R-1702 - 02/13/2018 - PURCHASING - Ordinances Supporting Documents
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
February 13, 2018
SUBJECT: Award of Contract – Replacement Vehicle
One (1) Chevrolet Tahoe SUV – State of Illinois
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $45,000 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) 2018 Chevrolet
Tahoe (4WD) in the amount of $38,572, and that $27,428 be authorized to purchase the necessary
equipment. Additionally, that the Village Board approve Resolution R-1702, A Resolution Approving
the Waiver of Competitive Bidding and Authorizing the Purchase of a Replacement Fire
Administrative Vehicle.
Background/History:
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 Department, is recommending the replacement of
Unit C-94. The committee considered the following factors for each vehicle prior to reaching a 2018 vehicle
replacement budget recommendation: years in service, miles driven, engine hours, maintenance history,
anticipated maintenance costs, resale value and potential for use by other departments within the Village.
The vehicle is the Fire Chief vehicle. It is an emergency response vehicle and also can serve as a command
post during an emergency. The vehicle being replaced is a 2013 Chevrolet Tahoe with 95,637 miles. This
vehicle will be repurposed as a fire prevention bureau vehicle. The current fire prevention bureau vehicle,
a 2009 Chevrolet Tahoe, with 87,659 miles, will be declared surplus and sold through the State of Illinois
iBid Program (an ordinance to declare the vehicles surplus will be presented at that time). Staff is also
requesting an additional $27,428 to be authorized to purchase the necessary equipment. The $27,428 is
earmarked for the purchase of radios, computer equipment, lights, sirens, and any other necessary
incidentals. The total vehicle purchase cost is $66,000. A budget amendment in the amount of $21,000
will be recommended at an upcoming Board meeting to cover the total vehicle purchase cost, pending
approval of this purchase.
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 90 days after receipt of order. The order cut-off for the
2018 Chevrolet Tahoe is early March.
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) 2018 Chevrolet Tahoe (4WD)
in the amount of $38,572, and that $27,428 be authorized to purchase the necessary equipment.
Additionally, that the Village Board approve Resolution R-1702, A Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of a Replacement Fire Administrative Vehicle.
Order Placement Form
Fax to(217)872-2069
2018 Chevrol Tahoe PPV Police l
Base Pnce Eouiomentincludes:.
Police Pursuit Rated 53V8 E85 Flex Fuel Engine 6-Speed Automatic Transmission
Center Console - Delete
17" Painted Steel Wheels
lntermittent Bain Sensing Wipers
720 CCA Primary Battery
730 CCA Auxiliary Battery
'100 Watt Siren Speaker
Locking Rear Differential Anti-Lock Frt & Rr Disc Brakes
170 Amp Alternator P265n01R17 V Raled Tires (5)
Rear Window Defogger Clolh Front Bucket Seats
Bluetooth Connectivity Vinyl Rear 60/40 Bench Seat
Power Windows & Locks HD Black Vinyl Floor Covering
Cruise Control Rear Heat & Air Conditioning
Underbody Skid Plate
Tinted Glass
Power Front Seats
l10 Voh Power Ou∥et
LH Sp。∥ight
L&R Side Ass st Steps
Air Cond∥ion ngRear Heat & Air Conditioning
31.700.00 34.400.00 341990,00
2WD Pursuit Rated 4WD Pursuit Rated
Headlamp & Taillamp Flasher
Night Saver Dome Light
lgnition Override Switch
Heated Power oSRV Mirrors
High Capacity HD Badiator
HD Rubber Floor lvlats (4)
Grille Light & Speaker Wiring (6J3)
Trailer Hitch w/ 7 Wire Harness
Frame Mounted Recovery Hooks
Daytime Running Lights Ofi Switch
HD Engine Oil Cooler
Rear Vision Camera w/ Park Assist
Horn & Siren Wiring (6J4)
Full Length Running Boards
AN,|/FN/ w/5 USB Ports
Hands Free Bluetooth
HD Transmission Cooler
Tire Pressure l\,lonilor
Hill Start Assist.
Stabilitrak
Vehicles Keyed Alike
Keyless Entry (2)
Full Size Spare Tire
ln State Delivery
.4WD Speclal Servtce Vehlcle ls not pursult rated (top speed 98 mph) and has P255t70R17 all season tlres.
Push Bumper 69000
Splash Guards(Mo ded Front&Rear)24
,luminum wheels (Non Pursuit Only)60000
emote Start 30000
e N.4oldinos 25000
lo一 Sound Shield 19900
)orner LED 4(Whne,Blue or Re(7800
Power Adiustable Pedals 15000
Bucket Seats w/ Factory Consolq 25000
Enhanced Driver Alert Package 69500
e & Municipal Police Plates 10300
Enhanced Drlver Alert Package contalns: Power Adiustable Pedats, Forward Colllslon Alert, lntelllBeam Headlamps, Low SPeed
Forward Automatic Braklng, Lane KeeP Asslst and Lane Departure warnlng.
Exterior Colors:
(lnterlors are Black)
B:ack
VVhite
S∥ver
___Tungsten
Dark Blue Satin Steel Met
___Victory Red(S495.00 Extra)儡 執。
BILL/SH:P TO:
City,County or V∥lage of:
Address:
Contact Person:
Tax Exemptlon #-f
st"t",ZZ- .rp',-M
per Vehic:e price w/Opt:ons S:三 li31メニユ」2L`2………………Quant:ty=61L_Total order Amount:S
Tom Wene ‐
(217)872‐2070
Fieet Operations
Fax(217)872‐2069
M∥es Chevro:et 150 W Pershing Road Decatur,:L 62526
EMAIL tWene(⊇vtaig.com
Polic€ Value PaCkaqe includes all of the followino options lor onlv
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RESOLUTION 2018-FD-V-R-1702
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE PURCHASE OF A REPLACEMENT FIRE ADMINISTRATIVE VEHICLE
WHEREAS, the Fleet Management Committee (“Committee”) is recommending the replacement
of Unit C-94, a 2013 Chevrolet Tahoe (“Current Vehicle”), which currently serves as a Fire Department
Administrative vehicle; and
WHEREAS, purchasing a new Administrative vehicle (“Replacement Vehicle”) which better
serves the goals of the Committee in regard to mileage, maintenance history and anticipated costs, will
allow the Current Vehicle to be repurposed as a Fire Prevention Bureau vehicle; 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 vehicles of this type 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 purchase of a Replacement Vehicle from Miles Chevrolet and also the necessary 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 a 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 an amount not to exceed $38,572 from Miles Chevrolet shall be, and is hereby, approved.
Section 4: Approval of Purchase of Equipment for Replacement Vehicle. The purchase of
necessary equipment for the Replacement Vehicle in an amount not to exceed $27,428 shall be, and is
hereby, approved
Section 5: Execution of Required Documentation. The Village Manager shall be, and is
hereby, authorized to execute, on behalf of the Village all documents necessary to complete the purchase
pursuant to Sections 3 and 4 of this Resolution.
Section 7: 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 2018-FD-V-R-1702
Approving the Waiver of Competitive Bidding
and Authorizing the Purchase of a
Replacement Fire Command Vehicle
Page 2 of 3
APPROVED THIS 13th day of February, 2018
Gopal G. Lalmalani
Village President
PASSED THIS 13th day of February, 2018
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2018-FD-V-R-1702
Approving the Waiver of Competitive Bidding
and Authorizing the Purchase of a
Replacement Fire Command Vehicle
Page 3 of 3
EXHIBIT A