Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Purchase Price Agreement with The Terramar Group, Inc. d/b/a Fleet Safety Supply for Emergency Lighting and Sound Equipment for Vehicles in an Amount Not to Exceed $95,000.00 and Authorizing its Execution
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Overview
Overview
The Fleet Services Division of the Public Works Department is responsible for equipping Police vehicles and Public Works equipment with emergency lighting and sound equipment. The division annually seeks competitive bids for this equipment.
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Recommendation
Recommendation
Adopt the Resolution.
Background
As part of the Village’s vehicle replacement program, new vehicles requiring emergency lighting, sound equipment, and graphics have their work completed in-house by Village staff. The equipment that is universal and in satisfactory condition is reused and the remainder is purchased from vendors.
Vendors that handle this type of equipment were contacted to provide pricing. The notice of the request was also advertised on the Village website, as well as in the local paper.
Two vendors provided bids in 2023. The materials are purchased from the lowest-cost qualified vendor. Fleet Safety Supply provided the lowest responsive bid. They have been a provider of this type of equipment to the Village for several years. Fleet Safety Supply provides unlimited technical support, free equipment programming, project kitting, and advanced warranty replacement on all LED lighting. They have provided loaner equipment while items are out for repair, when available, in order to keep our emergency vehicles in service.
The quoted equipment is for the Public Works, Parking, and Police vehicles that have been approved by the Village Board.
Based on the bid summary and the estimate of materials needed, potential new vehicle builds as well as damaged or worn-out equipment during the year, staff anticipates possibly spending up to an amount of $95,000.00.
Fiscal Impact
The Adopted FY 24 Budget allocates funds for emergency lighting and sound equipment for new vehicle purchases and replacement parts as needed.
Depending on vehicle orders and availability there are sufficient funds budgeted in the following accounts:
3032-43900-858-570750 (Fleet Replacement, Public Works, Vehicles)
3032-43900-856-570750 (Fleet Replacement, Parking Enforcement, Vehicles)
3032-43900-857-570750 (Fleet Replacement, Police, Vehicles)
5040-43730-777-570750 (Water & Sewer, Water, Vehicles)
5060-43770-786-570750 (Parking, Street Parking, Vehicles)
1001-43900-101-560637 (General, Public Works- Fleet Operations, External Support)
DEI Impact
N/A.
Alternatives
The Village Board may delay action to gain additional information.
Previous Board Action
The Village Board has approved similar purchase price agreements in previous years.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will be bringing this type of purchase agreement to the Village Board annually.
Intergovernmental Cooperation Opportunities
N/A.