Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Authorizing the Purchase of One 2023 Altec AT335 Bucket truck from Altec Inc. of Birmingham, Alabama through the Sourcewell Joint Purchasing Program in an Amount Not to Exceed $122,841.00.00 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 (1) Public Works Street Lighting 2005 Versalift Bucket truck to be replaced with one (1) 2023 Altec AT335 Bucket truck. 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 2023 Altec AT335 Bucket truck is currently quoted at $111,674.00
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 $125,000. The vehicle will be ordered in Fiscal Year 2022 for possible delivery in Fiscal Year 2023. A Purchase Order will be opened to encumber $122,841.00 (Quoted price of $111,674.00 plus 10%). If the vehicle is not delivered until 2023 the funds will be carried forward to the next fiscal year.
Funds for necessary equipment such as cabin/workspace up fit, light bar, etc. will also come from this account but will be purchased separately from vendors who supply this equipment.
Background
Manufacturers are imposing surcharges based on manufacturing delays and cost increases associated with a variety of issues. These issues include increased demand and manufacturing ability, material and component supply chain issues, and increased fuel costs. It remains possible that the quoted price could escalate between now and the time of delivery. Staff estimates a 10% contingency over the quoted price to cover these possible surcharges. This will position the Village to handle possible surcharges should they arise.
The new chassis will come with a 3-year/36,000-mile basic warranty and a 5-year/60,000-mile powertrain warranty. The aerial has a 1-year parts and labor warranty and a lifetime structural warranty. The base chassis is the same model as our ambulances, better standardizing the Village Fleet, simplifying maintenance and parts stock.
Each year, the Village allocates funds for the annual replacement of vehicles. The Department of Public Works 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 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 vehicle 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 the 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 vehicle 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