Submitted By
Rob Sproule, Public Works Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Approving the Replacement of Three Salter Bodies on Village Dump Trucks Through the Purchase and Installation of Certain Equipment from Lindco Equipment Sales, a Division of Viking-Cives, Through the Sourcewell Joint Purchasing Program in an Amount Not to Exceed $147,483.00 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2024 Public Works Vehicle Replacement Fund budget includes the replacement of three salters on Village tandem axle dump trucks, which consists of the replacement of the current salters and 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.End
Recommendation
Recommendation
Approve the Resolution.
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 fleet replacement program intends 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 acquisitions whenever possible in support of the fleet maintenance program and to operate the Village’s fleet in a fiscally responsible manner.
These items are an upgrade from the current chain drive to the auger drive, providing for a steadier flow of salt for road coverage. This matches the auger drives in the single-axle truck salters.
The cost for the replacement of three salters is $49,161.00 each, totaling $147,483.00. This course of action will provide the Village with better control over salt quantities used for snow and ice clearing, moderating the amount of road salt dispensed into the environment and simplifying the repair and maintenance of equipment.
Fiscal Impact
The replacement of three salters and associated electronics and hydraulics will cost $49,161.00 each, totaling $147,483.00.
Funding is provided through the Public Works Vehicle Replacement Fund, account No. 3032-43900-858-570750, in the amount of $165,000.00.
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.
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/refurbishment of vehicles per the approved Fleet 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 equipment and services will be purchased through the Sourcewell Joint Purchasing Program 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 leverage its resources as an invaluable service cooperative partner to strategically reinvest in its service communities. Sourcewell membership is available to all education and government entities, as well as nonpublic schools and nonprofit organizations. The Village is a member.