R-1509 - 11/10/2015 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 6.D.4)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
November 10, 2015
SUBJECT: Award of Contract—Unit 515 —Front End Loader Replacement
FROM: Rania Serences, Senior Purchasing Assistant
Doug Patchin, Interim Public Works Director
BUDGET SOURCE/BUDGET IMPACT: $129,800 in Program #342, Equipment
Replacement(342-90200).
RECOMMENDED MOTION: I move that the Village Board waive further bidding since
National Joint Purchasing Alliance (NJPA) already conducted the bid process and issue a
purchase order to West Side Tractor Sales, Naperville, Illinois for one 2014 John Deere
524K IT4 4WD Loader in the amount of$129,800, and approve Resolution R-1509
Background/History:
The loader being replaced is Unit #515, a 1999 Case 621C Front End Loader, purchased in 1999
in the amount of$88,250. To date, the Village has spent $84,393.68 on maintenance and major
repairs including transmission and radiator replacements. Currently, the loader is experiencing
transmission problems and is no longer economically serviceable. The cost of replacing the
transmission is $25,000. Because of age, service history, and current mechanical problems with
the loader, it was determined that Unit#515 will be replaced now rather than in 2018.
Staff requested information on demonstration models comparable to our current unit from West
Side Tractor, Patten Tractor, and Burris Equipment. Demonstration models are new equipment
used to showcase the manufacturer's equipment with low run hours that still have a warranty.
Westside Tractor had a 2014 John Deere 524K IT4 4WD loader with 416 hrs for $129,800.
Patten Tractor had a 2015 Cat 924 loader with 200 hrs for $ 147,500. This unit did not have the
(IT) Integrated Tool Carrier System which allows us to change between different front
attachments that the Village owns. Burris Equipment, local Case vendor, did not have any
comparable equipment available for demonstration. After the demonstration, staff determined
jAworddoc\bid recommendations\2015 bid recommendations\pw unit 515,doc
that the 2014 unit being offered by West Side Tractor meets all the Village's needs and has more
features available than the other unit and newer models also being offered through NJPA and
West Side Tractor Sales. Also, the 2014 unit is ready for delivery once the order is placed. 2016
units will not be available until early-2016.
When looking for equipment, we first explore what has already been bid, through various
Cooperative Purchasing Programs (they have much more purchasing power than we do, and can
usually get a better price). Pursuant to the provisions of Section 1-7-10 of the Code of
Ordinances and Compiled Statutes, the Village is permitted to join with other governmental units
in order to benefit from cooperative purchasing arrangements.
Recommendation:
That the Village Board waive further bidding since National Joint Purchasing Alliance (NJPA)
already conducted the bid process and issue a purchase order to West Side Tractor Sales,
Naperville, Illinois for one 2014 John Deere 524K IT4 4WD Loader in the amount of$129,800,
and approve Resolution R-1509
j:\worddoc\bid recommendations\2015 bid recommendations\pw unit 515.doc
RESOLUTION 2015-PW-PG-R-1509
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING
THE PURCHASE OF A FRONT END LOADER
WHEREAS, the Village Public Works Department is in need of a new front end loader
("Loader's; and
WHEREAS, Section 1-7-10 of the Village Code authorizes the Village to join with other units of
government in cooperative purchasing plans when it is in the best interests of the Village; and
WHEREAS, the National Joint Purchasing Alliance administers a purchasing program
("Purchasing Program', which permits local governments to purchase equipment according to
contracts bid and negotiated by the Purchasing Program, resulting in significant savings for the Village;
and
WHEREAS, the Purchasing Program sought bids for the purchase of the Loader and identified
West Side Tractor Sales of Naperville, Illinois ("WSTS'l as the lowest responsible bidder to provide the
Loader; and
WHEREAS,WSTS bid to sell the Loader for a sum of$129,800.00; and
WHEREAS the Village desires to purchase the Loader from WSTS pursuant to WSTS's bid with
the Purchasing Program; and
WHEREAS, because the Purchasing Program already conducted competitive bidding processes
for the Loader, the Village staff has recommended that the Village waive competitive bidding and approve
the purchase of the Loader from WSTS; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to so waive competitive bidding
and to approve the purchase of the Loader from WSTS;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Loader is hereby waived in accordance with Section 1-7-4 of the
Village Code.
