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 One 2023 John Deere 444 P 4WD Loader from West Side Tractor Sales Co. of Lisle, Illinois through the Sourcewell Joint Purchasing Program in an Amount Not to Exceed $172,904.24 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2023 Water and Sewer Vehicle Replacement Fund includes the replacement of one (1) 2005 John Deere 544 J Loader to be replaced with one (1) 2023 John Deere 444 P 4WD Loader. 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
Adopt the Resolution.
Background
This piece of equipment operates in very harsh conditions. The current piece of equipment is used for construction spoils, salt loading, filling of holes after construction projects, moving of artwork for special events, and leaf pile moving/consolidating, among other things.
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 vehicle replacement program is to replace vehicles/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 piece of equipment will be traded in.
The Equipment Replacement Analysis Report for the vehicle being replaced is attached.
Fiscal Impact
The purchase of one (1) 2023 John Deere 444 P 4WD Loader will cost $172,904.24
Funding is provided in the Fiscal Year 2023 Water and Sewer Fund, account No. 5040-43750-781-570750 in the amount of $250,000.
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.
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 Water and Sewer Vehicle 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.