Submitted By
Rob Sproule, Public Works Director; and Shatonya Johnson, Police Chief
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving the Purchase of Five 2023 Ford Utility Hybrid Police Interceptor Vehicles with Police Package from Currie Motors of Frankfort, Illinois in an Amount Not to Exceed $229,460.00 Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The fiscal year 2023 Fleet Replacement Fund includes the replacement of six marked frontline Police vehicles. These vehicles are planned to be replaced with six 2023 Ford Utility Hybrid Police Interceptor vehicles with the Police Package. In 2022 six marked frontline Police vehicles were scheduled to be purchased through the Suburban Purchasing Cooperative (SPC) through Currie Motors of Frankfort, Illinois, but were canceled by the manufacturer. The order was immediately resubmitted for 2023 units to receive the best chance of having our order fulfilled. Five of the six have been manufactured and the production outlook for the sixth one is unknown at this time.
On February 24, 2023, the Village Manager authorized the purchase of these vehicles pursuant to Section 2-6-10 of the Oak Park Village Code which allows for purchases “without formal advertising with the approval of the Village Manager, when it is in the best interest of the Village and when it is impractical to convene a meeting of the Board of Trustees.”
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Recommendation
Recommendation
Adopt 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. The 2022 vehicles previously ordered have been canceled by the manufacturers.
Based on the urgent need to replace certain vehicles, the market constraints, and the impracticability of convening a meeting of the Board of Trustees for the purchase of a vehicle, staff requested the Village Manager grant authority to negotiate and execute the contract for the purchases of this vehicle.
On February 24, 2023, the Village Manager authorized the purchase of these vehicles pursuant to Section 2-6-10 of the Oak Park Village Code which allows for purchases “without formal advertising with the approval of the Village Manager, when it is in the best interest of the Village and when it is impractical to convene a meeting of the Board of Trustees.”
The vehicles being replaced are considered full-time emergency response vehicles and the consequences of their downtime could compromise life safety for citizens and those who work in the Village.
The new vehicle includes the standard Police package, All Wheel Drive, and comes with a three-year, 36,000-mile bumper-to-bumper and five-year, 100,000-mile drivetrain warranty.
The Hybrid drive system has the potential to save 30% in fuel usage compared to frontline Patrol vehicles currently employed by the Village.
Each year, the Village allocates funds for the annual replacement of vehicles in the Fleet Replacement Fund. 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 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 Police units will be reassigned, scrapped, or sent to Auction.
The Equipment Replacement Analysis Report for the vehicles being replaced is attached.
Fiscal Impact
The purchase of five 2023 Ford Utility Hybrid Police Interceptor Vehicles with Police Package, will cost $229,460.00
Funding is provided in the Fiscal Year 2023 Fleet Replacement Fund in account No. 3032-43900-857-570750 via a transfer from the CIP account number 3095-41300-101-413406. The amount of $382,000.00 is budgeted in the Fleet Replacement Fund.
Funds for necessary equipment such as light bars, graphics, sirens, 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 of vehicles per the approved Fleet Replacement Fund Budget.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
The Public Works Department will bring vehicle replacement requests to the Village Board as vehicles become available.
Intergovernmental Cooperation Opportunities
N/A.