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 Ford F250 Pickup Truck with Plow from Currie Motors of Frankfort, Illinois in an Amount Not to Exceed $57,577.00 and Waiving the Village’s Bid Process for the Purchase
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Overview
Overview
The Fiscal Year 2023 Water and Sewer Fund includes the replacement of one (1) 2008 Chevrolet Pickup truck with a plow which is to be replaced with one (1) 2023 Ford F250 Pickup truck with a plow. A vehicle order was placed with Currie Motors of Frankfort, Illinois, in late 2022 during the order window for 2023 vehicles. There is a very limited production of Fleet type vehicles and previous orders have been canceled or just not built. Staff has received notice from the dealer that they are confident the 2023 Ford Pickup Truck will be built, upfitted, and made available for purchase by the Village of Oak Park. Staff are requesting authority to purchase the vehicle when it becomes available.
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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. Several orders placed for 2022 were canceled, and 2023 vehicles have no guarantee of being produced by the manufacturers.
The new vehicle will include a 4-wheel drive, a 6.8 Liter V 8 gas engine, and come with a snow plow and associated equipment. It also comes with a three-year, 36,000-mile bumper-to-bumper warranty & a five-year, 60,000-mile Power train warranty.
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/water & sewer 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 vehicle will be sent to Auction.
The Equipment Replacement Analysis Report for the vehicle being replaced is attached.
Fiscal Impact
The purchase of one 2023 Ford F250 pickup truck with a plow will cost $57,577.00.
Funding is provided in the Fiscal Year 2023 Water Vehicle Replacement Funds Account No. 5040.43730.777.570750 and 5040.43750.781.570750.
Funds for necessary equipment such as cabin/workspace up fit, light bar, lift gate, 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 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
N/A.
Intergovernmental Cooperation Opportunities
N/A.