Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Authorizing the Purchase of One 2023 Ford EV Transit Van from Rizza Ford of Orland Park, Illinois in an Amount Not to exceed $61,210.26 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2023 Water and Sewer Fund includes the replacement of one (1) 2008 Dodge Sprinter diesel van, which is to be replaced with one (1) 2023 Ford EV Transit Van. The Rizza unit is one of the few 2023 Ford EV Transit Vans to become available that has comparable specifications to the Village’s requirements.
On March 24, 2023, the Village Manager authorized the purchase of this vehicle pursuant to Section 2-6-10 of the Oak Park Village Code which allows for purchases “without formal advertising with the approval of the Village Manager, when it is in the best interest of the Village and when it is impractical to convene a meeting of the Board of Trustees.”
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Recommendation
Recommendation
Approve the Resolution.
Background
2022 and 2023 model-year vehicles are representing a unique procurement challenge. Manufacturers are facing supply chain constraints and labor shortages. This is resulting in limited availability, increased cost, and procurement confirmations outside of typical ordering timelines. In the past, the Fleet Division would typically receive notice of fleet vehicle ordering windows in the first few months of the calendar year for the existing vehicle model year with delivery expected in the summer to early fall. Several orders placed for 2022 were canceled, and 2023 vehicles have no guarantee of being produced by the manufacturers.
The Village Manager authorized the purchase of this vehicle pursuant to Section 2-6-10 of the Oak Park Village Code which allows for purchases “without formal advertising with the approval of the Village Manager, when it is in the best interest of the Village and when it is impractical to convene a meeting of the Board of Trustees” on March 24, 2023.
The new vehicle will be fully electric and come with a three-year, 36,000-mile bumper-to-bumper warranty, a five-year 60,000-mile Powertrain warranty, a five-year 60,000-mile Roadside assistance warranty & an eight-year 100,000-mile EV drive battery warranty.
The vehicle being replaced is an all ICE (Internal Combustion Engine) vehicle. The removal of this vehicle and the purchase of the Ford EV Transit Van will further expand the Village’s green fleet and lower our total carbon footprint. The Village does explore all green options that fit the specifications/needs of Village staff, enhancing and improving their working condition, not to become a hindrance.
Each year, the Village allocates funds for the annual replacement of vehicles/equipment. The Public Works Department manages the budget for vehicles/equipment that will replace those units that have reached the end of their service life under the fleet replacement program.
The intent of the fleet/water & sewer vehicle replacement program is to replace vehicles/equipment using the established criteria for replacement of fleet vehicles/equipment, including the age of vehicle/year purchased, mileage or hours, type of use (full-time, seasonal, emergency, non-emergency, etc.), consequences of downtime, maintenance history & costs, drivers’ evaluations, trade-in or resale values and indispensability of vehicle/equipment as a guide to guard against excessive maintenance costs and low resale values.
The Fleet Division’s goal is to standardize vehicle acquisitions whenever possible in support of the fleet maintenance program and to operate the Village’s fleet in a fiscally responsible manner.
The existing vehicle will be sent to Auction, repurposed, or scrapped.
The Equipment Replacement Analysis Report for the vehicle being replaced is attached.
Fiscal Impact
The purchase of the one in stock 2023 Ford EV Transit Van will cost $61,210.26.
Funding in the amount of $80,000.00 is provided in the Fiscal Year 2023 Water Vehicle Replacement Funds Account No. 5040.43730.777.570750 and 5040.43750.781.570750.
Funds for necessary equipment such as cabin/workspace up fit, light bar, lift gate, etc. will also come from these accounts but will be purchased separately from vendors who supply this equipment.
DEI Impact
N/A.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has annually approved the replacement of vehicles per the approved Fleet Replacement Fund Budget.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
N/A.