R-1305 - 10/08/2013 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 10.13.1)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
October 8, 2013
SUBJECT: Award of Contract
Unit#512—Pick-Up Truck
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Equipment Replacement - $49,500 is included in
Program #342, Equipment Replacement, for this unit.
RECOMMENDED MOTION: I move that the Village Board waive competitive bidding
since the Suburban Purchasing Cooperative (SPC) already conducted the bid process and
approve a motion to issue a purchase order to Currie Motors, Frankfort, Illinois for one (1)
2014 Ford F-350 XL 4X4 SRW Regular Cab Pick Up with 8' bed in the amount of$37,175.
Additionally, approve Resolution 2013-PW-PURCH-R-1305, A Resolution Approving the
Waiver of Competitive Bidding and Authorizing the Purchase of a Pick-Up Truck.
Background/History:
The truck being replaced is Unit#512, a 2004 Ford F-350 4x4 Pick-Up Truck with plow used by
the Public Works Department. Unit #512 has been in service since 2003 as a front line snow
plow truck and department operational vehicle.
When looking for vehicles, we first explore what vehicles have already been bid through
Purchasing Cooperatives (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. The Suburban Purchasing Cooperative
(SPC) conducted the bidding process and awarded a contract to Currie Motors (see attached for
pricing received).
jAworddoc\bid recommendations\2013 recommendations\2013 unit 512.doc
The entire project consists of Currie Motors supplying the pick-up truck and delivering it to
Monroe Truck Equipment in Joliet. Monroe supplies and installs the following equipment onto
the truck:
• Snow plow
• Emergency lighting
• Toolbox
• Hitch
Monroe then delivers the finished truck to the Village. Delivery is expected approximately 30
days after receipt of the truck.
The truck being replaced will be sold through an online auctioneer run by the State of Illinois,
known as iBid (an ordinance to declare it surplus will be presented prior).
Recommendation:
That the Village Board waive competitive bidding since the Suburban Purchasing Cooperative
(SPC) already conducted the bid process and approve a motion to issue a purchase order to
Currie Motors, Frankfort, Illinois for one (1) 2014 Ford F-350 XL 4X4 SRW Regular Cab Pick
Up with 8' bed in the amount of$37,175. Additionally, approve Resolution 2013-PW-PURCH-
R-1305, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the
Purchase of a Pick-Up Truck.
jAworddoc\bid recommendations\2013 recommendations\2013 unit 512.doc
RESOLUTION 2013-PW-PURCH-R-1305
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING
THE PURCHASE OF A PICK-UP TRUCK
WHEREAS, the Village has a 2004 Ford F-350 pick-up truck, known as Unit 512, which is in need
of replacement; 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 Village participates in the Suburban Purchasing Cooperative ("SPC"), which
permits local governments to purchase commodities and services according to contracts bid and
negotiated by the SPC, resulting in significant savings for the Village; and
WHEREAS, the SPC sought bids for the purchase of 2014 Ford F-350 pick-up trucks
("Replacement Truck") and identified Currie Motors of Frankfort, Illinois ("Currie"), as the lowest
responsible bidder; and
WHEREAS, price offered by Currie for the Replacement Truck is $37,175.00, which includes
$31,187.00 for the Replacement Truck and $5,988.00 to equip the Replacement Truck with a snow plow,
emergency lighting, and other necessary equipment (collectively "Equipment"); and
WHEREAS the Village desires to purchase the Replacement Truck and Equipment from Currie
pursuant to Currie's bid with the SPC for a price not to exceed $37,175.00; and
WHEREAS, because SPC already conducted competitive bidding processes for the purchase of
the Replacement Truck and Equipment, the Village staff has recommended that the Village waive
competitive bidding and approve the purchase of the Replacement Truck and Equipment from Currie; 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 Replacement Truck and Equipment;
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 Replacement Truck and Equipment are hereby waived in
accordance with Section 1-7-4 of the Village Code.
Section 3: Authorization of Purchase of the Replacement Truck. The purchase of the
Replacement Truck and Equipment that meets the specifications set forth in Exhibit A, attached hereto
and incorporated herein, in a total amount not to exceed $37,175.00 is hereby authorized.
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.
