R-1240 - 02/26/2013 - FIRE DEPT. - Resolutions Supporting DocumentsI` IM tu.n...r
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AGENDA ITEM
Regular Board of Trustees Meeting
of
February 26, 2013
SUBJECT: Award of Contract — Replacement Vehicle
One (1) Chevrolet Tahoe SUV — State of Illinois
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOiJRCE/BUDGET IMPACT: $36,000 is budgeted in Equipment Replacement (342- 90200)
RECOMMENDED MOTION:
I move that the Village Board waive further bidding since the State of Illinois already conducted
the bid process and issue a purchase order to Miles Chevrolet, Decatur, Illinois for one (1) 2013
Chevrolet Tahoe (4WD) in the amount of $32,541.06, and that $3,458.94 be authorized to purchase
the necessary equipment. Additionally, that the Village Board approve Resolution 2013- FD -V -R-
1240, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of
a Replacement Fire Command Vehicle.
Background/History:
As noted in the Fleet Management Policy that the Board approved in January 2012, staff has made a
concerted effort to right -size the Village's overall vehicle fleet. The Fleet Management Committee, with
the concurrence of the Public Works Head Mechanic (Alex Kostueck), recommends the replacement of
Unit C -94 based on the steadily increasing maintenance cost over the last two years and the development
of significant body rust. The vehicle being replaced is a 2003 Ford Explorer with 85,069 miles. The
projected mileage at change over is 90,000. The vehicle is the Fire Chief vehicle. It is an emergency
response vehicle and also serves as a command post during an emergency. The computer and radio in the
current vehicle will be reused. The $3,458.94 is earmarked for the purchase of lights and a computer
stand. The installation of the lights and computer stand will be done in -house by the Public Works
Department.
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. Delivery is expected approximately 30 — 90 days after receipt of order. The order cut-off
for the 2013 Chevrolet Tahoe is early March. Chevrolet will be changing the body style of the 2014
Tahoe and a significant increase in price is expected. The vehicle being replaced will be sold through the
State of Illinois iBid Program (an ordinance to declare the vehicles surplus will be presented at that time).
WWI
Recommendation:
That the Village Board waive further bidding since the State of Illinois already conducted the bid process
and issue a purchase order to Miles Chevrolet, Decatur, Illinois for one (1) 2013 Chevrolet Tahoe (4WD)
in the amount of $32,541.06, and that $3,458.94 be authorized to purchase the necessary equipment for a
total project cost of $36,000. Additionally, that the Village Board approve Resolution 2013- FD -V -R-
1240, A Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of a
Replacement Fire Command Vehicle.
RESOLUTION 2013- FD -V -R -1240
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE PURCHASE OF A REPLACEMENT FIRE COMMAND VEHICLE
WHEREAS, the Village's existing fire command SUV, unit C -94 ( "Vehicle'l, is 10 years old, has
increasing maintenance costs, and is suffering from significant body rust; and
WHEREAS, the 2013 budget includes $36,000 for the purchase of an SUV to replace the Vehicle
( "ReplacementVehicle'�; and.
WHEREAS, Section 1 -7 -10 of the Village Code of the Village of Oak Brook, Illinois 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 State of Illinois administers a cooperative purchasing program by which the State
solicited competitive bids for SUV vehicles and awarded a contract to Miles Chevrolet of Decatur, Illinois
( "Miles Chevrolet'); 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 agreement to purchase a Replacement Vehicle from Miles Chevrolet ( "Agreement'),
which Agreement is attached hereto as Exhibit A;
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 Vehicle shall be, and they are hereby, waived in
accordance with Section 1 -7-4 of the Village Municipal Code.
Section 3: Approval of Purchase of Replacement Vehicle. The purchase of a Replacement
Vehicle in a total amount not to exceed $32,722.06 from Miles Chevrolet shall be, and is hereby,
approved.
Section 4: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and Miles Chevrolet in substantially the same form as
attached as Exhibit A and in a final form approved by the Village Attorney and Village Manager.
Section 5: Execution of Agreement and Required Documentation. The Village Manager
and the Village Clerk shall be, and are hereby, authorized to execute and attest, on behalf of the Village,
the Agreement and all documents necessary to complete the purchase authorized pursuant to Section 3
of this Resolution.
Section 6: 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]
Ayes:
APPROVED THIS 2eh day of February, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 26th day of December, 2013
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2013- FD -V -R -1240
Approving the Waiver of Competitive Bidding
and Authorizing the Purchase of a
Replacement Fire Command Vehicle
Page 2 of 3
Resolution 2013- FD -V -R -1240
Approving the Waiver of Competitive Bidding
and Authorizing the Purchase of a
Replacement Fire Command Vehicle
Page 3 of 3
EXHIBIT A
Order Placement Form
Fax to (217) 872 -2069
2013 Chevrolet Tahoe PPV Police Interceptor (2WD)
Miles Chevrolet has been awarded the State of Illinois contract # PSD4016025 2013 Police Package 2 WD Tahoe.
