R-1312 - 11/12/2013 - POLICE DEPT. - Resolutions Supporting Documents IT13H 10.13.2)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
November 12, 2013
SUBJECT: Award of Contract—Replacement Vehicle
One(1)2014 Dodge Grand Caravan—State of Illinois
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCEBUDGET IMPACT: $22,000 is budgeted in Equipment Replacement(342-90200)
to purchase this vehicle.
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 Wright Automotive, Hillsboro, Illinois for one (1)
2014 Dodge Grand Caravan in the amount of$20,955. Additionally, that $1,000 be authorized to
purchase the necessary lighting for the above vehicle. Most of the equipment can be re-used from
the vehicle being replaced.
Bacicmund/History:
The Village Board at its October 22, 2013 meeting authorized staff to conduct the bidding process for
replacement of the Police Investigation Division Tac-Van because it was unknown when the State of
Illinois was going to award a contract for the 2014 Dodge Grand Caravan. On October 28, 2013 the State
of Illinois awarded the contract to Wright Automotive(see attached spec sheet).
Six (6) police vehicles were slated for replacement in the 2013 budget. That number was reduced to five
(5) during the Village's Fleet Management Committee meetings pursuant to the criteria approved by the
Board in January 2012. Four(4) of those vehicles were replaced in August 2013. Units 315 is the Police
Investigations Division Tac-Van. The vehicle was intended for replacement after five (5) years of use.
The committee, with the concurrence of the Public Works Head Mechanic (Alex Kostueck), recommends
the replacement of the vehicle based on the miles driven, mechanical and body condition, and time in
service:
Projected Miles Engine Hours—
Unit Number Model Year Make and Model Miles at Change Over Mileage
Equivalent
315 2006 Ford Freestar 61,200 61,300 N/A
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. If approved, delivery is expected approximately 7-14 days after receipt of order because
the vehicle is already at the dealership. 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).
In addition to the purchase price for the vehicles, there will be additional costs of approximately $1,000
for the necessary police lighting.
Recommendation:
That the Village Board waive further bidding since the State of Illinois already conducted the bid process
and issue a purchase order to Wright Automotive, Hillsboro, Illinois for one (1) 2014 Dodge Grand
Caravan in the amount of$20,955. Additionally, that $1,000 be authorized to purchase the necessary
lighting for the above vehicle. Most of the equipment can be re-used from the vehicle being replaced.
RESOLUTION 2013-PD-VEH-PG-R-1312
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING
THE PURCHASE OF A POLICE VAN
WHEREAS, the 2013 budget includes $22,000 in the Equipment Replacement Fund for the
purchase of a replacement van for use by the Village Police Department; and
WHEREAS, the Village desires to purchase a 2014 Dodge Caravan with police lighting to replace
the Police Department Investigations Division's van ("Van"); 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 State of Illinois, through its cooperative purchasing program, sought bids for
Vans and identified Wright Automotive, of Hillsboro, Illinois ("Wright' , as the lowest responsible bidder;
and
WHEREAS, because the State of Illinois already conducted competitive bidding processes for the
purchase of the Van, the Village staff has recommended that the Village waive competitive bidding and
approve the purchase of the Van for a total amount not to exceed $20,955.00; 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 Van;
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 Van are hereby waived in accordance with Section 1-7-4 of the
Village Code.
Section 3: Authorization of Purchase of the Van. The purchase of the Van from Wright in a
total amount not to exceed $20,955.00 is hereby authorized.
