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R-1702 - 02/13/2018 - PURCHASING - Resolutions 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 あらの二多ι&Sル ノFax:レ つ-2-Sル g. 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