Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Authorizing the Purchase of Six 2023 Nissan Leaf S Vehicles from Gerald Nissan of North Aurora Illinois, in an Amount Not to Exceed $160,843.56 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2022/2023 Fleet Replacement Fund includes the replacement of six (6) Administration vehicles, which are to be replaced with six (6) 2023 Nissan Leaf S Vehicles. A portion of the vehicles was scheduled to be purchased in 2022, but the order was canceled by the manufacturer. On February 08, 2023, the Village Manager authorized the purchase of these vehicles pursuant to Village of Oak Park Board Resolution 22-225_C_101022.
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Recommendation
Recommendation
Approve the Resolution.
Background
2022 and 2023 model-year vehicles are representing a unique procurement challenge. Manufacturers are facing supply chain constraints and labor shortages. This is resulting in limited availability, increased cost, and procurement confirmations outside of typical ordering timelines. In the past, the Fleet Division would typically receive notice of fleet vehicle ordering windows in the first few months of the calendar year for the existing vehicle model year with delivery expected in the summer to early fall. Several of these vehicles were ordered in 2022 only to have been canceled by the manufacturers.
With some vehicles already canceled in 2022, and 2023 presenting the same challenges, staff are constantly searching for vehicle replacements that meet or are close to Village specifications, from all avenues. Staff identifies and prioritizes vehicles for replacement based on age, condition, availability of replacement, and usage of the existing vehicles. Staff were able to find suitable vehicles for purchase in the retail marketplace.
On February 08, 2023, the Village Manager authorized the purchase of these vehicles pursuant to Resolution 22-225_C_101022 approved by the Village Board on October 10, 2022, granting the Village Manager authority to negotiate and execute contracts for the purchase of Fleet vehicles for the remainder of fiscal year 2022 in an amount not to exceed $388,000.00 and waiving the Village’s bid process for said purchases.
The new vehicles are plug-in electric powered and come with a three-year, 36,000-mile bumper-to-bumper warranty, five-year 60,000-mile Corrosion warranty, eight-year 100,000-mile Electric component warrantee, and three-year Roadside Assistance.
The current Administration vehicles being replaced are all ICE (Internal Combustion Engine) vehicles. The removal of these vehicles and the purchase of the Leaf S vehicles will further expand the Village’s green fleet and lower our total carbon footprint. The Village does explore all green options that fit the specifications/needs of Village staff, enhancing and improving their working condition, not to become a hindrance.
Each year, the Village allocates funds for the annual replacement of vehicles/equipment. The Public Works Department manages the budget for vehicles/equipment that will replace those units that have reached the end of their service life under the fleet replacement program.
The intent of the fleet vehicle replacement program is to replace vehicles/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.
The existing vehicles will be sent to Auction, repurposed, or scrapped.
The Equipment Replacement Analysis Report for the vehicles being replaced is attached.
Fiscal Impact
The purchase of the six 2023 Nissan Leaf S Vehicles will cost $160,843.56. Funding is provided in the Fiscal Year 2023 Fleet Replacement Funds Account No. 3032.43900.101.570750 and 3032.43900.858.570750 for these units. Funds for necessary equipment such as cabin/workspace up fit, any emergency lighting, etc. will also come from these accounts but will be purchased separately from vendors who supply this equipment.
DEI Impact
N/A.
Alternatives
The Board can delay 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
N/A.