Section 4: Execution of Required Documentation. The 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 Section 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 2013-PD-VEH-PG-R-1312
Approving the Purchase of
A Replacement Police Van
Page 2 of 2
APPROVED THIS 12th day of November, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 12th day of November, 2013
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
WRIGHT AUTOMOTIVE
RICK CRUSE
GOVERNMENT FLEET MANAGER
J217) 827-4245
STATE OF ILLINOIS CONTRACT# 227354
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2014 DODGE GRAND CARAVAN
• 120 MPH Speedometer • Accent Bodyside • Child Seat Anchor
• 12V Auxiliary Power Molding System-LATCH Ready
Outlet • Active Head Restraints • Cloth Low-Back Bucket
• 12V DC Front& Rear • Advanced Multistage Seats
Power Outlets Front Air Bags** • Compact Spare Tire
• 16"Wheel Covers • Air Filtering • CORA Tire Press
• 160 Amp Alternator • Anti-Lock 4-Wheel-Disc Monitoring Sensor
• 16X6.5 Steel Wheels Brakes 0 Dodge Badge
• 20 Gallon Fuel Tank • Assist Handles 2nd Row • Dodge Interior Accents I
• 225/65R16 BSW All B-Pillar . Door Courtesy Lamps
Season Tires • Audio Jack Input for . Door Parts Module
Mobile Devices . Driver Side Sun Visor
• AutoStick (R) Automatic w/Mirror
• 3.6L V6 24V VVT Transmission . Drvr Inflatable Knee-
Engine • Belt Moldings Bolster Air Bag
• 4 Speakers • Black Door Handles . Dual Glove Boxes
• 50 State Emissions • Black Seats . Dual Note Electric
• 6-Speed Automatic • Black Sill Applique Horns
62TE Transmission • Black/Bright Grille • Electronic Stability
• 730 Amp Maintenance • Body Color Fascias Control
Free Battery . Carpets- Floor and • Engine Oil Cooler
Cargo Area
• Exterior Mirrors • GVW/Payload Rating • Interior Observation
w/Heating Element . Halogen Quad Mirror
Headlamps • Keyless Entry
• Fixed Long Mast • Headlamp Off Time w/Immobilizer
Antenna Delay • Left Rear Qtr Trim
• Front Courtesy/Map . Heavy Duty Engine Storage Bin
Lamps Cooling • Liftgate Flood Lamp
• Front End Parts Module . Heavy Duty Radiator • Low Washer Fluid
• Front Passenger Seat . Heavy Duty Warning Signal
Belt Alert Transmission Oil Cooler • Lower UP Instr. Panel
• Front Suspension . Instrument Cluster Cubby Bin
Damper Parts Module w/Tach • LT Sliding Door w/Glass
• Front Suspension Parts . Instrument Panel • Luxury Steering Wheel
Module . Instrument Panel Parts • Manual Adjust Seats
• Fuel Optimizer Module . Monotone Paint
Calibration . Interior Assist Handles . No Rear A/C or Heater
• Grand Caravan Badge 2nd Row O/H
• Non Adjustable Pedals • Rear Suspension • Tilt/Telescope Steering
• Non Locking Fuel Filler Damper Parts Module Column
Cap • Rear Suspension Parts • Tinted Glass Windows
• Outside Temp Display in Module . Tip Start
Odometer • Rear View Day/Night • Tire &Wheel Parts
• Overhead Console Mirror Module
• Passenger Assist • Rear Window Defroster • Tire Carrier Winch
Handle A-Pillar • Rear Window • Tire Pressure
• Passenger Side Sun Wiper/Washer Monitoring Warning LP
Visor w/Mirror • Right Sliding Door . Touring Suspension
• Power Heated Mirrors, w/Glass . Trailer Sway Damping
Fold-Away • Sliding Door Alert . Uconnect 130
• Power Locks Warning AM/FM/CD/MP3
• Power Rack and Pinion • Speed Control • Urethane Shift Knob
Steering • Steering Wheel • Var Intermittent
• Power Windows, Driver Mounted Audio Ctrls Windshield Wiper
One-Touch • Supp. Side Curtain All
• Rear Dome Lamp Rows Air Bags