Section 3: Authorization of Purchase of the Loader. The President and Board of Trustees
hereby approve the purchase of the Loader from WSTS.
Section 4: Execution of Required Documentation. The Village President and the Village
Clerk shall be, and are hereby, authorized to execute and attest, on behalf of the Village all documents
necessary to complete the purchase pursuant to Sections 3 of this Resolution.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2015-PW-PG-R-1509
Approving the Purchase of
Loader
Page 2 of 2
APPROVED THIS 10th day of November, 2015
Gopal G. Lalmalani
Village President
PASSED THIS 10th day of November, 2015
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
West Side Tractor Sales
AMU
1400 W.Ogden Ave • Naperville, IL 60563
630 355-7150•Fax(6301355-7173
PRICE QUOTATION
COMPANY NAME: DATE:
TO: OAK BROOK VILLAGE OF October 5 2015
ADDRESS: MODEL NUMBER: WSTS STOCK NUMBER:
1200 OAK BROOK ROAD 524K IT4 1514161
CITY,STATE,ZIP: PROPOSED SHIPPING DATE: TERMS:
OAK BROOK IL IL 60523 Pa ment Upon Delivery
CONTACT: PHONE NUMBER: SALESPERSON: TO BE SHIPPED VIA:
(630)990-3000 Brandon Shreve
HERE IS OUR OUOTATION ON THE GOODS NAMED SUBJECT TO THE CONDITIONS NOTED:
WNUI I IUna: I ne prices and terms on tnis quotation are not suDject to vernal changes or otner agreements unless approvea In writing oy the nome orrice or the sever. Hu quotations ana agreements are
contingent upon strikes,accidents,fires,availability of materials and all other causes beyond our control. Prices are based on costs and conditions existing on date of quotation and are subject to change by the
seller before final acceptance.
Typographical and stenographical errors subject to correction. Purchaser agrees to accept overage or shortage not in excess of ten percent to be charged for pro-rata. Purchaser assumes liability for
patent and copyright infringement when goods are made to purchasers specification. When quotations specifies material to be furnished by the purchaser,ample allowance must be made for reasonable spoilage
and material must be suitable quality to facilitate efficient production.
Conditions not specifically stated herein shall be governed by established trade customs. Terms inconsistent with those stated herein which may appear on Purchasers formal order will not be binding on
iho call>r
QUANTITY DESCRIPTION
1 2014 John Deere 524K IT4 4WD Loader ALL IN STOCK UMTS SUBJECT TO PRIOR SALE
Serial Number 1DW524KZLEE660101 Quote valid for 30 days
With 416 Approximate Hours Prior Use
Equipped With:
• JOHN DEERE POWERTECHTM PVX 6068 6.81-TURBO DIESEL ENGINE RATED 141 HP
• COUNTERSHAFT-TYPE POWERSHIFTTM TRANSMISSION
• IT4 ENGINE
• MUFFLER WITH CHROME
• AIR INTAKE WO PRECLE
• RIDE CONTROL SYSTEM
• CAB WITH AIR
• ENGINE BLOCK HEATER
• RADIO,AM/FM/WB
• JRB DUAL INTERCHANGE COUPLER
• 3.0 YD BUCKET
Full Machine Warranty Through 4-18-2016
. Extended Powertrain Hydraulic Through 4-18-2018 or 3000 hrs
ADD WEST SIDE PM PLUS+36mo/3000hrs @ 500hr Intervals per hour cost only: ASK FOR QUOTE
Sell Price $129,800.00
Sales Tax $ -
•12 Months STANDARD Full Machine Warranty Balance Due $ 129,800.00
•36 Months-3000 Hour Extended Powertrain+Hydraulics Warranty
FLEET MONITORING SERVICE INCLUDED THROUGH JDLINK ULTIMATE SUBSCRIPTION