Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Authorizing the Purchase of One 2022 Falcon 2 Ton Hot Patch Trailer, from Midwest Paving Equipment, Inc. through the Sourcewell Joint Purchasing Program in an Amount Not to Exceed $34,748.00 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2022 Fleet Replacement Fund includes the replacement of one 2005 RMV 2 Ton Hot Patch trailer to be replaced with one 2022 Falcon 2 Ton Hot Patch Trailer. 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
Approve the Resolution.
Fiscal Impact
The purchase of the one 2022 Falcon 2 Ton Hot Patch Trailer will cost $34,748.00
Funding is provided in the Fiscal Year 2022 Fleet Replacement Fund, Public Works Vehicle replacement, account No. 3032-43900-858-570750 in the amount of $35,000.00.
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.
Background
This equipment is utilized for pothole patching. Patching material is dumped into the box on the trailer allowing for crews to shovel the material into the pothole from the back of the equipment. This piece of equipment operates in very harsh conditions. The current trailer requires large, heavy propane tanks to be changed out for heating of asphalt. The replacement trailer heats with kerosene or bio diesel and has a dump option broadening the abilities for the crew. The existing equipment is made of thin sheet metal and is rotting out creating a need to replace it.
The local authorized dealer for the Falcon equipment is Midwest Paving Equipment from Glen Ellyn, Illinois.
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 having 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 vehicles/equipment, including age of vehicle/year purchased, mileage or hours, type of use (full time, seasonal, emergency, non-emergency, etc.), consequences of down time, 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 sent to Auction.
The Equipment Replacement Analysis Report for the vehicle being replaced is attached.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Village Board has annually approved replacement 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 piece of equipment is 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.