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A Resolution Approving a Service Agreement with Oxcart Permit Systems LLC for Oversized and Overweight Vehicle Permitting Services, Waiving the Competitive Bidding Process, and Authorizing its Execution
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Introduction
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Oxcart Permit Systems is a sole source vendor that manages online permits for oversized and overweight vehicles. They currently manage this task for the Illinois Department of Transportation and many Illinois municipalities. This no-cost agreement allows for the creation of a streamlined permitting system that will benefit both the permit applicant by streamlining processes and the Village by reducing staff time as well as establishing a permit fee collection system which will generate new revenues for the Village.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior action:
• On September 30, 2025, the Board approved the Annual Building and Construction Permit Fee and Zoning Application Fee Schedule Review and Update which included the addition of Overweight and Oversized Vehicle Fees (ORD-25-176).
Background
The Village does not currently charge for overweight/oversized vehicles traveling on Village roads and does not formally track permits. Included in the annual fee update to Village Code was a fee for overweight and oversized permits ($100 for Oversized only and $150 a vehicle that is overweight). These permit fees are consistent with the majority of the municipalities using this system. Under the terms of this agreement Oxcart would manage the routing based on Village Code and collect the fees from applicants. Oxcart also manages the permits for the Illinois Department of Transportation. Since most of the vehicles requiring a permit enter the Village through IDOT roads, contracting with Oxcart provides the applicant with a seamless process to make sure all permits are secured.
The Oxcart service is a web based permitting portal. The applicant will enter in the origin and destination information and a route and fee will be generated. Once the application is complete, staff will be notified that there is a permit to review and approve. The route will either be approved or modified and the fee will be collected by Oxcart. Oxcart will keep a portion of this fee as defined in the agreement ($13.50 per permit) and the remainder will be paid to the Village.
Timing Considerations
Adoption at this time will allow for ample time for the contracted services to be set up for this process to begin on January 1, 2026.
Budget Impact
Under the current process, there are no permits required for oversized/overweight vehicles, and no fees are collected. Under the proposed process, these fees will be collected, and revenue from these fees will go to the Capital Improvement Fund to offset the damage done to the roadways as a result of these oversized/overweight vehicles.
This is the first year of this proposed system and since permits were previously not required or tracked it is unknown how much revenue will be generated by switching to the Oxcart system. The total amount of fees anticipated annually is expected to be less than $10,000.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery. The use of this service will reduce demands on staff time since the current process is time consuming and not an automated process.
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. Contracting with the same service as the department of transportation and other municipalities allows for standardization for permit applicants, the service will lighten the workload on Village staff, and revenues will be generated.
Advantages:
• Reduced staff time on the approval of oversize and overweight permits.
• Standardization of permitting systems with surrounding roadway authorities reduces applicant confusion and time.
• This action will generate revenues.
Disadvantages:
• There are no disadvantages to this action.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would be presented with the additional information they requested.
Disadvantages:
• The timing of the eventual Board action will impact the desired implementation schedule for January 1st.
Alternative 2:
The Board can vote down the item.
Advantages:
• There are no advantages to this action.
Disadvantages:
• This action can result in a loss of potential revenues.
• Increased staff time administering permits
• Inconsistencies with permit fees ordinances
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Agreement