• Rear Seatback Grocery • Supplemental Frt Seat
Bag Hooks Side Air Bags
• Yokohama Brand Tires
29E PKG (Standard w/SE) • 6 Speakers • Floor Console
• Air Conditioning w/3 w/Cupholder
• 3.6L V6 24V VVT Zone Temp Cntrl • Rear Air Conditioning
Engine g • Body Color Bodyside w/Heater
• 6-Speed Automatic Molding • Stow'N Go Badge
62TE Transmission . Body Color Door •
• 2nd Row Buckets Sunscreen Glass
Handles
w/Fold-in-Floor
• Body Color Sill
Applique
• Easy Clean Floor Mats
$ 19,400900
CALL O � �
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2014 DODGE GRAND CARAVAN
X--OPTION PRICE
Uconnect Hands-Free Group $ 690.00
Leather Wrapped Shift Knob(CVB)
•RR View Auto Dim Mirror w/Microphone(GN5)
•Steering Wheel Mounted Audio Ctrls(RDZ)
•Uconnect Voice Command w/Bluetooth(RSP)
•Remote USB Port(RSX)
•SIRIUS Satellite Radio(RSC)
•Bluetooth Streaming Audio(RSL)
•1-Year SIRIUS Radio Service(X96)
E3 Power 8-Way Driver Seat $ 178.00
•Power 2-Way Driver Lumbar Adjust(JPE)
❑Delete Rear Air Conditioning $ -423.00
•Anti-Lock 4-Wheel HD Disc Brakes(BR3)
•Compact Spare Tire(TBT)
•P225/65R17 BSW A/S Touring Tires(TWB)
❑Uconnect 430N CD/DVD/MP3/HDD/NAV $ 1,490.00
•Garmin Navigation System(JLB)
•6.5"Touch Screen Display(RFH)
•Audio Jack Input for Mobile Devices(RSU)
•40GB Hard Drive w/28G6 Available(XRF)
•SIRIUS Satellite Radio(RSC)
•SiriusXM Travel Link(RSM)
•1-Year SIRIUS Radio Service(X9B)
•1-Year Sirius Travel Link Service(X9F)
•For More Info,Call 888-539-7474(X9A)
•ParkView(TM)Rear Back-up Camera(XAC)
❑Power Window Group $ 595.00
•Pwr Windows,Frt/Rear,Ft 1-Touch(JP5)
•Power Quarter Vented Windows(JKG)
2nd Row Power Windows(JPG)
4 CORNER LEDS $ 660.00
❑Daytime Running Lights $ 40.00
❑Security Alarm $ 195.00
❑Engine Block Heater $ 80.00
❑SIRIUS Satellite Radio $ 195.00
•1-Year SIRIUS Radio Service(X9B)
•For More Info,Call 888-539-7474(X9A)
❑Load Leveling and Height Control $ 258.00
❑MOPAR UConnect Web $ 650.00
Item is a Mopar accessory that may require installation by your dealer.Actual price of item is determined by the dealer
and may vary from price shown.Listed price does not include installation or sales tax.See dealer for details and limited
warranty information.
❑Remote/w/Key
$ 180.00
71 ALL WEATHER FLOOR MATS
$ 200.00
RONT OR REAR SPLASH GUARDS $ 130.00
DELIVERY 1 UNIT $ 275.00
DELIVERY 2 UNITS OR MORE(EACH) $ 225.00
❑TITLE $ 95.00
❑DOC FEE/CVR $ 125.00
❑TRANSFER PLATES $ 25.00
❑NEW PASSENGER PLATES M,MP,OR SHERIFF $ 10.00
❑NEW PASSENGER PLATES $ 101.00
DRIVER ED BRAKE 4 $ 795.00
Key Only $ 30.00
2014 DODGE GRAND CARAVAN COLORS
INTERIOR CHARGE ORDER CODE
BLACK/LIGHT GRAYSTONE N/C H7/X1
BLACK/SANDTORM N/C H7/XU
EXTERIOR CHARGE ORDER CODE
BILLET SILVER METALLIC CLEAR COAT N/C PSC
BRILLIANT BLACK CLEAR COAT N/C PXR
BLUE STREAK PEARL COAT N/C PCL
CASHMERE PEARL COAT N/C PFS
MAXIMUM STEEL MET. CLEAR COAT N/C PAR
STONE WHITE CLEAR COAT N/C PW1
CRYSTAL BLUE PEARL COAT N/C PDB
REDLINE 2-COAT PEARL N/C PRM
TRUE BLUE CLEAR COAT N/C PBU
*WE STOCK MANY OTHER FLEET VEHICLES*
PLEAS,E CALL RISK {217 8271-4245
5
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RICK CRUSE- FLEET SALES MANAGER
WRIGHT AUTOMOTIVE
ROUTES 127 & 185 P.O. BOX 279
HILLSBORO, IL 62049
E-MAIL: rcruse@wrightautomotive.com
Phone: (217) 532-3921 Direct: (217) 608-2227 Fax: (217) 608-2111 Cell: (217) 827-4245
Toll Free: (866) 532-3921
2014 DODGE GRAND CARAVAN
ORDERING AGENCY: V f
CONTACT PERSON:
E-MAIL ,r 6 - �Y(Y)L-(YCDODGE FLEET#
PURCHASE ORDER#
QUANTITY: COST EACH: L
