 0620580 O 27.8in Bumper Extension without Adapter 504 75 Includes Stationary Grille. Requires FEPTO Bumper. 0644090 S EOF Square without Crossmember 0 0 End-of-frame square without crossmember. For use with body builder installed crossmember. 0651090 S Omit Rear Mudflaps and Hangers 0 0 Front Axle & Equipment 1012200 O Meritor MFS20 20,000 lb, 3.74 in Drop 1,992 180 Axle is designed for applications with a gross axle weight rating (GAWR) of 20,000 pounds. Axle includes special low-friction bushings, double draw keys and integral thrust bearing and seal design for durability, low maintenance and ease of service. Combination of Price Level: July 1, 2020 Date: May 20, 2021 Deal: Co Evanston dump Quote Number: QUO-438882-D0T1L3 Printed On: 5/20/2021 7:25:56 AM Page 2 of 13 Page 6 of 32 Sales Std/ Description $ List Weight Code Opt Meritor Easy Steer king pin bushings, computer-designed and optimized I-beam construction and stiff axle assembly delivering a tight turning radius, superior vehicle control and longer tire life. 1114030 O Taper Leaf Springs, Shocks 20,000 lb 1,328 119 Standard with Heavy Resistance Shocks. 1243050 O Power Steering Sheppard HD94 Dual 795 80 For use with 16,000 to 20,000 lb. axle ratings. 1250250 O Power Steering Reservoir Frame Mounted w/Cooler 254 2 A power steering cooler helps reduce the heat of the power steering fluid. This is commonly used with systems that may experience more stress from towing or off-road driving.