Submitted By
Rob Sproule, Public Works Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Authorizing the Purchase of Two 2024 Ford F250 Pickup Trucks with Plows from Currie Motors of Frankfort, Illinois, in an Amount Not to Exceed $128,208.00 and Waiving the Village’s Bid Process for the Purchase
End
Overview
Overview
The Fiscal Year 2024 Water and Sewer Fund includes the replacement of one (1) 2012 Ford Pickup truck with a plow. The Fiscal Year 2024 Public Works Vehicle Replacement Fund includes the replacement of one (1) 2008 Chevy Pickup truck with a plow. Both vehicles will be replaced with two (2) 2024 Ford F250 Pickup trucks with plows. A vehicle order was placed with Currie Motors of Frankfort, Illinois, in late 2023 during the order window for 2024 vehicles. There is a very limited production of fleet-type vehicles, and previous orders have been canceled or simply not built. Staff received notice from the dealer that they are confident the 2024 vehicles will be built, upfitted, and made available for purchase by the Village of Oak Park. Staff requests the authority to purchase the vehicles when they become available.End
Recommendation
Recommendation
Adopt the Resolution.
Background
2024 model year vehicles still represent a unique procurement challenge, similar to the preceding years. Manufacturers are facing supply chain constraints and labor shortages. This has resulted in limited availability, increased cost, and procurement confirmations outside 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 previous years have been canceled, and 2024 vehicles have no guarantee of being produced by the manufacturers.
The new vehicles will have 4-wheel drive, a 6.8-liter V-8 gas engine, a snow plow, and associated equipment. They also come with a three-year, 36,000-mile bumper-to-bumper warranty, and Fleet purchases include an increase from the five-year, 60,000-mile to a five-year, 100,000-mile Power train warranty.
Each year, the Village allocates funds for the annual replacement of vehicles/equipment. Under the fleet replacement program, the Public Works Department manages the budget for vehicles/equipment that will replace units that have reached the end of their service life.
The intent of the Public Works Fleet/Water & Sewer vehicle replacement program is to replace vehicles/equipment using the established criteria for replacement of fleet vehicles/equipment, including age of vehicle/year purchased, mileage or hours, type of use (full-time, seasonal, emergency, non-emergency, etc.), consequences of downtime, maintenance history and 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.
The Equipment Replacement Analysis Report for the vehicles being replaced is attached.
Fiscal Impact
The purchase of two (2) 2024 Ford F250 pickup trucks with plows will cost $128,208.00.
Funding is provided in the Fiscal Year 2024 Water Vehicle Replacement Funds Account No. 5040.43730.777.570750 and 5040.43750.781.570750 and the Public Works Vehicle Replacement Fund Account No. 3032.43900.858.570750.
Funds for necessary equipment, such as cabin/workspace upfit, light bar, 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