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 One 2024 John Deere C317G Compact Loader from West Side Tractor Sales of Lisle, Illinois, through the Sourcewell Joint Purchasing Program in an Amount Not to Exceed $64,903.83 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2024 Public Works Fleet Replacement Fund includes the replacement of one (1) 2005 Compact Loader to be replaced with one (1) 2024 John Deere C317G Compact Loader. This purchase will be made through the Sourcewell Joint Purchasing Program, an opportunity for governments to leverage and pool resources for better pricing.
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Recommendation
Recommendation
Adopt the Resolution.
Background
This piece of equipment is used extensively at Public Works for salt loading, shipment reception, and snow clean-up in parking spots around the facility, among other duties. The replacement unit will be equipped with tracks instead of tires, multiplying its usefulness in salt dome maintenance and having more lifting capabilities than our existing equipment. The equipment comes with a 65 hp engine, LED lighting, backup camera, and a two (2) year, 2000 hour, whichever comes first, warranty. The current equipment’s attachments may be used on the new equipment.
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 vehicle replacement program intends to replace vehicles/equipment using the established criteria for replacement of 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 and costs, drivers’ evaluations, trade-in or resale values, and indispensability of vehicle/equipment as a guide to guard against high maintenance costs and low resale values.
The Fleet Division’s goal is to standardize vehicle acquisitions whenever possible to support 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 one (1) 2024 John Deere C317G Compact Loader will cost $64,903.83.
Funding is provided in the Fiscal Year 2024 Public Works Vehicle Replacement Fund, account No. 3032-43900-858-570750 in the amount of $90,000.
Funds for necessary equipment such as additional lighting, etc., will also come from this account but will be purchased separately from vendors who supply this equipment.
DEI Impact
This vehicle will allow the Public Works Department to perform essential services that ensure accessibility for marginalized communities most in need and for Oak Park as a whole.
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 Public Works Vehicle Replacement Fund Budget.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
The Public Works Department brings vehicle replacement requests to the Village Board annually.
Intergovernmental Cooperation Opportunities
This vehicle will be purchased through the Sourcewell Joint Purchasing Program to take advantage of the volume discounts involved in such joint purchasing efforts.
Operating out of Minnesota, the Sourcewell Joint Purchasing Program provides member-centered solutions that enable government, education, and nonprofit agencies to work more efficiently and leverage their resources to strategically reinvest in the communities they serve as an invaluable service cooperative partner. Sourcewell membership is available to all education and government entities, as well as nonpublic schools and nonprofit organizations. The Village is a member.