ADDRESS: �� '-6- rCX)L
CITY: NL
ZIP: LJD � TAX EXEMPT#
PHON E# .kS- SI FAX#
TOTAL ORDER COST:
Please mail order to: �-o C � r � Fax orders to:
Wright Automotive, Inc. -7 /14,DJ5 s g (217) 608-2111
Hillsboro, IL 62049 � "�" _
Ill 0� 7-
PLEASE SUBMIT THIS FORM WITH YOUR ORDER
*PAYMENT DUE UPON DELIVERY*
WRIGHT AUTOMOTIVE
RICK CRUSE
GOVERNMENT FLEET MANAGER
Agency Account - Authorized Signature Form
FISCAL YEAR: to
Instructions: Fill in the requested information and return with the order form.This must be signed for
New/Renewal Orders.This form will be used to verify signatures on any incoming documents related to
the account listed.
Note:Agency Accounts and their officers are responsible for any financial obligations incurred by the
organization.Only those persons signing this form (Below) are considered authorized signers for the
account.
Authorized by: Date:
PrintName: Title:
Form -9 Request for Taxpayer Give Form to the
(Rev.December 2011) Identification Number and Certification requester.Do not
Department of the Treasury send to the IRS.
Internal Revenue Service
Name(as shown on your income tax return)
WRIGHT AUTOMOTIVE,INC.
N Business name/disregarded entity name,if different from above
N
a
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n Check appropriate box for federal tax classification:
C
N
❑ Individual/sole proprietor ❑ C Corporation ❑✓ S Corporation ❑ Partnership ❑Trust/estate
as
❑Exempt payee E] Limited liability company.Enter the tax classification(C=C corporation,S=S corporation,P= artnershi P)►
o
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i ❑ Other(see instructions)►
:v a Address(number,street,and apt.or suite no.) Requester's name and address(optional)
o ROUTES 127&185 P.O.BOX 279
a) City,state,and ZIP code
W HILLSBORO,IL 62049
List account number(s)here(optional)
JUM Taxpayer Identification Number(TIN)
Enter your TIN in the appropriate box.The TIN provided must match the name given on the"Name"line Social security number
to avoid backup withholding.For individuals,this is your social security number However,for a
resident alien,sole proprietor,or disregarded entity,see the Part I instructions on n page 3.For other
entities,it is your employer identification number(EIN).If you do not have a number,see How to get a
TIN on page 3.
Note.If the account is in more than one name,see the chart on page 4 for guidelines on whose Employer identification number
number to enter.
M37 — 0 1 9 1 2 1 4 1 5 1 7 1 6
Certification
Under penalties of perjury,I certify that:
1. The number shown on this form is my correct taxpayer identification number(or I am waiting for a number to be issued to me),and
2. 1 am not subject to backup withholding because:(a)I am exempt from backup withholding,or(b)I have not been notified by the Internal Revenue
Service(IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends,or(c)the IRS has notified me that I am
no longer subject to backup withholding,and
3. 1 am a U.S.citizen or other U.S.person(defined below).
Certification instructions.You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return.For real estate transactions,item 2 does not apply.For mortgage
interest paid,acquisition or abandonment of secured property,cancellation of debt,contributions to an individual retirement arrangement(IRA),and
generally,payments other than inter st and dividends,you are not required to sign the certification,but you must provide your correct TIN.See the
instructions on page 4.
