Title
title
A Resolution Authorizing the Purchase of Six 2025 Nissan Leaf S+ Vehicles from Gerald Nissan of North Aurora, Illinois, in an Amount not to exceed $133,996.20 and Waiving the Village’s Bid Process for the Purchase
..end
Introduction
overview
The Fiscal Year 2025 Fleet Replacement Fund includes the replacement of two (2) 2017 Ford Fusions and two (2) 2016 Ford Fusions, which are to be replaced with four (4) Nissan Leaf S EVs. Nissan Fleet Services reached out to the Village with a rebate incentive of $16,000 on the purchase of 2025 Nissan Leaf S EVs. Staff recommend increasing the planned purchase of four to six 2025 Nissan Leafs from Gerald Nissan, which will cost $22,332.70 each, to take full advantage of the Nissan Fleet rebate offer of $16,000.00. This rebate expired at the end of March. The Village Manager's Spending authority was used to purchase six vehicles in the absence of a Village Board meeting to present the item. Staff are now providing the item retrospectively to the Board for acknowledgement and approval.
end
body
Recommended Action
Adopt the resolution.
Prior Board Action
The Village Board approved funding for this vehicle/equipment replacement as part of the Fiscal Year 2025 Capital Improvement Budget on November 11, 2024 (MOT 24-264).
Background
With fleet vehicle production constraints, staff are constantly searching for vehicle replacements that meet or are close to Village specifications from all avenues. Staff identify and prioritize vehicles for replacement based on age, condition, availability of replacement, and usage of the existing vehicles.
In-stock vehicles have been made available to the Village. After the $16,000.00 Nissan Fleet rebate, each vehicle will be invoiced for $22,332.70. With a potential $5,000 Com Ed rebate, $7,500 IRS rebate, and the existing vehicle sale, predicted to be between $7,000 and $12,000, the vehicles will end up costing from approximately $3,000.00 to generating $2000.00 in revenue.
The new vehicles are plug-in electric-powered and come with a three-year, 36,000-mile bumper-to-bumper warranty, a five-year, 60,000-mile Corrosion warranty, an eight-year, 100,000-mile Electric component warranty, and three-year Roadside Assistance.
The current Administration vehicles being replaced are all hybrids, but still incorporate an ICE (Internal Combustion Engine). The removal of these vehicles and the purchase of the Leaf S+ vehicles 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 so as not to become a hindrance.
Each year, the Village allocates funds for the annual replacement of vehicles and equipment. This keeps the Village equipped with up-to-date equipment, allowing Village employees to carry out their core services. The Public Works Department manages the budget for vehicles and equipment that will replace those units that have reached the end of their service life under the fleet replacement program.
The fleet vehicle replacement program intends 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 vehicles will be sent to Auction, repurposed, or scrapped. The Equipment Replacement Analysis Report for the vehicles being replaced is attached.
Timing Considerations
Village Manager Spending Authority was utilized for the initial purchase, as there was no opportunity to present this item to the Village Board in advance of the expiration of the fleet incentive. This item is being presented retrospectively.
Budget Impact
The purchase of six (6) 2025 Nissan Leaf S+ vehicles will not exceed $133,996.20.
Sufficient funding is provided in the Fiscal Year 2025 Administration Vehicle Replacement Fund Account No. 3032.43900.101.570750 and the Public Works Vehicle Replacement Fund Account No. 3032.43900.858.570750.
Funds for necessary equipment, such as cabin/workspace upfit, light bar, graphics, etc., will also come from these accounts, but will be purchased separately from vendors who supply this equipment.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
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
Adopt the Resolution.
Advantages:
• The Village will have significant savings on the purchase of new EV vehicles.
• Possible revenue will be generated from the sale of used vehicles.
• New vehicles will include new warranties.
• Newer safety features, updated ABS, and SRS are included with the new vehicles.
• These vehicles have no emissions.
Disadvantages:
• There are no disadvantages to this action.
Alternatives
Alternative 1:
The Board can table the item for additional information or consideration.
Advantages:
• The Board will be presented with any additional requested information.
Disadvantages:
• There are no disadvantages to this action.
Anticipated Future Actions
The Public Works Department anticipates bringing resolutions authorizing vehicle/equipment purchases, as authorized per the approved Fleet Replacement Fund Budget, to the Village Board when vehicles or ordering windows become available.
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 - 2025 6 Nissan Leafs Purchase
2. Supporting Purchase Authorization Documents - 2025 6 Nissan Leafs Purchase