Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Authorizing the Purchase of three 2023 Ford F550 Super Duty Trucks with Upfits and Plows from Lindco Equipment Sales, a division of Viking-Cives of Merrillville, Indiana through the Sourcewell Joint Purchasing Program in an Amount Not to Exceed $313,636.00 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2023 Fleet Replacement Fund and Water and Sewer Vehicle Replacement Fund includes the replacement of three (3) Ford Super Duty trucks to be replaced with three (3) 2023 Ford F550 Super Duty trucks with upfits and plows. 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
2022 and 2023 model-year vehicles are representing a unique procurement challenge. Manufacturers are facing supply chain constraints and labor shortages. This is resulting in limited availability, increased cost, and procurement confirmations outside of 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.
In November of 2022, staff were informed by Lindco that a Sourcewell Cooperative order window for 2023 Ford F550 trucks may open later that month. Staff provided a letter of intent to Lindco based on the Fiscal Year 2023 proposed Fleet Replacement Fund budget to hold order spots for the Village. Lindco has recently informed the Village that they are highly confident that our orders will now be fulfilled and need confirmation that the Village intends to move forward with the purchase. Staff are requesting authority to purchase the vehicles when they are completed and available for purchase.
All three vehicles are 2023 Ford F550 chassis equipped with a 7.3L V8 gas engine, 4-wheel drive, 3-year/36,000-mile bumper-to-bumper warranty, a 5-year/100,000-mile Commercial Powertrain warranty, and are equipped with snow plows. Each vehicle will be upfitted for their particular user’s needs. One is a dump truck, one is a specialized chipper truck, and one is a flatbed with a removable anti-icing system for pretreating streets in the Winter months and hauling materials in the warmer months.
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 & 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 vehicle being replaced is attached.
Fiscal Impact
The purchase of three (3) 2023 Ford F550 Super Duty trucks with upfits and plows will cost $313,636.00.
Funding is provided in the Fiscal Year 2023 Water and Sewer Fund, account No. 5040-43750-781-570750 in the amount of $95,000, and in the Fiscal Year 2023 Fleet Replacement Fund Account No. 3032.43900.858.570750 in the amount of $300,000.
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
These vehicles will provide essential services that ensure accessibility for marginalized communities most in need and for Oak Park overall.
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 Water and Sewer 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
These vehicles are to be purchased through the Sourcewell Joint Purchasing Program in order to take advantage of the volume discounts involved in such joint purchasing efforts.
The Sourcewell Joint Purchasing Program, operating out of Minnesota, provides member-centered solutions that enable government, education, and nonprofit agencies to work more efficiently, and leverages its 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.