Base PRICE includes all the specified Standard Contract Equipment for only
Police Pursuit Rated.
Underbody Skid Plate
Anti-Lock Brakes w/ Hydro-Boost
Power Windows & Power Locks
Driver & Passenger Air Bags
Side Curtain Air Bags
L & R Side Mounted Assist Steps
5.3 V8 E85 Flex Fuel Engine
Center Console - Delete
HD Black Vinyl Floor Covering
Rear Window Defogger
Auxiliary Power Outlets Frt & RR
730 CCA HD Battery
LH Mounted 6" Spotlight
Options
6 -Speed Automatic Transmission
P265/60IR17 Tires (5)
160 Amp Alternator
Locking Rear Differential
Intermittent Wipers
Cloth Front Bucket Seats
Vinyl Rear Split Bench Seat
$23,856.00
Daytime Running Lamps.
Power Steering
26 Gallon Fuel Tank
Tinted Glass
Air Conditioning
Cruise Control
Power Driver Seat
Save with the Police
Pursuit Value package
*
$2888.00
On 2WD Model.
*Includes all Standard equipment
above plus the following
options
$
988.00 On 4WD Model
Headlamp & Taillamp Flasher.
Heated Power OSRV Mirrors.
Traction Control / ESC.
AM / FM Radio W/ CD
Night Saver Dome Light
Outside Temp Display & Compass
Full Length Running Boards
Keyless Entry (2)
Ignition Override Switch (LED)
Heavy Duty Radio Suppression
100 Amp Power Outlets (2)
Titt Wheel
High Capacity HD Radiator
Delete Daytime Running Lights
140 MPH Certified Speedometer Nitrogen Filled Tires
Heavy Duty Floor Mats (4)
Heavy Duty Engine Oil Cooler
Full Size Spare Tire
Rear Heat & AC
Frame Mounted Tow Hooks
Heavy Duty Transmission Cooler
High Speed Anti -Lift Wipers
In State Delivery
AND / OR Order Options Separately
Contract Options
X Please Check Options Desired
Non Contract Options
I ninon Override Switch
$ 160.00
Engine Block Heater
$ 63.00
Dual Batteries
$ 190.00
Carpet
$ 161.50
Disable Rear Door Handles
$ 55.00
Disable Rear Door Locks
$ 55.00
Horn & Siren Circuit Wiring
$ 30.60
Headlamp & Taillamp Flasher
$ 338.00
Extra Key each
$ 40.50
Remote Keyless Package (6)
$ 61 75
Vehicles Keyed Alike
$ 21.25
HD Rubber Floor Mats 4
$ 99.89
Delivery
$ 275.00
X
Undercover Package* / Nameplates -3
Aluminum Wheels (4WD) or Covers (2WD)
Body Side Mld s / Delete S otli ht
$ 575.96
X Please Check Options Desired
Non Contract Options
* Exterior Colors Available " I Interior
Black Silver ** Call for Two Tone or
White Mocha Steel Special Color Options Ebony _ Cashmere
Gold Victory Red •• & charges.
BILL/ SHIP TO:
City, County or Village of: Tax Exemption #
Address:
Contact Person:
Phone:
State: Zip:
Fax:
Per Vehicle Price w/ Options $ Quantity: Total Order Amount:
Tom Wene - Fleet Operations Miles Chevrolet 150 W Pershing Road Decatur, IL 62526
(217) 872 -2070 Fax (217) 872 -2069 EMAIL twene@mileschevrolet.com
4 WHEEL DRIVE with HD Trailerin Pk
$ 5449.00
Push Bumper
$ 399.59
Night Saver Dome Light
$ 129.93
Full Length Running Boards
$ 396.00
Heated Power OSRV Mirrors
$ 183.71
Center Console Facto -4WD only)
$ 725.00
Splash Guards Molded Front & Rear
$ 226.00
Grille Lights & Speaker Wiring
$ 102.00
Delete Daytime Running Lams
$ 1.00
as Covers (2WD only)
$ 390.00
Aluminum Wheels 4WD only)
$ 426.00
Remote Start
$ 295.00
Ke less Entr 2 w/ 2 Keys
$ 98.50
Body Side Moldings
$ 126.00
Traction Control w/ ESC
$ 362,00
Illinois Ttie & Municipal Police Plates
$ 105.00
* Exterior Colors Available " I Interior
Black Silver ** Call for Two Tone or
White Mocha Steel Special Color Options Ebony _ Cashmere
Gold Victory Red •• & charges.
BILL/ SHIP TO:
City, County or Village of: Tax Exemption #
Address:
Contact Person:
Phone:
State: Zip:
Fax:
Per Vehicle Price w/ Options $ Quantity: Total Order Amount:
Tom Wene - Fleet Operations Miles Chevrolet 150 W Pershing Road Decatur, IL 62526
(217) 872 -2070 Fax (217) 872 -2069 EMAIL twene@mileschevrolet.com