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A Resolution Authorizing the Rebuilding of one Tandem Axle Dump Truck Through the Purchase and Installation of Certain Equipment from Lindco Equipment Sales, a Division of Viking-Cives in an Amount Not to Exceed $102,665.00 and Waiving the Village’s Bid Process for the Rebuilding
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Introduction
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The Fiscal Year 2025 Water and Sewer Vehicle Replacement Fund budget includes the rebuilding of one tandem axle dump truck, which consists of the replacement of the current dump body, plow, plow mount, and replacement of associated electronics and hydraulics. The equipment will be purchased from and installed by Lindco Equipment Sales, a Division of Viking-Cives. 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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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• The Village Board approved funding for this vehicle/equipment rebuilding as part of the Fiscal Year 2025 Capital Improvement Budget on November 11, 2024 (MOT 24-264).
Background
Each year, the Village allocates funds for the annual replacement of vehicles. The Public Works Department manages the budget for vehicles that will replace those units that have reached the end of their service life under the fleet replacement program.
The intent of the fleet replacement program is to replace vehicles and equipment using the established criteria for replacement of fleet 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/equipment acquisitions whenever possible in support of the fleet maintenance program and to operate the Village’s fleet in a fiscally responsible manner.
This item will include the replacement of one dump body, plow, and plow mount, and the replacement of associated electronics and hydraulics. This purchase will provide this piece of equipment with many more years of useful service from the existing chassis.
The equipment being replaced will match the previous truck rebuilds providing commonality of parts and maintenance for service technicians as well as usage for the drivers.
The cost for the rebuilding of this truck will be $102,665.00. This course of action will provide the Village with a guaranteed truck build, considering the current new vehicle chassis unpredictability.
Timing Considerations
Adoption at this time will allow for delivery of services on a suitable schedule.
Budget Impact
The replacement of one dump body, plow, and replacement of associated electronics and hydraulics will cost $102,665.00.
Funding is provided through the Water Vehicle Replacement Fund, account No. 5040.43750.781.570750, in the amount of $150,000.00.
Funds for necessary equipment, such as cabin/workspace upfit, emergency lighting, etc., will also come from this account but will be purchased separately from vendors who supply this equipment.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• This action will extend the useful life of existing equipment
• This action will standardize snow removal equipment controls.
• This action will standardize snow plow truck mounting.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• Board members would be presented with the requested information.
Disadvantages:
• Delays could result in the village’s inability to acquire a build slot, causing it to renew the order process for rebuilding or replacement.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action will result in savings on the expenditure of funds.
Disadvantages:
• Staff would be required to begin the order process for vehicle rebuilding or replacement.
• This action will delay the rebuilding/replacement of older Village equipment.
Anticipated Future Actions
The Public Works Department anticipates bringing resolutions authorizing vehicle/equipment rebuilding or purchasing, as authorized per the approved Fleet Replacement Fund Budget, to the Village Board when necessary.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Supporting Documents