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A Resolution Approving an Intergovernmental Agreement between the Village of Oak Park and District 97 for Vehicle Repairs and Maintenance and Authorizing its Execution
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Introduction
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The Village maintains a Fleet Services Division in the Public Works Department at the Public Works Center. District 97 is agreeable to taking advantage of the Village's completion of repairs and maintenance on District 97 vehicles and equipment. The attached Intergovernmental Agreement (IGA) is being presented for renewal.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has approved similar IGAs for equipment services and fuel purchases in the past.
Background
The Public Works Department's Fleet Division is responsible for maintaining and repairing the Village's fleet of vehicles and equipment. In addition to maintaining its own vehicles and equipment, the Village has maintained the Park District's and Township’s vehicles and equipment to allow them to take advantage of the Village's favorable shop rate.
This is a new IGA with District 97 for the repair and maintenance of District 97 vehicles and equipment and will allow District 97 to enjoy the same benefits as the Park District and Township.
The Public Works Department maintains two hundred and ten Village vehicles and pieces of equipment. District 97 currently has approximately 10 vehicles and pieces of equipment that require regular repair and maintenance. Repairs are made based on priorities of the equipment usage (i.e., Police and Fire first, then Public Works or Park District vehicles) as determined by need.
The Public Works Department, Fleet Services Division, has determined the Village costs for fleet services based on the American Public Works Association’s model for charging for services.
Retail repair shop rates in the Chicagoland area for various services range from $120 to $190 per hour. The parts markup of 30% the Village uses is within industry standards.
Timing Considerations
Adoption of the Resolution at this time will allow District 97 to enjoy the benefit of maintenance and service from another local taxing body, reducing overall costs.
Financial Impact
Per the terms of the IGA, District 97 would reimburse the Village monthly for repair and maintenance services along with the cost of required parts. District 97 will pay the Village the Village’s shop rate of $102.50 per hour for repair and maintenance in 2026/2027. This rate will be adjusted annually based on the Village’s overhead. Parts supplied for services shall be the actual cost for parts plus the 2026 rate of 30% above the Village’s costs for parts, in order to reimburse the Village for its administrative costs.
Operations Impact
The Village has examined the possible workload and decided the facility and staff are sufficient to take on this task.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Approve the Resolution
Advantages:
• This agreement will benefit District 97, and indirectly the taxpayers by providing a local service avenue experienced in the types of vehicles and equipment operated by District 97, at a competitive rate.
Disadvantages:
• There are no disadvantages to this recommendation.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• Board members would be presented with the additional information they requested.
Disadvantages:
• Delays would delay District 97’s ability to have their vehicles and equipment serviced and repaired by Village staff.
Alternative 2:
The Board can vote down the Agreement
Advantages:
• There are no advantages to this alternative.
Disadvantages:
• District 97 would continue to have to reach out to several different service centers at retail rates to maintain their fleet.
Anticipated Future Actions
It is anticipated that the Village and District 97 will continue renewing the repair and maintenance IGA.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Intergovernmental Agreement