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 one 2023 MT7 Trackless Sidewalk Tractor and Attachments from E.J. Equipment, Inc. of Addison, Illinois through the H-GAC Joint Purchasing Program in an Amount Not to Exceed $196,641.25 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2023 Fleet Replacement Fund includes the replacement of one (1) 2005 Trackless MT5 sidewalk tractor to be replaced with one (1) 2023 Trackless MT7 sidewalk tractor. This purchase will be made through the H-GAC Joint Purchasing Program, an opportunity for governments to leverage and pool resources for better pricing.
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Recommendation
Recommendation
Approve the Resolution.
Background
This piece of equipment operates in very harsh conditions. The current piece of equipment is used for clearing and salting sidewalks, overpasses, bike lanes, and anywhere else a regular-size plow truck cannot.
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 having 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 piece of equipment will be sold at an online auction site.
The Equipment Replacement Analysis Report for the vehicle being replaced is attached.
Fiscal Impact
The purchase of one (1) 2023 MT7 Trackless Sidewalk Tractor and attachments will cost $196,641.25.
Funding is provided in the Fiscal Year 2023 Fleet Replacement Fund, account No. 3032-43900-858-570750 in the amount of $170,000. The $26,641.25 cost overrun will be covered by carried forward funds from vehicle cancellations in Fiscal Year 2022.
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
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 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
The piece of equipment is to be purchased through the H-GAC (Houston-Galveston Area Council) Joint Purchasing Program in order to take advantage of the volume discounts involved in such joint purchasing efforts.
The H-GAC is a "Government-to-Government" procurement service available nationwide. Governmental entities have been procuring products and services through H-GAC for over 30 years. As a unit of local government assisting other local governments, H-GAC strives to make the governmental procurement process more efficient by establishing competitively priced contracts for goods and services, and providing the customer service necessary to help its members achieve their procurement goals. All contracts are available to members of H-GAC have been awarded by virtue of a public competitive procurement process compliant with state statutes.
All units of local government, including non-profits providing governmental services, are eligible to join H-GAC. The Village is a member.