R-1750 - 09/11/2018 - PUBLIC WORKS - Resolutions Supporting DocumentsBOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
September 11, 2018
SUBJECT: Award a Professional Services Agreement – Mercury Associates, Inc.
FROM: Doug Patchin, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: $29,900 from account # 341-90700.
RECOMMENDED MOTION: I move that the Village Board waives bidding and awards
a Professional Services Agreement to Mercury Associates, Inc., Rockville, Maryland, in
the amount of $29,900, subject to final attorney review, to assist the Public Works
Department in the implementation of the next phase of recommendations from the fleet
management study. Additionally, I move that the Village Board approves Resolution R-
1750
Background/History: In 2017 Mercury Associates, Inc. completed the fleet management
study and presented their findings and recommendations to the Village Board. Since that
time Public Works has implemented several of the recommendations, and are in the process
of working on others. We have hired a Fleet & Facility Maintenance Supervisor,
implemented a new software program to maintain vehicle maintenance records, forecast
vehicle preventive maintenance, maintain inventories of parts, fuel and maintenance charge
backs. The new software program will also document demand work repair orders for all
Public Works divisions. We are also in the process of reviewing the funding and purchasing
practice of replacement vehicles and equipment.
The next phase will include:
Project Management and data collection $ 2,750
Develop a daily inspection reporting program
for Village vehicles $ 4,600
Review and evaluate the Village’s current Daily Vehicle Inspection Report (DVIR ) process
pursuant to the Federal Motor Carrier Safety Administration (FMCSA) requirements
ITEM 6.E.7
BOT AGENDA Page 2
outlined in 49 CFR Part 396.11, Inspection, Repairs and Maintenance and any other that
may be superseded by State of Illinois regulations.
Review and develop a preventive maintenance program. $ 13,400
Define Preventive Maintenance (PM) as they relate to vehicle type as well as the frequency
and criteria (miles, hours) review manufacturers specifications and other printed material
to ensure the final PM processes meet all OEM and regulatory service standards.
Assess the new computerized maintenance system. $ 9,150
Review the PubWorks Fleet component and assist in developing it based on the Village’s
needs.
Recommendation: That the Village Board waives bidding and awards a Professional
Services Agreement to Mercury Associates, Inc., Rockville, Maryland, in the amount of
$29,900, subject to final attorney review, to assist the Public Works Department in the
implementation of the next phase of recommendations from the fleet management study.
Additionally, I move that the Village Board approves Resolution R-1750
RESOLUTION 2018-PW -V-MAINT-AG-R-1750
A RESOLUTION APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE VILLAGE OF OAK BROOK AND MERCURY ASSOCIATES, INC.
IN RELATION TO FLEET MANAGEMENT IMPLEMENTATION SERVICES
WHEREAS, in 2017, Mercury Associates, Inc. (“Mercury”) completed a field management study
and presented its findings and recommendations to the Village Board; and
WHEREAS, the Village has since implemented several of the recommendations contained in the
field management study including a new software program; and
WHEREAS, Public Works Department Staff has determined that it needs professional consulting
services to implement the next phase of recommendations from the field management study including, but
not limited to, the review and development of a preventive maintenance program and assessment of the
new computerized maintenance system (“Consulting Services”); and
WHEREAS, Mercury has the requisite skill and ability to provide such Consulting Services including
knowledge of the Village’s fleet management study; and
WHEREAS, the Village desires to enter into a Professional Services Agreement (“Agreement”)
with Mercury to provide the Consulting Services, which Agreement is attached to this Resolution as Exhibit
A; and
WHEREAS, pursuant to Section 1-7-4 of the Village Code, Village staff recommends that the
Village waive competitive bidding for the Consulting Services and enter into the Agreement; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village and its residents to waive competitive bidding for the Consulting Services and approve the
Agreement;
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 Consulting Services shall be, and they are hereby, waived in accordance with Section 1-
7-4 of the Village Code of the Village of Oak Brook, Illinois.
Section 3: Approval of Agreement. The President and Board of Trustees hereby approve the
Agreement with Mercury in substantially the same form as attached as Exhibit A.
Section 4: Authorization and Execution of Agreements. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement between the Village and Mercury after
receipt of the final Agreement fully executed by Mercury.
Section 5: Effective Date. This Resolution shall be in full force upon passage and approval
in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2018-PW-V-MAINT-AG-R-1750
Approving Fleet Management Implementation Services Agmt.
Page 2 of 3
APPROVED THIS 11th day of September, 2018.
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of September, 2018.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2018-PW-V-MAINT-AG-R-1750
Approving Fleet Management Implementation Services Agmt.
Page 3 of 3
EXHIBIT A
AGREEMENT
4829-9708-8625, v. 1
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