Resolution 2013-PW-PURCH-R-1305
Approving the Purchase of
Replacement Pick-Up Truck
Page 2 of 3
APPROVED THIS 8th day of October, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 8th day of October, 2013
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2013-PW-PURCH-R-1305
Approving the Purchase of
Replacement Pick-Up Truck
Page 3 of 3
EXHIBIT A
Specification of the Replacement Truck
#25986891_vl
09/27/2013
Suburban Purchasing Cooperative Contract # 104
Currie Motors Frankfort
2014 Ford F-350 XL 4x2 DRW $ 19,118.00
Regular cab Pick Up with 8' bed
Oxford White
Single Rear Wheel 4X4 Pick up $2,386.00
6.7 01-IV Power Stroke Diesel V8 $6,503.00
Torq Shit16-speed Automatic - OD
Limited Slip Axle $ 350.00
Electronic Shift-on-the-fly- 4x4 $ 154.00
Extra H.D. Alternator $ 62.00
Trailer Brake Controller $230.00
Snow Plow Prep Package $71.00
LT245/75Rx 17E BSW AT tires $ 125.00
Steps—6"angular black ruruiing board $ 266,00
Manual Sliding Rear Window $ 104.00
Tough Bed Spray in Bed Liner $ 374.00
Up Fitters Switches $ 104.00
4-Corner Strobes $ 750.00
Detailed Shop Manual (CD) $295.00
Steel 40/Console/40 Vinyl $ 295.00
Pick Up Subtotal $ 31,187.00
Monroe Truck Equipment Quote#71156 $ 5,988.00
Snow Plow, Emergency Lighting
and associated equipment. See Attached
Plod-,Equipment, and Setup Sub Total $ 5,988.00
Total Cost $37,175.00
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MONROE TRUCK EQUIPMENT-JOLIET
812 DRAPER AVENUE R, ,_,,,
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JOLIET IL 60432 k "
815-727-3134 FAX 815-727-5429
CUSTOMER 220800 QUOTE # 71156
Ship to: OAK BROOK, VILLAGE OF DATE: 09/27/13
1200 OAK BROOK ROAD CUST PO #
DOUG PATCHIN TERMS: NET 30
OAK BROOK IL 60523-2255 SALES REP: 303
QUOTED BY: RICK MICH
MODEL AND DESCRIPTION
***WEATHER GUARD 127-0-02 ALUMINUM TOOL BOX
***DZ-4138 TAILGATE AND CAP PROTECTOR
***DR-41931 DRAW TITE HITCH
***WATCH DOG PAVEMENT SENSOR
***PH-T-60-AL; RIGID MOUNT PINTLE HOOK (4 BOLT)
*** 2" ADJUSTABLE PINTLE MOUNTING PLATE WITH PIN AND CLIP
81 BOSS SUPER DUTY STRAIGHT BLADE SNOWPLOW
***********r*********** FREE PLOW PROGRAM ****+*****************
- SMARTHITCH 2
- SMARTTOUCH 2 CONTROLLER
- SMARTLIGHT 2
- SMARTSHIELD
- HIGH-PERFORMANCE HYDRAULIC PACKAGE
- ENCLOSED HYDRAULICS
- CHAINLESS HYDRAULIC CYLINDER LIFTING SYSTEM
- FULL MOLDBOARD TRIP DESIGN
- REINFORCED MOLDBOARD
- CAST-IRON PLOW SHOES
- BLADE SHOCK ABSORBER
- HEAVY-DUTY PUSH FRAME AND QUADRANT
- INSTALLED
- TWO-YEAR LIMITED WARRANTY
- BOSS; STRAIGHT BLADE; RUBBER SNOW DEFLECTOR; INSTALLED
- BOSS; STRAIGHT BLADE; 8' SUPER DUTY; STEEL
- 7-WAY CONNECTOR, ROUND SOCKET, FLAT PIN, RV STYLE
- CODE 3 21TR22A2 ROOF MOUNT LIGHT BAR
- CODE 3 ARROW STICK XT308AS
- PLOW WINGS ADDED TO PLOW
TOTALQUOTE --------------------------------------------------------------------- 5,988.00
Submitted By: RICK MICHALOWSKI for MONROE TRUCK EQUIPMENT