Sign Signature of
Here U.S.person► Date► 12/05/12
General Instructions Note.If a requester gives you a form other than Form W-9 to request
your TIN,you must use the requester's form if it is substantially similar
Section references are to the Internal Revenue Code unless otherwise to this Form W-9.
noted. Definition of a U.S.person.For federal tax purposes,you are
Purpose of Form considered a U.S.person if you are:
A person who is required to file an information return with the IRS must •An individual who is a U.S.citizen or U.S.resident alien,
obtain your correct taxpayer identification number(TIN)to report,for •A partnership,corporation,company,or association created or
example,income paid to you,real estate transactions,mortgage interest organized in the United States or under the laws of the United States,
you paid,acquisition or abandonment of secured property,cancellation .An estate(other than a foreign estate),or
of debt,or contributions you made to an IRA. •A domestic trust(as defined in Regulations section 301.7701-7).
Use Form W-9 only if you are a U.S.person(including a resident
alien),to provide your correct TIN to the person requesting it(the Special rules for partnerships.Partnerships that conduct a trade or
requester)and,when applicable,to: business in the United States are generally required to pay a withholding
tax on any foreign partners'share of income from such business.
1.Certify that the TIN you are giving is correct(or you are waiting for a Further,in certain cases where a Form W-9 has not been received,a
number to be issued), partnership is required to presume that a partner is a foreign person,
2.Certify that you are not subject to backup withholding,or and pay the withholding tax.Therefore,if you are a U.S.person that is a
3.Claim exemption from backup withholding if you are a U.S.exempt partner in a partnership conducting a trade or business in the United
payee.If applicable,you are also certifying that as a U.S.person,your States,provide Form W-9 to the partnership to establish your U.S.
allocable share of any partnership income from a U.S.trade or business status and avoid withholding on your share of partnership income.
is not subject to the withholding tax on foreign partners'share of
effectively connected income.
Cat.No.10231X Form W-g(Rev.12-2011)
9
ILLINOIS DEPARTMENT OF
4$Hu111a Ri htS
Pat Quinn, Governor
Rocco J. Claps, Director
IDHR#: 116789-00
Date Eligible: 12/21/2012
Expires on: 12/21/2017
Rick Cruse
Wright Automotive, Inc.
RT. 127 & 185 P.O. Box 279
Hillsboro, IL 62049
CONFIRMATION OF EXISTING/RENEWAL REGISTRATION
The Illinois Department of Human Rights,Public Contracts Unit,acknowledges receipt of an Employer
Report form(PC-1)filed by your organization.
Review of our records indicates that your organization previously registered with the Department of
Human Rights and has been assigned the IDHR Number appearing above. This registration remains in
effect until the expiration date appearing above.It is not necessary to submit a new form each time you
bid on a state contract.
DO NOT LOSE THIS NOTICE. KEEP IT WITH OTHER IMPORTANT ORGANIZATIONAL
DOCUMENTS. Also,please keep the following in mind:
1. The IDHR Bidder Eligibility Number is valid for all bids submitted to any agency of the State of
Illinois or other contracting agency that has adopted our registration requirement.
2. An eligible bidder's registration remains in effect until the expiration date unless it is revoked by
the Department upon finding that the eligible bidder has committed a civil rights violation.
3. An eligible bidder may relinquish its eligibility by notifying the Department in writing at the
above address.
4. The Department must be notified in writing of any change to the eligible bidder's name,address,
telephone number, or form of organization. Such changes may render the bidder's registration
invalid and may require the filing of a new Employer Report Form with the Department. The
Number is not transferable and becomes invalid upon dissolution of the business.
Should you have any questions concerning this notice,please contact the Public Contracts Unit at the
above address or telephone at 312-814-2431.
IDHR PCU(01-2010)
100 West Randolph Street,Suite 10-100,Chicago,IL 60601,(312)814-6200,TTY(217)785-5125,Housing Line(800)662-3942
222 South College Street,Room 101,Springfield,IL 62704,(217)785-5100
2309 West Main Street,Marion,IL 62959(618)993-7463
www.state.il.us/dhr
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-+� STATE BOARD OF ELECTIONS :+-
Registration No. 10275
Wright Automotive Inc.
11159 IL RT 185
P.O. BOX 279
Hillsboro, IL 62049
Information for this business last updated on:
Friday, November 30, 2012
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Certificate produced on Friday, November 30, 2012 at 2:14 PM
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