Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
A.M. Zayyad
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 $55,000.00 and Authorizing its Execution
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Overview
Overview
The Fleet Services Division of the Public Works Department is responsible for equipping Village vehicles and equipment with emergency lighting and sound equipment. The division annually seeks competitive bids for this equipment. The low responsive bidder for the 2022 purchases is the Terramar Group, Inc. d/b/a Fleet Safety Supply.
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Recommendation
Recommendation
Adopt the Resolution.
Fiscal Impact
The Fiscal Year 2022 various Fleet Replacement Budgets allocate funds for emergency lighting and sound equipment for new vehicle purchases and replacement parts as needed.
For vehicles ordered for Fleet Replacement $47,000.00 will be charged to the following account numbers:
• $1,700.00 - Water & Sewer 5040-43730-777-570750
• $3,700.00 - Public Works 3032-43900-858-570750
• $1,700.00 - Administrative 3032-43900-101-570750
• $500.00 - Parking and Mobility 5060-43770-786-570750
• $1,700.00 - Parking Enforcement 3032-43900-856-570750
• $37,700.00 - Police 3032-43900-857-570750
For equipment needed for other reasons such as repairs or replacements, $8,000.00 will be evenly split among the General Fund, Fleet Operations Budget, Vehicle Equipment Parts, numbers 1001-43900-(731,732,733,734)-560637.
Background
As part of the 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 rest 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.
Three vendors provided bids for 2022. The materials are purchased from the lowest cost qualified vendor. Fleet Safety Supply provided the lowest responsive bid. They also provided emergency lighting, sound, and safety equipment to the Village in 2021. Fleet Safety Supply provides unlimited technical support, free equipment programming, 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 vehicles that have been approved by the Village Board for purchase and build-out in fiscal year 2022.
Based on the bid summary and the estimate of materials needed, considering new vehicle build-out as well as damaged or worn-out equipment during the year, staff anticipates possibly spending up to an amount of $55,000.00.
Alternatives
The Board can 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.